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

Transcription

1 Process B Add Employment Instance in HRS Payroll System (Adding Another Job or Empl Record #) 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 12 mos. 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 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 12 months (must complete new W4 and Direct Deposit) If termed for 12 months or more, must send completed hiring paperwork and Student Appointment Record to Human Resources; Do NOT complete the Add Employment Instance If new to working on campus, must send completed hiring paperwork and Student Appointment Record 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 Employing Unit Coordinators web page: Other Steps to Complete When Done Adding Employment Instance Add Funding Add Time Approvers If job termed for 4 months but less than 12 months, 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 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 Empl Rcd Nbr Note Number for future reference; Will automatically default for you Click Tab or Enter on Keyboard Click Add Relationship Work Location Tab Effective Date Change date to actual start date of employee Click Calculate Status and Dates Button (usually red in color) Action Select Hire Reason Select Original New/Hire (Conc Appt) Input last day working (if known) or last day of the latest pay period for the Expected Job End Date academic school year (can be found on approval deadlines sheet) Company Enter UWS Business Unit Enter UWOSH Enter F then search for your department 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 Click Job Information Tab (found at top next to Work Location Tab) Location 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 (If a STEP position, must include STEP in title) 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 = 2014 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 Assign Time Approvers to New Job For new hourly job Lump Sum jobs do not need Time Approvers assigned 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 Jodi Anthony and Joanne Fenrich 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 Empl Rcd Nbr Note Number for future reference; Will automatically default for you Click Tab or Enter on Keyboard Click Add Relationship Enter 8 digit Empl ID # and hit Tab on keyboard (see note below) 5 Click Add Relationship Note that the Empl Rcd Nbr will default to next number automatically Note number for future reference

6 Add Employment Instance to HRS Add a Job Work Location Tab Effective Date Change date to actual start date of employee Click Calculate Status and Dates Button (usually red in color) Action Select Hire Reason Select Original New/Hire (Conc Appt) Input last day working (if known) or last day of the latest pay period for the Expected Job End Date academic school year (can be found on approval deadlines sheet) Company Enter UWS Business Unit Enter UWOSH Enter F then search for your department Department Note it as it will remain same each time you add employment instance Enter F then search for your building Location Note it as it will remain same each time you add employment instance Click Job Information Tab (found at top next to Work Location Tab) 10 click on Job Information 2 Click 1 See note below 3 Choose Hire 4 See note below 5 input last day working (if known) or last day of latest pay period for academic school year UW Oshkosh 8 F UW Oshkosh Dept and Location will always start with F (1) 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. (4) 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) 4 Click Compensation 1 see note below 2 choose Part-Time 3 Hourly or Lump Job Code = Job Classification Level 1 = Job Code Level 2 = Job Code Level 3 = Job Code 94872

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 4 Click UW Custom 1 - Click 3 - Click 2 Enter Hourly Pay Rate

9 Add Employment Instance to HRS Add a Job UW Custom Tab Continuity Select N (none) Probation Type Select Not Required Fill in working title so student will know which job is for your department (If a Working Title STEP position, must include STEP in title) Click UW Benefits Tab (found at top next to UW Custom Tab) 4 Click on UW Benefits Tab 1 Choose 2 Choose 3 Type in; Include STEP if STEP student; Be detailed enough so student can differentiate between multiple jobs in differing departments

10 Add Employment Instance to HRS Add a Job UW Benefits Tab Previous WRS Local Service Enter number 0 (zero) Previous WRS State Service Enter number 0 (zero) Click Save button ZENITH BELLE Verify 0 2 Verify 0 3 Click Save

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 = 2014 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

12 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 Click on 3 4 5

13 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 = 2014 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) ex: FY = 2014 Click Add

14 Add Appointment (Job) Level Funding (Budget Funding Data Entry) for New Job Complete Funding Distribution Information Verify Correct Department, ID, and Empl Rcd# 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 1 Verify correct Department, ID, and Empl Rcd# 2 Enter same Effective Date as Job shown above Can split funding to different accounts by clicking the Step7 Click Save UWOSH Step3 2 digits Step4 6 digits; no alpha campus code (no F) Step5 1 digit Step Plus sign Distribution % must total 100% between all accounts ex: If one account is 60%, the other account must be 40% to equal 100%

15 Assign Time Approvers to New Job For new hourly job Lump Sum jobs do not need Time Approvers assigned 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 Jodi Anthony and Joanne Fenrich 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

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 5 Enter Empl Record # of your job 6 Click Save

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 Joanne Fenrich 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 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 Same date as Job 2 Primary Supervisor of Student 3 Backup Approver 4 Click Save STOP Process Complete