Hire Overview including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees

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Hire Overviewincluding Transfer from a
Different Department Additional JobsRehire
Terminated EmployeesHire Stanford Employees
Human Resources Data Services at Stanford
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Topics

• About this Training
• Different Business Processes
• 3. Key System Steps
• 4. Types of Hire
• 5. I-9 Compliance

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1. About this Training

• Why the Hire Process is so important
• Different Business System Processes
• More Processes the Hire/Rehire Transaction
  Controls
• Hiring Compliance Issues
• Goals for Hiring Transactions
• Different Types of Employees

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Hiring is Important

• It is the cornerstone action, upon which all
  other job data is built
• It sets the context for the new employee their
  relationship with their employer is based on how
  seamless their hire and orientation are

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Why the Data is Important

• Hires and Rehires represent nearly 30 of all
  transactions done in a given year
• In the last academic year there were over 11,000
  hire/rehire transactions across all employee
  categories
• Hire transactions also account for approximately
  60 of the serious data problems
• A hire transaction that has gone wrong can mean
  significant delays for a new employee to start
  their new job, receive benefits, be productive
• Corrections can entail many hours of staff time
  to fix one problem
• In PS HRMS, hire or rehire transactions are the
  trigger for
• Benefits eligibility and enrollment
• University privileges ID card, SUNet ID, email,
  system authority and access to facilities,
  libraries, even many buildings
• Kronos record
• Getting a proper paycheck

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More Processes the Hire/Rehire Transaction
Controls

• Computer SUNet services to access university
  applications
• Directory Stanford Who is the University
  directory and registry
• ID card University ID Card system issues cards
  to all faculty and staff
• Time Accrual of vacation, sick leave and other
  paid time off
• Campus orientation Access to new employee
  orientation class for new employee
• Libraries Access to the University Libraries
  System
• Athletic facilities Access to Athletic
  facilities on campus
• Parking Eligibility for parking permits
• Mail Access to email and ID mail delivery
• Medical and dental Ability to sign up for
  health and welfare plans
• Retirement Eligibility and enrollment in
  retirement investment plans
• Money A Pay check
• Student grades Grading access for instructors
• Golf Access to the Golf Course
• Recreation Access to the Stanford Community
  Recreation Association
• Housing Eligibility in Faculty/Staff Housing
  programs
• Training Access to training funds STAP and
  STRP
• Tuition Eligibility in the Tuition Grant
  Program for children of employees
• Service Years of work at Stanford

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Hiring Compliance Issues

• Affirmative Action, EEOC reporting based on hire,
  rehire data
• Federal grants rely in part on accurately
  reported data so granting agencies confirm that
  we are operating within federal guidelines
• Private grantors also want to know who we are
  hiring into what positions
• Safety regulations also tied into hire, rehire
  data
• If data shows that 200 employees were hired but
  only 60 took mandatory training, issues related
  to safety compliance arise

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Goals for Hiring Transactions

• That our hiring and rehiring statistics
  accurately reflect school and department trends
• Basis of many management decisions, including
  budget allocations
• That no new employee ever has to experience a
  duplicate ID situation because it is tough to fix
  and prevents the new employee from enrolling in
  their Health Welfare benefits
• That all new employees feel confident that their
  new employer, represented by you, is competent
  and that their decision to work at Stanford was
  the right one

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Different Types of Employees

• Stanford hires many different types of employees
• Heres a PARTIAL list
• Faculty
• Regular Staff with benefits
• Stanford Students
• Temporaries and Casuals
• Bargaining Unit
• Academic Staff Librarians
• Academic Staff Research

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2. Different Business Processes

• Web Forms and Workflow
• If No Requisition Is Required
• If a Requisition is Required

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Different Business Processes

• The business process and system steps used to
  hire different types of employees may be
  different
• Is a job requisition needed or not?
• Will the employee have benefits?
• Is the employee a student and currently enrolled
  in classes?
• Is the employee already working here?
• Does the employee have any previous affiliation
  with Stanford?
• Use the job aids at http//hrdata/jobaids.html to
  process the different types of employee you will
  be hiring

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Web Forms and Workflow

• Web Forms were created at Stanford to better
  provide an audit record for Hires, promotions,
  salary changes, leaves and terminations in
  PeopleSoft
• The Web Forms Originator will complete a Hire Web
  Form, and the Approver will approve
• The Expert User will need to perform a
  Search/Match, Build Community and RegAdmin search
  to determine if the person has an ID in
  PeopleSoft HRMS
• Search/Match results may show an existing
  affiliation of some sort, and the person may have
  an Empl ID so the type of hire is based on this
  result

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If No Requisition Is Required

