MUNIS Hiring procedures for Boone County Schools

Transcription

1 NEW HIRE MUNIS Hiring procedures for Boone County Schools Applicant Tracker module 1. Locate candidate in Applicant Master 2. Select Recommend, enter requisition number and press tab button 3. Change status to Hired 4. Change applicant status to Hired 5. Populate Employee Number by hitting Date = enter the date the HR Director signed the Recommendation Form 7. Position = enter the position control number 8. Start Date = enter the first day the employee will be on the job 9. Hit enter on the keyboard or green check the record 10. Select Hire button 11. Select No to Send hire to applicant pop-up box 12. Personnel Action Entry module will now open Page 1 of 9

2 Personnel Action Entry module 1. Employee info from previous steps will be pre-populated 2. Effective Date = will be employee s first day on the job and should be the same as the Start Date field from Applicant Master 3. Action Code = select New Hire 4. Reason/Auth Code = select appropriate workflow code (generalist specific codes) 5. Ensure Create Action History Record checkbox is checked 6. Comment = provide a description of what, and where, the applicant is being hired using the following naming convention: a. Group/BU, action taken, position, location (ex. Cert, new hire, math BCHS) 7. Click the green check Accept button. Once the Condensed Employee Master opens, close it and move to step 8 8. Attachments - add the following documents to the attachment section by clicking on the paperclip Attach button a. Staff Request b. Recommendation c. Status Change d. Payroll Set-up sheet, appropriate IDs (ex. Driver s License & SS card) and W-4 tax forms (federal and state) Description label for each should be = School Year, Group/BU, name of doc/action (ex , Class, Staff Request) 9. Select the Detail tab, then select Employee Master Page 2 of 9

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4 Employee Master Screen 1. Verify name matches Social Security Card, passport, etc. If not, update Employee Master with legal name 2. Main tab values: a. Verify Job Class, Location and Group/BU are correct b. Enter Personnel Status and Check Location 3. Dates tab: a. Hired date = Date of hire (or rehire if there was a separation of employment) b. Service date = first day employee is/was eligible for benefits c. Permanent date = job change date (ex. Promotion from one position to another) d. Orig Hire date = first time employee was hired into the district, even if a break in service. THIS DATE WILL NEVER CHANGE, even if a break in service 4. Demographics tab: a. Verify and/or add the following: i. Gender, Marital Status, Ethnic Code, Function (Function will always be 20 SCHOOL FUNCTIONS EEO5 REPORT ), DOE Ethnicity, DOE Race 5. Address tab: a. Verify address and phone number are accurate according to new hire paperwork 6. Rest of tabs do not need to be changed green check (or enter) and exit out of Employee Master Page 4 of 9

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7 Pending Employee Pay Screen 1. From the Detail tab on Personnel Action Entry module, select Employee Pay 2. Pre-populated pay screen will appear. If not, find employee name to open the pay screen 3. Verify and/or add job class code, pay type and position control number, then hit tab 4. Once Position Control Number is entered and tab key is pressed, all other fields required to complete will prepopulate 5. Start Date = first day employee will be on the job 6. End Date = 12/31/9999 for certified and classified employees, for extra duty employees: a. If extra duty employee is electing a lump-sum payment, start date and end date will be 6/30/20XX (once again using the fiscal year in which the employee will work and be paid) b. If extra duty employee is electing over-the-year payment, start date will be the 1 st day of the month in which they will start receiving pay and the end date will be first day of the next school year 7. Effective Date = 07/01/20XX (use current fiscal year) this will pull the salary information for the corresponding fiscal year 8. Grade = self populates 9. Step (years of experience) = appropriate years of experience based on verification of previous employment 10. Number of Pays (generalist specific) = 26 pay periods per year a. Certified and classified i. Pro-rated based on when employee starts, if not starting at beginning of position s scheduled calendar start, such as Opening Day for certified staff or normal position start date for classified positions b. Extra Duty i. Enter 1 if employee elects Lump Sum payment ii. Enter number of pays left in year if employee elects Over the Year Page 7 of 9

8 11. Days Year (generalist specific) a. Certified and classified i. Based on number of contract days per job description b. Extra-Duty i. Enter 1 if employee elects Lump Sum payment ii. Enter 187 for teachers if employee elects Over the Year iii. If stipend, verify Annual Pay field amount matches the extra-duty salary schedule amount 12. Close Employee Pay screen, return to the Detail tab and select Employee Assignments Personnel Assignments Screen 1. Complete all fields except Ending Date and Sessions Taught a. If the position is one-year, add end date of contract (typically 6/30/current fiscal year) Example of district seniority start date: Page 8 of 9

9 Example of job assignment history (position specific): Page 9 of 9