Topics Map > Human Resource System (HRS) > HRS Human Resources Administration
Entering Backup Zero Dollar Jobs in HRS
Overview
Employees can be appointed to many different types of jobs throughout a career. This document will detail the steps how a person is entered in HRS with a:- Interim / Acting Limited Job, with a back up job
- Recruited Limited Job, with a back up job
NOTE: This document applies to all campuses EXCEPT UW-MADISON. UW Madison should refer to documentation intended for their campus.
Process Considerations:
- When putting an active job to 'On Leave' status and entering a new job for the Interim / Acting Position, you will need to work closely with your Payroll/Benefits staff. They will need to coordinate switching the Benefits Primary Job flag to the new job and possibly contacting the Benefits Team at UWSS Service Operations to create an eligibility exception if the Interim / Acting Job has continuity of 05A or 05B. The Absence Management team, at UWSS Service Operations, will need to be contacted to transfer leave balances to the new job and return it to the permanent job when the interim/acting job ends.
- Any person hired into a limited position with no prior Academic Staff or University Staff Ongoing job can hold a back-up/concurrent job, where a tenured faculty backup typically accompanies a Limited job (i.e. Chancellor, Provost, Dean).
Instructions for New Interim / Acting Limited Job, with a Backup Job
A. Identify the Limited position
1. Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Information
2. Create Interim / Acting position
3. Empl Class = LI
4. Continuity code must be 05A, 05B, or 05C
B. Preparing to transition an employee to a Backup position
1. Workforce Administration > Job Information > Job Data
2. Click the plus button to Add a row.
3. Put the current Primary Job on Action = Leave of Absence, Reason = Other Work effective the beginning of the Interim / Acting Job.
Remember to click the button to calculate status/dates.
4. Change the Job Indicator to Secondary.
5. Click OK to the warning indicating the employee doesn't have a Primary Job. You will be adding that in the next step.
6. Click the Save button. You may need to click OK to another warning indicating the employee doesn't have a Primary Job.
C. Identify Empl Record to use for the Limited job
1. Using Multiple Jobs Summary and Legacy Person Search, determine if a terminated record can be reused. If so, Process Rehire.
2. If you cannot process a rehire from an inactive / terminated Empl Record, you will need to use Add New Employment Instance.
Adding an Employment Instance (Non-Madison) in HRS
D. Add Limited job in Job Data
1. Ensure the Job Indicator of the new Empl Record is set to Primary.
2. If this is an 05A or 05B Continuity, it will require an Expected Job End Date.
3. Enter remaining data on all tabs as needed.
Remember to click the Calculate status/dates button.
Click Save when finished.
4. Work with your Payroll/Benefits staff to switch over the Benefits Primary Job Flag.
5. If new position is Continuity 05A or 05B and the employee has had WRS, your Payroll/Benefits staff should contact UWSS Service Operations to have the Benefits Team create a benefits eligibility exception.
Get help from UW-Shared Services Support Team
6. Contact UWSS Service Operations to have the Absence Management team ensure the leave balances transfer over.
Get help from UW-Shared Services Support Team
E. Upon the completion of the Limited Interim / Acting job, terminate the Interim / Acting job.
1. Workforce Administration > Job Information > Job Data
2. Can track via the Expected Job End Date (EJED) report.
Running the Expected Job End Date (EJED) Query in HRS
Can allow job to end via the EJED process.
3. Can manually end by clicking plus button and adding a termination row.
Adding Termination Rows on Job Data in HRS
Click the Save button.
You may need to click OK to another warning indicating the employee doesn't have a Primary Job.
F. Reactivate the Original / Permanent Job
1. Workforce Administration > Job Information > Job Data
2. Click the plus button to Add a Row.
3. Click Calculate Status/Dates button.
4. Action = Return from Leave of Absence.
5. Reason = Return from Leave.
6. Set Job Indicator back to Primary.
7. Click Save button.
8. Your Payroll/Benefits staff should contact UWSS Service Operations to have the Benefits Team create a benefits eligibility exception.
Get help from UW-Shared Services Support Team
9. Contact UWSS Service Operations to have the Absence Management team ensure the leave balances transfer over.
Get help from UW-Shared Services Support Team
Instructions for New Recruited Limited Job, with a Backup Job
NOTE: Any person hired into a limited position with no prior Academic Staff or University Staff ongoing job can hold a back-up/concurrent job where a tenured Faculty backup typically accompanies a Limited job (i.e. Chancellor, Provost, Dean).
A. Identify the Limited position
1. Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Information
2. Use current campus position or create new position
Empl Class = LI
Continuity = 04
B. Transfer of the active / current job to the new limited job (no changes for Job Indicator or Benefits Flag)
1. Workforce Administration > Job Information > Job Data Maintaining Workforce - Transfers in HRS
Maintaining Workforce - Transfers in HRS
2. Update the information on the Job Data Tabs as appropriate.
C. Identify the Backup position
1. Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Information
2. Use current campus position or create new position
3. If Faculty, use their current Job Code
4. If Academic Staff backup, use Job Code = OT001
5. If University Staff backup, use Job Code = OT004
6. Pay Basis = No Pay Basis
7. Standard Hours = 0.01 (FTE = 0.000250)
D. Add Backup job
1. Workforce Administration > Job Information > Job Data
2. Determine if a terminated record can be reused. If so, Process Rehire.
3. If you cannot process a rehire from an inactive / terminated Empl Record, you will need to Process Add New Employment Instance.
Adding an Employment Instance (Non-Madison) in HRS
4. Make sure the Comp Rate on the Compensation tab is blank or $0.
E. Terminating Backup job before transferring Limited job to Backup position.
1. Workforce Administration > Job Information > Job Data
2. Terminate the Backup job.
Adding Termination Rows on Job Data in HRS
F. Transfer Employee from Limited job to Backup job (no changes for Job Indicator or Benefits Flag).
1. Organizational Development > Maintain Positions/Budgets > Add/Update Position Information
2. Use current campus position or create new position.
If the Backup position requires a different Empl Class or Department than the original previous position, create a new position
3. Workforce Administration > Job Information > Job Data
4. Enter a transfer row on the Limited job and use the backup or newly created position
Maintaining Workforce - Transfers in HRS
5. Update the information on the Job Data tabs as appropriate.
6. Click Save button.
Additional Resources
Related KBs:
- Adding an Employment Instance (Non-Madison) in HRS
- Adding Termination Rows on Job Data in HRS
- Get help from UW-Shared Services Support Team
- HR Report List for HRS
- Maintaining Workforce - Transfers in HRS
- Rehiring an Employee in HRS
- Running the Expected Job End Date (EJED) Query in HRS