Hire Xpress (Compliance Center) User s Manual

Transcription

1 The Compliance Center (also known as Hire Xpress) user s training is required to obtain proper security access for you to initiate a new employee s hiring packet and complete I-9 verification for your department. For more in-depth information, click on hyperlink for the NAU E-Verify instruction manual. For an easy to follow hiring process diagram, click here. If at any time you need assistance during this training, please contact HR by calling or ing HR.Contact@nau.edu. Through the NAU automated hiring packet, the employee will receive the welcome message via , complete the hiring packet with ease, make corrections and all of the notifications are sent electronically. The employee s hiring packet is submitted/uploaded electronically and stored in a top-rated secured system. Steps to successfully establish an employee in PeopleSoft: 1. Initiate the hiring packet (PeopleSoft). 2. New Employee completes his/her hiring packet (NAU Employment Center). 3. Employee presents their employment identity and authorization documentation (Form I-9). 4. Submit epar. 5. Requesting for your security access role using epass. A. Initiate the hiring packet (PeopleSoft) 1. Log onto PeopleSoft (LOUIE) using your NAU credentials and navigate to Main Menu Workforce Administration Personal Information Administrator HireXpress Create Employee Hire Packet. 2. Refer all Foreign National Employees to the HR office for processing. 3. Collect and enter the employee s information the most common errors are entering the employee s SSN by transposing numbers or using the employee s telephone number. 4. To determine if the position is Safety/Security Sensitive, use the Safety/Security Sensitive Position Identification Tool. Check mark the box to indicate if the position is Safety/Security Sensitive Position. NAU HR Compliance Center User s Training revised July 2015 Page 1 of 15

2 5. Once the search criteria are completed, click the Search button (located at the bottom of the page). a. No Search Result - If the employee does not have a record in PeopleSoft, the message No rows found will display. Click on the Add New button and PeopleSoft will add the new employee and generate his/her EMPL ID number. b. Single or Multiple Result If the employee has an existing record in PeopleSoft, the message will display a single or multiple matches. To make the proper match, please ensure that the following information matches: Social Security Number and Date of Birth. Click the Create Packet button. 6. When is a hiring packet required a. Employee has not had an active NAU job in the past six (6) months. b. PeopleSoft determines that a hiring packet is required upon clicking the Create Packet button. c. Hire packet is not required if the pop-up message indicates it. 7. Examples of return messages: a. Employee has had an active NAU job in the past six (6) months. b. A hiring packet has already been initiated (created). NAU HR Compliance Center User s Training revised July 2015 Page 2 of 15

3 c. Employee has a current active NAU job. DEPARTMENT of HUMAN RESOURCES d. The SSN exists with another name. Check the employee s name. Have they had a name change? 8. If message indicates a packet is not needed, generate an epar in PeopleSoft and background check (if required). No other action is required at this time. For epar training, click here. B. New Employee completes his/her hiring packet (NAU Employment Center) 1. Once the hiring packet is created for the new employee, PeopleSoft sends the information to the Compliance Center. The Welcome to NAU is auto-generated and sent to the employee which contains: a. A link to the NAU Employment Center. b. User Name: The first two characters of employee s first name and the first six characters of the employee s last name. The characters should all be lowercase and no spaces in between. c. User Password Configuration: The last four digits of the employee s Social Security Number (1234@NAU). NAU is all uppercase. 2. If the employee encounters technical difficulties, you may resend the Welcome to NAU by logging into the Compliance Center. Refer to instructions presented in section letter C below. 3. To reset password, please contact HR at HR.Contact@nau.edu or call The new employee will log into the NAU Employment Center and complete his/her hiring packet forms, then click the Log in button. Once logged in, the employee will need to reset his/her password. NAU HR Compliance Center User s Training revised July 2015 Page 3 of 15

4 5. To prevent delays in the hiring process, the employee must complete all of the hiring packet forms at his/her earliest convenience. The employee can make changes or corrections to the hiring forms until the Form I-9 is completed. 6. As part of the hiring packet s Final Instructions, the employee is instructed to physically present their employment identity and authorization documentation to their hiring department or HR office. 7. Once the hiring packet is completed by the employee, the staff who initiated the hiring packet will receive an notification. 8. At this point, initiate the background check if the employee is in a Safety/Security Sensitive Positon or he/she has disclosed a conviction. 9. You will be able to view all employees with new hiring packets under your department in the Compliance Center so that you can track their completion progress. NAU HR Compliance Center User s Training revised July 2015 Page 4 of 15

