Add Employment Instance in HRS Payroll System (Adding Another Job or Empl Record #)

Transcription

1 Add Employment Instance in HRS Payroll System (Adding Another Job or Empl Record #) Revised 07/06/2017 If Employee has an Active Job (Same or Different Department) OR Employee has Termed (Ended) Job in Different Department for less than 12 months Add Employment Instance Add Funding Add Time Approvers Job Termed 4 Months but less than 3 years NOTE: Employee should complete new W4 Form and Direct Deposit Send to Human Resources; Indicate SH on Direct Deposit When to Add Employment Instance Add a Job If employee termed in a department and is now coming back to work for same department but in a different title (work responsibilities), you can rehire the same job and change the working title, job classification, and submit a pay rate change request form, if applicable. You do not need to add another employment instance. Student is new to working in your department but not new to working on campus (has a current job but not in your department) Student job has been termed for more than 4 months but less than 3 years (must complete new W4 and Direct Deposit) If termed for three years or more, must send completed hiring paperwork and Student Appointment Form to Human Resources; Do NOT complete the Add Employment Instance If new to working on campus, must send completed hiring paperwork and Student Appointment Form to Human Resources; Do NOT complete the Add Employment Instance Effective Date of Job The Effective Date of the job should be the actual start date of the employee. If the Effective Date is not at the beginning of the pay period (starts on a Sunday), to enter time the employee must view the timesheet by day. The following pay period will automatically show for a two week period. Expected Job End Date of Job Expected Job End Date should be the last day working (if known) or last day of the latest pay period for academic school year. For the latest pay period date refer to the Approval Deadlines Reference found on the Supervisor s Toolkit page of the Human Resources website: Other Steps to Complete When Done Adding Employment Instance Add Funding Add Time Approvers If job termed for 4 months but less than 3 years, employee needs to complete new W4 and direct deposit Write SH on direct deposit and submit both forms to Human Resources

2 Add Employment Instance to HRS Add Another Job Login to HRS hrs.wisconsin.edu or via the UW-System Portal Click Workforce Administration Click Job Information Click Add Employee Instance Student Help Only Enter Empl ID # EmplID Box Click Tab Key on Keyboard Empl Rcd Nbr Will automatically default for you after you hit Tab key; DO NOT INPUT Note Number for future reference Click Add Relationship Work Location Tab Effective Date Change date to actual start date of employee Action Select Hire Reason Select Original New/Hire (Conc Appt) Click Calculate Status and Dates Button Company Enter UWS Business Unit Enter UWOSH Department Location Expected Job End Date Enter F then search for your department Note it as it will remain same each time you add employment instance Enter F then search for your building Note it as it will remain same each time you add employment instance Input last day working (if known) or last day of the latest pay period for the academic school year (can be found on approval deadlines sheet) then click ok for message Click Job Information Tab (found at top next to Work Location Tab) Job Information Tab Job Code Enter for Level 1; for Level 2; for Level 3 Full/Part Select Part-time Select Hourly or Lump Sum Prior approval from Human Resources required before using Lump Sum Click Compensation Tab (found to the right at top next to Salary Plan Tab) Pay Basis Compensation Tab Do not enter Comp Rate for Lump Sums Click Default Pay Components Enter Hourly Pay Rate Comp Rate Box Only for Hourly Employees Only; Do not enter Comp Rate for Lump Sum Click Calculate Compensation Click UW Custom Tab (found at top next to Compensation Tab) UW Custom Tab Continuity Select N (none) Probation Type Select Not Required Working Title Fill in working title so student will know which job is for your department Click UW Benefits Tab (found at top next to UW Custom Tab) UW Benefits Tab Previous WRS Local Service Enter number 0 (zero) Previous WRS State Service Enter number 0 (zero) Click Save button Add Budget Funding Data the effective date should be same as job effective date Add Time Approvers (TL Security) the effective date should be same as job effective date

