Viewing Employee Job Data Records in HRS
This document points out data fields in an employee's HRS Job Data record. This job aid also identifies fields on the employee's Job Data record which may be helpful for accountants, budget analysts, and financial specialists.
Your HRS security role determines whether or not you have access to display all information on an employee's Job Data record.
- HRS Security Role Needed: HR Job Data View Only
You may click on the links below to navigate directly to a section:
Instructions for Setting Job Data Search Criteria
1. From the HRS Main Menu, use navigation path: Workforce Administration > Job Information > Job Data.
2. In the Job Data screen, the Find an Existing Value tab displays searchable fields.
- Empl ID (Employee ID) is a unique 8-digit employee identification number (e.g. 00004099).
Note: This was known as the Person ID in the legacy IADS (Integrated Appointment Data System).
- Empl Record (Employee Record Number) identifies each job. For most employees, the Empl Rcd will be 0.
Note: Employees with multiple, concurrent jobs will have a unique record number for each job, assigned sequentially based on date of hire for each job (e.g. 0, 1, 2, 3, etc.) Per UW policy, after a job ends, the employee record number will be reused for future jobs.
- Name consists of the employee's first name (given name) and last name (surname). Example: Jane Doe.
Note: You can do a partial name search
- Last Name is the employee's last name or surname (e.g. Doe).
Note: You can do a partial last name search.
- Middle Name is the employee's middle initial or middle name (e.g. A or Anne), if applicable.
Note: You can do a partial middle name search.
- Include History, when selected, allows you to display the future, current, and historical job data records for the employee. If unselected, you only display the employee's future-dated record or current record.
3. Click the Search button to display results based on your search criteria.
4. Depending upon your search criteria, the following may display:
- No matching values were found.
[Solution: Verify that you entered the information correctly. Also, try narrowing your search criteria]
- If more than one Job Data record exists for the employee, a Search Results section displays; locate the Job Data record you wish to view (e.g. Empl Rcd 0), and click on it.
- If only one Job Data record exists for the employee, the Work Location tab will display the employee's Future or Current Job Data record.
Viewing the Work Location Tab
1. The Work Location
tab displays the employee's Future or Current Job Data record. To display History job data records, use the scroll area.
2. Employee's Name (e.g. Paul Professor), Empl ID (e.g. 00000000), and Empl Rcd # (e.g. 0) display at the top of the Work Location tab; the Empl Rcd # represents the employee's job.
3. In the top right of the Work Location Details section, a scroll area displays if the employee has more than one job data record.
Note: If you did not select Include History on the Find an Existing Value tab above, you can click the Include History button (at the bottom right area of the screen) to change the scroll area display to view historical job data records. When the Include History button is active, it displays as "grayed out."
- The HR Status (e.g. Active) and Payroll Status (e.g. Active) display for the employee's Future or Current job data record.
Note: Employees who are in Active HR Status and Active Payroll Status need to have payroll funding entered on the Funding Data Entry page in HRS for their Future or Current job data record; refer to Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS
Exception: Non-paid employees with a Pay Group code of "NON" are not paid through HRS; consequently, these non-paid employees do not need funding entered in HRS. You can find an employee's Pay Group code on the Payroll tab.
Tip: If you wish to see funding information for all employees in Active HR Status, you can run an Employee Funding Summary Report by campus, division or department; refer to Running the Employee Funding Summary Report in HRS.
- The Effective Date (e.g. 08/20/2018) represents the "as of" date of the employee's job Action (e.g. Return from Short Work Break).
- The Effective Sequence field (e.g. 0) indicates 0 for the first entry, 1 for the second entry, 2 for the third entry, etc., for multiple entries with the same job Effective Date. The highest effective Sequence number takes precedence.
- The Action field (e.g. Return from Short Work Break) indicates what personnel action took place on the Effective Date.
- The Reason field (e.g. Start Academic Year) describes the Action.
- The Job Indicator field (located below the Reason field) displays either Primary Job or Secondary Job for the employee's Empl Rcd #.
