UWM HR Department and Personnel Representatives
|Function||PREP Responsibility||HR Responsibility|
|Classified Discipline Process||Act as First Line Advisor to Supervisors, Units.||Advise PREP or Supervisor/Unit with PREP’s knowledge.|
|Classified Grievance Process||Act as grievance hearing officer/respondent for second stage of grievance process (called First Step under WSEU, WLEA; Second Step for other unions and nonreps).||Advise PREP|
Complete/obtain required documents: W-4, Direct Deposit, Employee Self Identification, Emergency Contact, Selective Service Form, LTE Request/ Report Form, and Classified LTE Candidate Log.
Complete the following HRS forms: Add a Person, Hire a Person (without a Position), Funding Data Form, and Work Schedule and Approver Form.
I-9 should be completed and kept in the hiring department.
All forms need to be in HR before employee start date.
Assess WRS eligibility.
Close previous LTE jobs, if applicable.
Review all LTE transactions.
Audit LTE job for classification, pay, etc.
Enter Person and Job into HRS.
Copy of Add a Person Form and Hire a Person (without a Position) Form to Benefits Specialist. Enroll those that are benefits eligible.
Copy of Add a Person Form, Hire a Person (without a Position) Form, and Work Schedule and Approver Form to Payroll.
Send Funding Data Form to Accounting.
Ascertain that all recruitment documents are complete and signed. Include Create a Position form (if the position does not exist in HRS) with Form A packets.
Post recruitment ads or be first line of assistance for units to post own ads.
Research and suggest Rating Panel members.
Act as resource for hiring unit.
Send hire paperwork to HR.
Print offer letter, sign, mail, distribute.
Obtain all file closure documents, route to HR: W-4 form, Direct Deposit form, Employee Self Identification form, Emergency Contact form, Selective Service form, I-9, and the signed letter of offer. In addition the following HRS forms are required: Add a Person (for new employees to UW System), Change a Person (for existing UW System employees), Hire a Person (with a Position), Funding Data Form, and Work Schedule and Approver Form.
Write job announcement, post in WiscJobs and on HR website.
Create position in HRS.
Approve outreach efforts for under-represented positions.
Set up Rating Panels.
Notify PREP of any discrepancies in hire paperwork including relevant HRS forms.
Draft Offer Letter, Email to PREP.
Enter Personnel data upon receipt of W-4 form, Direct Deposit form, Employee Self Identification form, Emergency Contact form, Selective Service form, I-9, and the signed letter of offer. In addition the following HRS forms are required: Add a Person (for new employees to UW System), Change a Person (for existing UW System employees), Hire a Person (with a position), Funding Data Form, and Work Schedule and Approver Form.
Complete hire; send signed PD to hiring department.
|Classified Reclassification Process||
Complete Reclass request form, both new and old PDs, organization chart, Change a Position Form, Job Change (with a Position) Form, and send all documents to HR.
Communicate reclass decision to unit.
Review and analyze reclass.
If approved, enter title and rate changes in HRS.
Send decision to PREP.
|Discretionary Compensation Adjustment (DCA) Process||Review request forms and provide supporting documentation, including a Job Change (with a Position) Form requesting a rate change.||Pass along to DCA advisory committee. If approved, enter rate change in HRS. Notify PREP of decision.|
|Termination/Retirement process||Secure original letter of resignation and draft acknowledgement letter for resignations. Complete Job Change (with a Position) Form or Job Change (without a Position) Form for LTE’s. Forward all documentation to HR.||
Termination is processed in conjunction with Payroll and Benefits in HRS. A Benefits representative will contact terminee. Close file.
Provide payroll and benefits with a copy of the Job Change Form.
|Leaves of Absence||Serve as first line advisor to units. Consult with HR. Obtain leave forms from employees and forward copies with documentation to HR. Include Change a Position and/or Job Change Forms as appropriate.||
Advise PREP and/or supervisors.
Enter paid leave/unpaid leave in HRS.