3 Add Funding to a Job (Empl Record) For a hire that is new to your department Add Appointment (Job) Level Funding (Budget Funding Data Entry) for New Job Click Home Click Set Up HRMS Click Product Related Click Commitment Accounting Click Budget Funding Data Entry Click Add a New Value Tab Add a New Value Tab Department Same as indicated on Job (Work Location Tab) Fiscal Year Current fiscal year (ex: FY = 2018 in field) Budget Level Appointment Enter EmplID# EmplID# Be sure to choose the empl record related to the job that needs the Enter Empl Record # funding assigned Click Add Complete Funding Distribution Information Enter Effective Date Should be same as effective date of Job Fund 3 digits Dept ID# 6 digits Program 1 digit Distribution % Make sure this is % Click Save

4 For new hourly and lump sum jobs Click Home Click Time and Labor Click Enroll Time Reporters Click Create TL Security Enter EmplID # Empl ID of Student Enter in Empl Rec # Empl Record Number Click Search Assign Time Approvers to New Job Add Time Approvers Enter Time Approver Information Effective Date Change to effective date of Job (should match effective date of Job) Payroll Coordinator Defaults to Brenda Rens, Joanne Fenrich, and Jodi Anthony This should be the primary supervisor of employee, not always going UW Approver to be Employing Unit Coordinator - To search, click on magnifying glass, or type in Empl ID number of supervisor if known To search, click on magnifying glass, or type in Empl ID number of UW Approver Back-up backup approver if known Click Save

5 Add Employment Instance to HRS Add a Job Login to HRS hrs.wisconsin.edu or via the UW-System Portal Click Workforce Administration Click Job Information Click Add Employee Instance Student Enter Empl ID # EmplID Box Click Tab Key on Keyboard Will automatically default for you; DO NOT INPUT Empl Rcd Nbr Note Number for future reference Click Add Relationship Input Empl ID Number Click Tab Key on Keyboard; DO NOT INPUT Empl Record Number; It will automatically populate Click Add Relationship

6 Work Location Tab Effective Date Action Reason Click Company Business Unit Department Location Expected Job End Date Click Add Employment Instance to HRS Add a Job Change date to actual start date of employee Select Hire Select Original New/Hire (Conc Appt) Calculate Status and Dates Button Enter UWS Enter UWOSH Enter F then search for your department department student working for, not funding account Note it as it will remain same each time you add employment instance Enter F then search for your building Note it as it will remain same each time you add employment instance Input last day working (if known) or last day of the latest pay period for the academic school year (can be found on approval deadlines sheet) then click ok for message Job Information Tab (found at top next to Work Location Tab) Note About Effective Job Date When Adding Employment Instance The Effective Date of the job should be the actual start date of the employee. If the Effective Date is not at the beginning of the pay period (starts on a Sunday), to enter time the employee must view the timesheet by day. The following pay period will automatically show for a two week period. Note About Reason If employee currently has an active job use Reason: Original/New Hire (Conc Appt) If employee jobs have all termed and now you are hiring them in a different department, use Reason: Original/New Hire

7 Add Employment Instance to HRS Add a Job Job Information Tab Job Code Enter for Level 1; for Level 2; for Level 3 Full/Part Select Part-time Select Hourly or Lump Sum Pay Basis Prior approval from Human Resources required before using Lump Sum Click Compensation Tab (found to the right at top next to Salary Plan Tab) Job Code = Job Classification Level 1 = Job Code Level 2 = Job Code Level 3 = Job Code Res Life RA Lump Sum = Job Code Special Other Lump Sum = Job Code 94874

8 Add Employment Instance to HRS Add a Job Compensation Tab Do not enter Comp Rate for Lump Sums Click Default Pay Components Comp Rate Box Enter Hourly Pay Rate Only for Hourly Employees Only; Do not enter Comp Rate for Lump Sum Click Calculate Compensation Click UW Custom Tab (found at top next to Compensation Tab) NOTE: Submit Lump Sum Request to studentemploy@uwosh.edu for all lump sums

9 Add Employment Instance to HRS Add a Job UW Custom Tab Continuity Select N (none) Probation Type Select Not Required Working Title Fill in working title so student will know which job is for your department Click UW Benefits Tab (found at top next to UW Custom Tab) Be detailed enough for Working Title so student can differentiate between multiple jobs and differing departments