- Underneath the Action and Reason fields, a thin line separates the top and bottom portion of the Work Location section. Look to the right of the line to see whether the job record you are displaying is the employee's Future, Current or History job record.
- The Expected Job End Date (EJED) field will display the appointment end date for jobs with a Continuity code of 02A, 02B, 02C, 05A, 05B, 05C or N.
Note: The Continuity code is located on the UW Custom tab.
- The Position Number field (e.g. 00003715) is formerly known as the Appointment ID. If the Position Number is blank, this means the employee (e.g. Student Help) was not hired into a Position.
Note: To display detailed Position information, refer to Searching For an Employee's Position Number From Job Info in HRS
- The Business Unit field (e.g. UWMSN) displays the 5-character campus code identifier.
Note: For a list of campus identifiers and institutions, refer to Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS
- The Department field (e.g. A487400) is the employee's appointing department (Organizational Department),
Note: The appointing department in HRS always begins with the alpha code campus identifier; this was formerly known as the Major Dept in our legacy system.
Note: For a summary of campus codes used in the appointing Department field, refer to Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS
- The Date Created field is the date the information was entered into HRS.
4. At the bottom of the Work Location
page), all of the available tab names are listed (Work Location
, Job Information
, Job Labor
, Salary Plan
, UW Custom
, UW Benefits
- When at the bottom of a page, use the tab names to quickly navigate among tabs.
5. If an employee's History record displays a Hire Action, effective date of 02/10/2011, with the Reason of Conversion, this is the date all employees' personnel records were converted to HRS from our legacy payroll system.
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- To verify the original start date of the employee, click the Employment Data link, located at the bottom of the Work Location tab
Viewing the Employment Data Page
1. After clicking the Employment Data
link, the Employment Information
- The Original Start Date equals the Appointment Effective Date for jobs converted to HRS on 02/10/2011 from the legacy payroll system.
- The Adj Cont Service Date (Adjusted Continuous Service Date) field is the Seniority Date for University Staff employees.
2. To display whether a faculty appointment is tracking tenure data, expand the USA section.
- The Accrue Tenure Services field shows a check mark when HRS tracks tenure data for faculty appointments.
Note: For more information on tenure tracking, refer to Entering Tenure Tracking in HRS
3. To return to the Work Location tab, click the Job Data link at the bottom of the Employment Information page.
Viewing the Job Information Tab
1. To display Job Information details for the employee, click the Job Information tab
2. After clicking the Job Information tab, the Job Information tab displays:
- The Job Code field and description are equivalent to the legacy terms, "Title Code" and "Title Name"
- The Empl Class (Employee Classification) field is equivalent to the legacy term, "Appointment Type."
Note: For a complete list of employee classification categories, refer to Employee Classifications (Empl Class) in HRS
- The Full/Part (Full-Time/Part-Time) field is used in HRS reporting.
- The Pay Basis field was formerly known as "Salary Basis." It is defined as the principal condition in terms of time, production, or other criteria, along with salary rate, which determines the compensation paid to an employee.
Note: At UW, employees with a Pay Basis of No Pay Basis are unpaid appointments and do not need payroll funding entered in HRS.
Note: For a list of the seven types of Pay Bases used at UW, refer to Pay Basis Descriptions in HRS
- The Combined Standard Hours/FTE field shows both the employee's standard hours and the FTE (full-time equivalent) percentage for all active jobs.
Note: If employee has more than one job, the combined standard hours are those in effect at the time of this Effective Dated row.
Note: For FTE to Standard Hours conversion, refer to FTE to Standard Hours Conversion Table for HRS
- The Encumbrance Override field allows a campus department to choose whether or not to encumber an employee's earnings.
Note: When the Encumbrance Override indicator displays a checkmark , any data entered in the UW Custom tab, Encumbrances section is ignored.
Note: For more information on the encumbrance process, refer to Review of the Nightly Encumbrance Process in HRS
3. In the expanded USA section:
- The FLSA (Fair Labor Standards Act) Status field indicates whether the job is exempt from overtime pay or nonexempt.