• Temps, Casuals, Students, Academic Staff
  Research, Academic Staff Other Teaching do not
  require a requisition, therefore,
• If the candidate is not already in PeopleSoft
  HRMS or RegAdmin, then use the Hire Job Aid
• If the new employee is a student or already has
  an Empl ID, and/or is being hired into a new or
  additional contingent position, then use Add
  Employment Instance to load the web form
• If the existing employee has a terminated record,
  use the Rehire Job Aid

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If a Requisition is Required

• Procedures would include
• Obtain the position number from Manage Positions
• Post the requisition on Trovix Recruitment
  Manager (Applicant Tracking System)
• Which Hire to use
• if employee is not in PeopleSoft or RegAdmin, use
  Hire Job Aid
• if employee is not in PeopleSoft but is in
  RegAdmin and has a Univ ID number, enter their
  employee ID number in the Univ ID field to load
  the webform
• if an active PeopleSoft Job Data record exists
  and the hire is an additional job, use Add
  Employment Instance to load the webform
• if this was a previously terminated employee, use
  the Rehire Job Aid.
• if the existing employee is currently a casual or
  temp and will be filling a Regular Staff
  (benefits-eligible) position use the Temp/Casual
  to Regular Position Job Aid

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3. Key System Steps

• Hiring Actions must be timely
• Find the Right Person
• Benefits Eligibility Date
• Service Date

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Timeliness

• Hire-type transactions in PS HRMS must be done as
  soon as all information is gathered
• Enables the labor scheduler to update account
  information
• Allows the Kronos Administrator to process leave
  and time taken
• The goal is for all new hires to have a correct
  paycheck on their first payday
• Additionally, business goal is to have time and
  leave information reflected accurately on the
  expenditure statements

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Find the Right Person

• Important! ALWAYS conduct these searches BEFORE
  entering Hire information for an incoming
  employee because you must enter the transaction
  for the correct person!
• Make Search/Match RegAdmin your first step,
  regardless of hire type
• Search/Match RegAdmin is the way you know if
  the new employee is already in the system
• They may already be in the system if the new
  employee already has a job, or is a student, or
  has a GFS record, or is a retiree, or a
  contingent worker, or a former employee
• Think of Search/Match as preventive (system)
  medicine
• Helps you avoid the pain and agony of a duplicate
  ID or using the wrong procedure to hire

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Benefits Eligibility Date

• Represents Employees date of eligibility for
  Health Welfare benefits
• Used to report Benefits eligibility to benefits
  providers
• HRMS Users cannot change it can be changed by
  the Benefits Office only
• For Initial Hires who are Benefits eligible
  system sets to Original Hire Date
• For Rehires who are Benefits eligible system
  changes to Most Recent Re-Hire Date
• If Benefits Eligibility Date is wrong, submit a
  HelpSU Ticket HelpSU.stanford.edu
• Request Category Central Office Issue
• Request Type Ben Bin

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Benefits Eligibility Date
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STF Service Date

• Represents Employees date of Service
• Used for counting Years of Service by Kronos
  for Vacation accruals
• System initially sets it
• HR Admin should validate if STF Service Date is
  wrong, you must change it
• To change, you insert a row in Personal Data and
  update the STF Service Date to the correct date

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STF Service Date cont

• For Initial Hires who are Vacation/Service
  eligible system sets to Original Hire Date
• For Rehires not bridged confirm that it
  changed to the most recent rehire date
• For Re-Hires bridged confirm that the STF
  Service Date remains unchanged
• For Temps Casuals PS sets to 01/01/1901
  when Service Date is blank
• Temps and Casuals dont have real Service Dates
• 01/01/1901 represents a non-valid Service Date
• PeopleSoft passes 01/01/1901 to Kronos because
  Kronos requires a value in the field
• Change the STF Service Date when temp or casual
  are hired to a benefit eligible position,
  otherwise they will accrue vacation time
  incorrectly

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STF Service Date
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4. Types of Hire

• Employee Transfer from a Different Department
• Additional Jobs (Add Concurrent)
• Rehire Terminated Employees
• Hire Stanford Students

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Employee Transfer from a Different Department

• Employees moving from one benefits-eligible job
  to another, with no break in service. The
  following processes must be done
• Since the Job was posted, Trovix must be done for
  all candidates interviewed for the position and
  filled the requisition with the hired candidate.
• A Release Job Record action is needed from the
  previous dept so the new hiring department can
  update the job record with the new information
  (standard hours, compensation, other notes)
• The new department will use Transfer from a
  Different Department job aid to process the
  employee in PeopleSoft.