10 UW Benefits Tab Previous WRS Local Service Enter number 0 (zero) Previous WRS State Service Enter number 0 (zero) Click Save button Add Employment Instance to HRS Add a Job c

11 Add Funding to a Job (Empl Record) For a hire that is new to your department Add Appointment (Job) Level Funding (Budget Funding Data Entry) for New Job Click Home Click Set Up HRMS Click Product Related Click Commitment Accounting Click Budget Funding Data Entry Click Add a New Value Tab Add a New Value Tab Department Same as indicated on Job (Work Location Tab) Fiscal Year Current fiscal year (ex: FY = 2018 in field) Budget Level Appointment Enter EmplID# EmplID# Be sure to choose the empl record related to the job that needs the Enter Empl Record # funding assigned Click Add Complete Funding Distribution Information Enter Effective Date Change to same date as effective date of Job Fund 3 digits Dept ID# 6 digits Program 1 digit Distribution % Make sure this is % Click Save

12 Assign Time Approvers to New Job For hourly and lump sum jobs Employees paid via lump sum must input ACAHW hours on timesheet Click Home Click Time and Labor Click Enroll Time Reporters Click Create TL Security Enter EmplID # Empl ID of Student Enter in Empl Rec # Empl Record Number Click Search Add Time Approvers Enter Time Approver Information Effective Date Change to effective date of Job (should match effective date of Job) Payroll Coordinator Defaults to Brenda Rens, Joanne Fenrich, Jodi Anthony This should be the primary supervisor of employee, not always going UW Approver to be Employing Unit Coordinator - To search, click on magnifying glass, or type in Empl ID number of supervisor if known To search, click on magnifying glass, or type in Empl ID number of UW Approver Back-up backup approver if known Click Save

13 Add Appointment (Job) Level Funding (Budget Funding Data Entry) for New Job Click Home Click Set Up HCM Click Product Related Click Commitment Accounting Click Budget Funding Data Entry Click Add a New Value Tab

14 Add Appointment (Job) Level Funding (Budget Funding Data Entry) for New Job Add a New Value Tab Department Same as indicated on Job (Work Location Tab) Fiscal Year Current fiscal year (ex: FY = 2018 in field) Budget Level Appointment Enter EmplID# EmplID# Be sure to choose the empl record related to the job that needs the Enter Empl Record # funding assigned Click Add UWOSH Department = Same as Dept on Job (Work Location Tab) Always starts with the letter F with 6 digits ex: FY = 2018 Click Add

15 Add Appointment (Job) Level Funding (Budget Funding Data Entry) for New Job Complete Funding Distribution Information Verify Correct Department, ID, and Empl Rcd# Change Effective Date Change to effective date of Job (auto populates to current date; must change to effective date of job) Fund 3 digits Dept ID# 6 digits Program 1 digit Distribution % Make sure this is % Click Save Can split funding to different accounts by clicking the Plus sign down by funding string Verify correct Department, Empl ID, and Empl Rcd# Distribution % must total 100% between all accounts ex: If one account is 60%, the other account must be 40% to equal 100% Change to Effective Date of Job (Defaults to current date, must change) UWOSH 3 digits 6 digits no alpha campus code (no F) 1 digit Click Save

16 Click Home Click Time and Labor Click Enroll Time Reporters Click Create TL Security Enter EmplID # Empl ID of Student Enter in Empl Rec # Empl Record Number Click Search Add Time Approvers Enter 8 digit Empl ID Number and Empl Record Number Click Search

17 Add Time Approvers Enter Time Approver Information Effective Date Change to effective date of Job (should match effective date of Job) Payroll Coordinator Defaults to Jodi Anthony and Brenda Rens This should be the primary supervisor of employee, not Employing UW Approver Unit Coordinator - To search, click on magnifying glass, or type in Empl ID number of supervisor if known This should be someone that will only approve once in a while when UW Approver Back-up the primary approver is unavailable - To search, click on magnifying glass, or type in Empl ID number of backup approver if known Click Save ZENITH BELLE Enter Same Effective Date as Job Primary Supervisor of Student Backup Approver Click Save STOP Process Complete