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Viewing the Job Labor Tab
1. To display labor union information for an employee, click the Job Labor tab
2. After clicking the Job Labor tab, the Job Labor tab displays:
- The Bargaining Unit field was formerly known as "Union Local" in our legacy system.
Note: If an employee's Job Code is associated with a labor union, the Bargaining Unit field displays the labor union number and description.
- The Union Code field was formerly known as "Bargaining Unit" in our legacy system
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Viewing the Payroll Tab
1. To display Payroll information for the employee, click the Payroll tab.
2. After clicking the Payroll tab, the Payroll
- The Pay Group field is a 3-character code which ties the employee to a particular UW Payroll Calendar, with specific pay period begin and end dates. The first letter of the employee's Pay Group code identifies the applicable UW Payroll Calendar.
Note: For more information on Pay Group codes, refer to Pay Group Descriptions in HRS
Exception: If an employee's job has a Pay Group code of NON, these are non-paid appointments which are not paid through HRS.
- The Employee Type field indicates whether the employee is salaried (S), hourly (H) or non-paid (N); the Employee Type field is used in HRS reporting.
Note: A salaried employee is paid monthly; an hourly employee is paid biweekly.
- The FICA Status field displays whether or not an employee is subject to the Federal Insurance Contributions Act.
Note: FICA is a U.S. law requiring a deduction from paychecks and income that goes toward the Social Security program and Medicare.
Viewing the Salary Plan Tab
1. To display Salary Administration Plan information, click the Salary Plan tab
2. After clicking the Salary Plan tab, the Salary Plan tab displays:
- The Salary Administration Plan field is coded differently for salaried and hourly employees.
Salaried employee (e.g. Paul Professor) breakdown of the code AD1C is as follows:
- First character (e.g. A) is the alpha code campus identifier; in this example, A represents Madison.
- Second and third characters (e.g. D1) equals the Title Group
- Fourth character represents either 9-months (e.g. C) or Annual (e.g. A).
Hourly employee: the Salary Administration Plan is a two digit number representing the pay schedule to which the classification is assigned.
Note: For policy information regarding compensation for salaried employees, refer to UW System Unclassified Personnel Guideline #4 (Unclassified Compensation).
- The Grade field is coded differently for salaried and hourly employees.
Salaried employee: breakdown of the code I01 is as follows:
- First character is one of three values: I (Institution), S (System), or a numeric value (e.g. 0) to indicate whether the salary range is set at the System level, approved to be unique to the Institution (e.g. campus) level, or is Extraordinary.
Hourly employee: the Grade field represents the pay range within the pay schedule.
- Second and third characters (e.g. 01) are the salary range which defines the minimum and maximum.
Viewing the Compensation Tab
1. To display compensation information, click the Compensation tab
2. After clicking the Compensation tab, the Compensation tab displays:
- In the Compensation section, the *Frequency field is the compensation frequency of either H, M or 9M.
Note: For more information on Comp Rate Frequency, refer to Comp Rate Frequency in HRS
- In the expanded Pay Rates section, the calculated dollar amounts are shown for Hourly, Monthly, 9M, and Annual.
- In the Pay Components section, in the Amounts mini-tab:
- The Rate Code field is different for salaried and hourly employees.
- The Comp Rate field is the compensation rate.
- The Frequency column shows the compensation rate frequency of the salaried or hourly employee.
Viewing the UW Custom Tab
1. To display UW customized information, click the UW Custom tab
2. After clicking the UW Custom tab, the UW Custom tab displays:
- The Continuity Status Information section displays information about the employee's continuation of employment.
Note: For a list of Continuity codes, refer to Continuity Status in HRS
- The Rate Exceptions section shows indicators for rates under the minimum or over the maximum, if applicable.
- The External Systems section identifies the recruitment system which initiated recruitment for this job; the Source System field displays the name of the recruitment system, if applicable.