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Additional Jobs Add Employment Instance

• Many Stanford employees work at more than one job
  simultaneously
• The procedure in PS HRMS is the same as it is for
  students, with this additional factor
• Ensure that Empl Rcd 0 is the benefits-eligible
  job
• Remember to change the Empl Record number field
  to reflect the appropriate Empl record that you
  are adding
• Use Add Employment Instance link when loading the
  web form

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Rehiring Terms

• Need to do a Rehire for returning employees who
  were terminated
• Can rehire large numbers of contingent employees
  to the same jobs quickly in PeopleSoft about 5
  minutes each employee
• There may be changes to peoples records between
  the last time they worked and the current
  assignment so you should verify the accuracy of
  the record each time the employee returns to
  campus anyway.
• Not all of the same contingent employees will
  return each time

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Other Rehires

• Stanford is 113 years old lots of people have
  been associated with Stanford in some way
• Former employees, both staff and faculty
• Former students
• Individuals who applied for admission and were
  not accepted, but were assigned an Empl ID
• Again, Search/Match, RegAdmin Build Community
  are the first steps to determine if the person
  has previously been affiliated

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Update Information

• Personal Data is likely to have changed when
  someone is rehired
• Use the Stanford application form or a
  departmental internal mechanism to get up-to-date
  information, then be sure it is entered in
  PeopleSoft
• Returning employee should verify and make any
  necessary changes to W4/DE4 and direct deposit
  information in Axess (https//axess.stanford.edu)

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Hire Stanford students

• Student work hours
• If the student is on an F-1 or J-1 visa, the
  student has a work restriction of 20 hours/week
• See Admin Guide Memo 24, Undergraduate Student
  Employment on Campus, www.adminguide.stanford.edu/
  22_4.pdf, for other restrictions to students
  work hours

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Hire Stanford students (contd)

• All Stanford students already have an existing
  Empl ID and system record in PS
• Students have one of three student-related record
  numbers in the Search/Match result
• 500 record Stanford Student
• 70-90 record GFS (Graduate Financial Support)
• 450-499 record Monthly Post-doc Stipend (MON)
• Because of the existing record(s), all students,
  GFS, or MON are always hired in PS HRMS using the
  Add Employment Instance when loading the Web Form
  transaction
• You can think of their student record as being a
  quasi job in PS

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Hire Stanford students (contd)

• A student who has no active employment job
  record will be hired into the 0 job record
• The student who already has one or more active
  job records will be hired into the next available
  number job record
• -Example, if student has an active job 0, Add a
  Concurrent Job Record 1
• Inactive job records must always be terminated
  by the department managing the records
• -If you are hiring on terminated records, do a
  Rehire Action

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5. I-9 Compliance

• Completing Form I-9
• Stanford I-9 Information
• I-9 Not Needed for Rehires IF
• Federal I-9 References

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Completing Form I-9

• Department must submit a US Citizenship and
  Immigration Services (USCIS) Form I-9, Employment
  Eligibility Verification, within three (3)
  business days of employment for all new and
  rehired employees, including students.
• Employee must provide the department with
  evidence of eligibility to work in the U.S.
• Failure to comply with this requirement will
  result in ineligibility for employment and/or
  immediate termination.
• See Administrative Guide 35, section 3.a for more
  information http//adminguide.stanford.edu/35.pdf

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Stanford I-9 Information

• Procedure Responsibility for I-9 Compliance
  http//financialgateway.stanford.edu/staff/payadmi
  n/forms.html
• I-9 Compliance Specialist in Payroll
• Phone [phone]
• Email I-9Compliance_at_lists.stanford.edu
• HelpSU Ticket HelpSU.stanford.edu
• Request Category Central Office Issue
• Request Type Payroll
• Payroll Department
• 3145 Porter Drive
• Special Request Payroll checks (i.e. Termination
  and Off-Cycle checks) will be available for Will
  Call pick-up at the Cashier's Office (Maude
  Modular, 632 Serra)
• Rehires
• Employees Rehired Within 3 Years of Initial Hire
• Complete a new I-9 Form Or Re-verify or Update
  Employment Authorization
• Section 3 of I-9 Form
• Employees Rehired 3 Years or more after Initial
  Hire
• New I-9 Required
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I-9 Not Needed for Rehires If

• There has been no break in service
• Example The employees status changes from
  temporary to permanent
  position immediately
• A Student employee continues in the same position
  following an academic break
• Summer is considered an academic break

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Federal I-9 References

• I-9 Formhttp//financialgateway.stanford.edu/sta
  ff/payadmin/forms.html
• See U.S. Dept. of Justice, Immigration and
  Naturalization Service, Handbook for Employers
  Instructions for Completing Form I-9
  http//uscis.gov/graphics/lawsregs/handbook/hand_e
  mp.pdf