Onboarding User Guide. Onboarding Owner

Transcription

1 Onboarding User Guide Onboarding Owner

2 Contents Introduction... 2 Getting Started... 2 System Overview and Functionality... 3 Home page and navigation... 3 Resources... 4 Onboarding Process... 5 Step 1: Initial Review... 6 Step 2: Launched - New Hires Tasks... 9 Step 3: Final Review Step 4: Pending Updates Contact Support Learning & Development 1

3 Introduction With UltiPro s onboarding solution, you can view the progress of your new hires as they complete the different steps of the onboarding process. This training guide is designed to equip you with the skills to successfully onboard a new hire in UltiPro. Getting Started 1. Log in to the portal using the link below: 2. Enter your username and password. First time login: Username: Your employee number Default Password: Your birth date (MMDDYEAR) E.g You will be prompted to change your password. Save your new password for future login. You can also click on Forgot Password to reset your password. Learning & Development 2

4 System Overview and Functionality Home page and navigation Once you log in you will see the home screen. You can make changes and display the functions you want to see. Click on the drop down of the Menu icon on the top left corner to access more functions. You can create your own menu based on your function preferences. Click on Myself to access your functions as an associate. Click on Administration to access all the functions for the employees at the platform. Watch UltiPro Navigation Overview to learn more: Learning & Development 3

5 Navigation: Menu icon Administration Onboarding Resources There are supporting documents for Onboarding module in UltiPro. On your onboarding gateway page, click on Help to access all the user guides for each of the topics in Onboarding. Let s look at your role in detail to successfully perform onboarding process in Ultipro. Learning & Development 4

6 Onboarding Process After candidates are moved to the "Hired" step in UltiPro Recruiting, they are considered "new hires." They begin to exist within UltiPro Onboarding and have tasks to complete prior to their first day. Onboarding owner (person who does the new hire verification process at your platform) needs to go through the following steps: Initial Review Launched Final Review Pending Updates Onboarding Owner New Hires Onboarding Owner Onboarding Owner Let s learn each step in detail. Learning & Development 5

7 Step 1: Initial Review Onboarding User Guide (Hiring Managers) Before new hires can take action, it is the onboarding owner s responsibility to review the information passed over from Recruiting, make any corrections, and "launch" new hires. Navigation: Menu icon Administration Onboarding Onboarding Gateway Initial Review Select the candidate. Learning & Development 6

8 Most of the information will prepopulate. You only need to complete the highlighted items before launching onboarding. Enter the name of the Supervisor and choose the employee type. Learning & Development 7

9 Select an onboarding process that best suits the New Hire and their job. Once all the information is verified, click on Launch Onboarding. Learning & Development 8

10 Step 2: Launched - New Hires Tasks Navigation: Menu icon Administration Onboarding Onboarding Gateway Launched Be aware that this phase of the onboarding process is completed by new hires and NOT the hiring manager or recruiter/onboarding owner. New hires receive a welcome with a link to launch their onboarding process. There are tasks they must complete before their first day. New hires electronically enter personal information. They electronically sign the forms (I-9; Pay, direct deposits & taxes). Information can be edited once forms are signed and submitted by the onboarding owner. The tasks which will be completed by the new hires are: 1. Personal Information 2. Employment Eligibility 3. Pay & Taxes 4. Review & Submit Refer to the Welcome portal user guide to learn the details of the new hire tasks. Learning & Development 9

11 Step 3: Final Review Onboarding User Guide (Hiring Managers) Navigation: Menu icon Administration Onboarding Onboarding Gateway Final Review You will receive an with once the candidate submits all the new hire tasks. Select the candidate in Final Review. Learning & Development 10

12 There are 3 steps to complete here: Onboarding User Guide (Hiring Managers) 1. Form 1-9 verification On the first day of the new hire, click on Form 1-9 to complete verification process from Section 1. If any of the entered information needs correction from the new hire, click on Request Correction from New Hire. Learning & Development 11

13 Select the fields which need to be corrected and click on Send Correction Request. Once the new hire re-sends the corrected information, Section 2 will be enabled. If no corrections needed, you can proceed to Section 2. This section must be complete and signed within 3 business days of employee s start date. Enter the employee s start date Sign after verification Learning & Development 12

14 Enter the documents presented for review, document number, Issuing Authority and Expiration Date (if any). 2. Review and submit New Hire Summary Once you complete I-9 verification, you can review and submit if all information is correct. Click on Submit for processing. Learning & Development 13

15 3. E-verify Once the Form I-9 is verified, you can review employee information and submit to E-verify. Refer to the E-verify user manual for step-by-step details on completing the E- verify process. Learning & Development 14

16 Step 4: Pending Updates Onboarding User Guide (Hiring Managers) Navigation: Menu icon Administration Onboarding Onboarding Gateway Pending Updates Candidates will appear in this section if Correction Request has been sent. Once the new hire re-sends the information after correction, they will move back to Final Review step. Learning & Development 15

17 Contact Support Please reach out to Learning & Development 16