HR - View Job Inquiry/Employee Job Data Record in HRS

GENERAL DESCRIPTION:

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.

PROCESS CONSIDERATIONS:

You may click on the links below to navigate directly to a section:


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. 

          Note: This was known as the Person ID in the legacy IADS (Integrated Appointment Data System).

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.
Note: You can do a partial name search
Note: You can do a partial last name search.
Note: You can do a partial middle name search.

3. Click the Search button to display results based on your search criteria.

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4.  Depending upon your search criteria, the following may display:
[Solution: Verify that you entered the information correctly.  Also try narrowing your search criteria]

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  • 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.

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. 20580IncludeHistorybutton.png  When the Include History button is active, it displays as "grayed out."  18124IncludeHistoryGrayedOut.png
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 FN - Add or Change Appointment Level Funding for Employee's Salary Expense
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 FN - Run the Employee Funding Summary Report.
Note: The Continuity code is located on the UW Custom tab.
Note: To display detailed Position information, refer to HR - Search For an Employee's Position Number From Job Info
Note: For a list of campus identifiers and institutions, refer to HR - Summary of Campus Codes used in Location / Appointing Department / Academic or Summer Pay Groups
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 HR - Summary of Campus Codes used in Location / Appointing Department / Academic or Summer Pay Groups

Work Location

4. At the bottom of the Work Location tab (e.g. page), all of the available tab names are listed (Work Location, Job Information, Job Labor, Payroll, Salary Plan, Compensation, UW Custom, UW Benefits).

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.

  • To verify the original start date of the employee, click the Employment Data link, located at the bottom of the Work Location tab
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Employment Data Page

1. After clicking the Employment Data link, the Employment Information page displays. 
  • 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 HR - Tenure Tracking

3. To return to the Work Location tab, click the Job Data link at the bottom of the Employment Information page.

Employment Data


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 HR - Empl Class Overview

  • 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 PY - Pay Basis Descriptions
  • 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 HR - FTE to Standard Hours Conversion Table
  • 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 FN - Nightly Encumbrance Process

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.

Job Information

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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
Job Labor
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Payroll Tab

1. To display Payroll information for the employee, click the Payroll tab.

2. After clicking the Payroll tab, the Payroll tab displays:
  • 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 PY - Pay Group Descriptions
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.

Payroll


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:

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).
Note: For policy information regarding compensation for salaried employees, refer to UW System Unclassified Personnel Guideline #4 (Unclassified Compensation).
Hourly employee: the Salary Administration Plan is a two digit number representing the pay schedule to which the classification is assigned.
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.
  • Second and third characters (e.g. 01) are the salary range which defines the minimum and maximum.
Hourly employee: the Grade field represents the pay range within the pay schedule.

Salary Plan


Compensation Tab

1. To display compensation information, click the Compensation tab

2. After clicking the Compensation tab, the Compensation tab displays:

Note: For more information on Comp Rate Frequency, refer to HR - Comp Rate Frequency Overview
  • 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.

Compensation


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:

Note: For a list of Continuity codes, refer to HR - Continuity Status Overview
  • 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.
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.
UW Custom


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:

  • 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.

3. To display the results of HRS processing for an employee's WRS eligibility, click on the Benefits Program Participation link.

UW Benefits

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Benefits Program Participation Page

1. After clicking the Benefits Program Participation link, the Benefit Program Participation page displays:
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 PY - Payroll Edit Report

Benefit Program Participation

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ADDITIONAL RESOURCES

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