- CHRIS = Classified Human Resource Information System
- PVL = Position Vacancy Listing
- Other = blank records converted to HRS; or graduate student at UW-Madison
- TAM = Talent Acquisition Management
- blank = the new job record was created within HRS
Note: The Number field displays the relevant Source System reference number, if applicable.
- The Non-Resident Alien Info section displays the Income Code for U.S. Internal Revenue Service tax form 1042-S, "Foreign Person's U.S. Source Income Subject to Withholding."
- The Encumbrances section shows salary encumbrance setup information for the employee; the encumbrance setup is different for employees whose Pay Basis is either Annual, Academic, or Hourly.
Note: If the Encumbrance Override field (from the Job Information tab) has a checkmark , HRS will ignore all encumbrance setup information in this Encumbrances section on the UW Custom tab.
Viewing the UW Benefits Tab
1. To display Benefits eligibility information, click the UW Benefits tab.
2. After clicking on the UW Benefits tab, the UW Benefits tab displays:
- The Previous WRS State and Local Service fields display a numeric value, depending upon whether or not there is prior Wisconsin Retirement System (WRS) service.
- 0 (e.g. zero) = employee has no prior WRS service
- 1 through 11 = number of months of employee's prior WRS service
- 12 = employee has one year or more of previous WRS service
Note: The number 12 is the highest value that can be used in the Previous WRS State Service field.
- The Benefit Service Date field allows all or part of the employee's waiting periods for State Group Health and/or Income Continuation Insurance to be waived if they had prior WRS State Service. If the employee had prior service indicated in the Previous WRS State Service field, the default value of the Date of Hire will be rolled back up to 12 months to account for that service.
- The WRS Before July 1, 2011 indicator drives whether an employee will be enrolled in the WRS based on the 1/3 of FTE or the 2/3 FTE requirement under Wisconsin Act 32. If an employee has prior WRS state service, the indicator will show "Yes" if that service was prior to this date, or "No" if it is after this date.
- The Rehired Annuitant field should be updated if the employee provides a completed Rehired Annuitant Form (ET-2319) when hired. The values in this field drive WRS eligibility based on if the employee is required to go back into the WRS, is not allowed to go back into the WRS, or had the choice.
- The Visiting From Other Institution field will be checked "Yes" if the employee is a professor on leave from their own institution and within the first of employment with the UW. During this first year, the professor will not be enrolled in the WRS, but allowed to enroll for State Group Health.
- The Work Out of State Required field will be checked "Yes" if the employee is required to work out of the state of Wisconsin as a condition of their employment. This allows them to receive the more favorable rate for the State Group Health Access Plan.
- The Health Rate field will default to a value of "Full Share Rate" for all employees. A value of "Less Than Half Time" if the employee will be working 20 hours or less on average per week. This field does not apply to Grads.
- The Eligibility Exception field is set by automated processes (or manually by the Service Center) for WRS Lookback, when employees are rehired within a year of leaving a WRS appointment, or in special circumstances requiring an override of other eligibility criteria.
3. To display the results of HRS processing for an employee's WRS eligibility, click on the Benefits Program Participation
link. Clicking on this link will also allow you to see the Benefit Program the employee is assigned to at any given point in their job history.
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Viewing the Benefits Program Participation Page
1. After clicking the Benefits Program Participation link
, the Benefit Program Participation
page displays the Benefits Administration Eligibility
fields 1-9. The UW currently uses fields 1-5. For a full explanation of all values used, refer to KB Overview of Benefits Eligibility Fields in HRS
- If the Elig Fld 1 (Eligibility Field 1) field = Y, the employee is eligible for WRS benefits; deductions are taken.
- If the Elig Fld 1 field = N, the employee is not eligible for WRS benefits.
Note: The value of the Elig Fld 1 field for employee WRS eligibility displays on the Payroll Edit Report during a payroll processing week; refer to [Link for document 19809 is unavailable at this time.]
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Additional ResourcesRelated KBs:Related Links:
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- Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.