5 C. Employee presents their employment identity and authorization documentation (Form I-9) Completing the Form I-9 Section 2 is an important responsibility and you play an important role in verifying the new employee s identity and the right to work in the United States. To avoid delays or adverse action on the employment process, please ensure completeness and accuracy of the employee s information. The Federal Law requires that all employees need to establish identity and employment eligibility by completing Form I-9 Employment Eligibility Verification. For more information about the law, please visit By the State of Arizona provision, all Arizona employers must participate in everify. Employees have the right to present any acceptable documentation to complete Form I-9. Employers may not require an employee to present a specific document. Employers must accept the documents the new employee chooses to present as long as they appear to be genuine and relate to the person presenting them. Otherwise, employers may violate federal law prohibiting discrimination in the verification process. 1. Form I-9 Section 2 must be completed by the department or HR on or before the hire date, but no later than the third (3 rd ) business day of the hire date. For example, the employee s start date is Monday, then the Form I-9 Section 2 must be completed on or before Thursday. 2. This process verifies the new employee s name, Social Security Number, date of birth and work status (for foreign national employees) with the Social Security Administration and Department of Homeland Security. 3. As soon as you record the employee s information in Form I-9 section 2, the Compliance Center will automatically perform an everify verification. 4. Log onto the Compliance Center using your Compliance Center user credentials. Add the webpage to your favorites for quick access. a. Enter NAU Employer Code and click the Continue button. b. Enter User ID (seven digit EMPL ID) and PIN. The default password is the last four digits of your SSN number and your four digit year ( ) and you will be required to change your password on first login. For password assistance, contact HR.Contact@nau.edu. NAU HR Compliance Center User s Training revised July 2015 Page 5 of 15

6 5. Once you are logged into the Compliance Center: a. Use the left menu and select Lookup to search/locate your employee. b. Enter the employee s first name and last name or enter the last four digits of the SSN, then click View. When the correct employee appears, click on the employee s name that is a hyperlink to open the Summary page. c. Ensure that the employee is physically present at your office and he/she is presenting you with their original documentation. Do not accept any photocopy, faxed, ed or photo on smartphones as acceptable documentation. d. Familiarizing yourself with the acceptable documentation is a good business practice. If you question whether the documentation is acceptable or authentic, immediately contact HR for assistance at e. On the Summary page, there are three actions that you can perform. You can Resend Invitation to the employee to complete his/her hiring packet, you can print the ACA letter if the employee selected to get a paper copy and you can complete the Form I-9. Notice that the Workflow Status is New Hire Documents Complete and the I-9 status is pending. In the Created by row, your name will appear. Click the Complete I-9 button. NAU HR Compliance Center User s Training revised July 2015 Page 6 of 15

7 6. The Section 2 Employer Review and Verification page will display. a. The employee s name will auto-populate. Enter today s date or use the auto-fill hyperlink. b. Visa Type do not use. For foreign national employee s only. c. List A will be covered later in the training. d. List B and C the most common used documents are driver s licenses and social security cards. From the drop down menu, select the applicable documents. Click on this hyper link for acceptable documentation for employment authorization. e. You can select Employee terminated before completing I-9, if your employee has opted not to seek employment with NAU. f. Click Continue. NAU HR Compliance Center User s Training revised July 2015 Page 7 of 15

8 7. If a receipt is used, please mark the Receipt box and inform the employee he/she has 90 days to present their original copy to HR. If the employee presents a receipt for driver s licenses, it must bear a photo because NAU is an E-Verify participant. 8. Section 2 Employer Review and Verification continues: a. Enter the issuing authority. b. Enter the document number. c. Enter the expiration date. d. Double check the social security card number against the original document and check mark the box. e. Click Continue. 9. If the employee s social security number does not match, cancel the process and have the employee make any necessary corrections in the NAU Employment Center. 10. Within each window you navigate, there are blue hyperlinks for a sample copy of the document you are using and you can click on them to ensure accuracy. Always read the warnings the pages display. NAU HR Compliance Center User s Training revised July 2015 Page 8 of 15

9 11. The system will return a summary. Check to be sure the information is all correct, especially the employee s legal name, social security number, date of birth or passport/passport card information. To change any information in Section 1, click on the blue hyperlink, Change Information. NAU HR Compliance Center User s Training revised July 2015 Page 9 of 15

