Process Considerations:

• Job actions:

Hire: First time employee is added to HRS or when adding an additional job for employee.
Transfer: Used when individual is UW system employee and takes another job within UW System. Could be at any institution.
Rehire: Used when an employee has a termination row. Could be for concurrent job; could be gone and come back.

• If an employee in a University Staff Temporary (CL) position with the Under Min check box checked is transferring to a different job that has a position, you must first remove the Under Min check box (from the UW Custom tab) before applying the Position. Once you apply the position, the check box will gray out, and you will no longer be able to edit it.
  
  
• Special care and coordination is required between institutions who are transferring an employee between institutions. To assist in the coordination when transferring a person between institutions, the directory link is as follows: https://uwservice.wisc.edu/directories
  
• Employees who are transferring between jobs in OT, CL, or SH Empl Classes may not use positions.
  
  
• If an employee's BN Eligibility=NO and they are transferring to a position that gives them eligibility, the UW Benefits tab needs to be updated.
  
  
• University Staff (CP) employees transferring to another CP job should always be transferred on a Sunday if they are starting the new job at the beginning of the week.
  
  
• For Employee Classes of SH, OT, CL or pay group (NON), or employees with Standard Hours of 4.00 or less per week (FTE is < 0.100000), HRS automatically places a checkmark in the Encumbrance Override indicator field. This cannot be overwritten manually.  When adding a row to transfer (or rehire) someone who was previously in an Employee Class that did encumber to a job that does not encumber, the Encumbrance Override checkbox will automatically update. However, when adding a row to transfer (or rehire) someone that did not encumber and the Standard Hours are changing from less than 4.0 to greater than 4.0 per week, HRS will allow you to uncheck the Encumbrance Override indicator manually.
  
  
• Employees' security roles will be de-provisioned upon the Effective Date of the Transfer row, if moving to a new position/job in a different department.
  
  
• For FA / AS / LI, if the current position ends on a Friday and the new position starts the following Monday, the Transfer date should be Sunday.  The two units / institutions will split the weekend.  The appointment letter must reflect the start date of Sunday.
  
  
• An HR Job Data Action of Transfer triggers the need to add funding for the employee's salary expense for the new appointing department to which the employee is transferring. For step-by-step instructions, refer to Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS
• Criminal Background Check date, Sexual Harassment Reference Check date and Position of Trust type will need to be updated after all steps have been completed; see Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust, and Sexual Harassment Reference Checks in HRS

Related Links:

• UW Shared Services - Service Operations - HR
• UWSHR Website
• UWSHR Forms
• https://uwservice.wisc.edu/directories

The Compensation Tab in HRSComp Rate Frequency in HRSContinuity Status in HRSEmployee Probation Types in HRSAction/Action Reason Codes Used in HRSManaging Position Data in HRSComp Rate Frequency in HRSThe Compensation Tab in HRSContinuity Status in HRSEntering Contract Administration in HRSHR Report List for HRSMaintaining Workforce - Seasonal Employees in HRSOfficer Code Listing Job Aid for HRSEntering Pay Rate Changes in HRSEmployee Probation Types in HRSAdding or Changing Appointment Level Funding for Employee's Salary Expense in HRSManaging the Individual Retroactive Payroll Process (Payroll Coordinators) in HRS