10 12. Employer Electronic Signature: a. Read the information, check the certification statement box, enter your password and click Continue. 13. On the Employee Detail page, the two messages will indicate that I-9 has been added successfully and Employment Authorized. NAU HR Compliance Center User s Training revised July 2015 Page 10 of 15

11 14. The E-Verify process is completed. Notice the Current Status is Employment Authorized. The message indicates that you can now close the case. Be sure to click the Close Case button. If the case is not closed, your employee s Form I-9 will end up in the E-Verify Issue folder. a. Employment Authorized means that the employee has the right to work in the United States. No further action is required by the employee. b. You can also view the employee s Original I-9 by clicking on the blue hyperlink in the I-9 History box at the bottom. This option will cease after three business days of the I-9 completion. c. Click Close Case button. 15. The Select Case Closure Option will display Make your selection for Is the employee currently employed? a. Yes the employee continues to work after receiving Employment Authorization. NAU HR Compliance Center User s Training revised July 2015 Page 11 of 15

12 16. Click the Back button for review: 17. Form I-9 processing using LIST B and C is completed. 18. E-Verify's photo matching is an important part of the employment eligibility verification process. It requires the employer to verify that the photo displayed in E-Verify is identical to the photo on the document that the employee presented for section 2 of Form I-9. Other documents with photos (such as driver s license) will not activate photo matching. Photo matching is activated automatically if an employee has presented his or her Form I-9 a: I-551, (Permanent Resident Card) U.S. passport or passport card 19. If no photo is available, the case will either automatically skip photo matching or No Photo on this Document may display in place of a photo. A photo displayed in E-Verify should be compared with the photo in the document that the employee has presented and not with the face of the employee. If an employee presents a Permanent Resident Card or U.S. passport or passport card as the verification document, the employer must retain a copy of that document and keep it on file with Form I-9. HR will fulfill this part of the process. 20. If the photo displayed on the E-Verify screen does not match the photo on the employee s document, the employee will receive a DHS Tentative Nonconfirmation (TNC) and must be given the opportunity to correct the problem. If the employee chooses to contest the TNC, the employer must either attach and submit NAU HR Compliance Center User s Training revised July 2015 Page 12 of 15

13 electronically a copy of the employee s photo document or mail a copy of the employee s document to DHS via express mail at the employer s expense. 21. Employees have the right to present any acceptable documentation to complete Form I-9. Employers may not require an employee to present a specific document. Employers must accept the documents the new employee chooses to present as long as they appear to be genuine and relate to the person presenting them. Otherwise, employers may violate federal law prohibiting discrimination in the verification process. 22. For tutorial video on photo matching document processing click here. 23. LIST A Passport/Passport Card processing: Never use a receipt. 24. Enter the Passport/Passport Card number and Expiration Date and click Continue. 25. Read the instructions, check mark the certification statement box, enter your password and click Continue. NAU HR Compliance Center User s Training revised July 2015 Page 13 of 15

14 26. With LIST A document sometimes you will receive this Initial Verification not processed message, please click on the Refresh button for a result 27. E-Verify Photo Matching processing - Click the Photo Matching button to process the passport/passport card photo e-verification. NAU HR Compliance Center User s Training revised July 2015 Page 14 of 15

15 28. Ensure that the passport/passport card photo matches the photo in the system. Mark the radio button Yes and click Continue. If photo does not match, mark the radio button No and immediately contact HR at Please disregard the instruction on retaining, scanning and attaching. This message is system generated and it does not align with HR instructions. 29. The employee status is Photo matched and Employment Authorized, but this does not mean the case is ready to be closed. Notice that the Close Case button is not lit. Click Back to review the I-9. Please disregard the instructions on retaining, scanning and attaching the document. This message is system generated and it does not align with HR instructions. 30. If you receive a DHS Tentative NonConfirmation or SSA Tentative NonConfirmation results, please contact HR for immediate assistance a photocopy of the employee s passport/passport card directly to HRI9.Passport@nau.edu from your encrypted scanner/printer. HR will attach/upload the document and close the case. 32. The employee s completed hiring packet will be uploaded into PeopleSoft (LOUIE) during the scheduled data file uploads to Equifax. 33. You can submit the epar for the employee so that the HR Payroll Team can process the employee. 34. For more information please visit the Automated Hiring Packet webpage or contact HR.Contact@nau.edu. NAU HR Compliance Center User s Training revised July 2015 Page 15 of 15