Student Hiring Process

Transcription

1 OVERVIEW There are several steps associated with hiring student employees. Some steps are managed in HireaLion Powered by Handshake (the student job posting website), whereas other steps are managed in Workday. Here is what the overall process looks like: To post your positions on HireaLion, powered by Handshake, please visit and click on Faculty/Staff. Enter your tamuc.edu address to get started! If you have any questions, please contact Career Development at Post to HandShake Review Applications Interview Make Offer Pre-Hire Form to HR Create or hire into open position Complete Workday hire process Employee onboarding and Form I-9 Designated start dates for all Pre-Hires will be on the 1 st and 15 th of the month. (If these dates fall on the weekend or holiday, start dates would be the next business day.) Example: March 1 & March 19, April 2 & 16, May 1 & 15 NOTE: Additional days may be added during peak times at the beginning of Spring & Fall semesters. All work-study, student worker, and GA positions MUST be posted on HireaLion Powered by Handshake. Student Employment Rule R1 All student hires must be processed in Workday after the completion of the HireaLion process. The employing supervisory organization is responsible for ensuring appropriate approvals and budget authority prior to initiating any change job event (including any additional approvals required beyond what is configured in Workday) Student employment records are protected under the Family Educational Rights & Privacy Act (FERPA). Only those with a business need may access those records. Note: Before you begin, please use global search (All of Workday) to identify if the individual is a current or previous employee or contingent worker to avoid creating a duplicate pre-hire or worker record. If there is more than one prehire record for this individual DO NOT duplicate. STOP and contact HR immediately. Updated: February16, 2018 Page 1 of 10

2 PRE-HIRE SET UP FORM Form may be found at: Hire_Set_Up_Form_ pdf and must be submitted before a hire process in Workday can begin. Form must be signed by the individual and department representative and submitted to HR by the department/hr Contact to HR.Documents@tamuc.edu. NOTE: Confirm that all entries are legible and legal name and date of birth is correct before submitting document to HR. BACKGROUND CHECKS A background check request is sent to the individual (copying the department) from Sterling Talent Solutions. A response and submission is required within 72 hours. Until the individual has completed the submission of the background check, the hire will not be moved forward. DUPLICATE PRE-HIRES A global search (All of Workday) must be conducted in Workday prior to starting the hire process. If an individual is already in Workday, the options are: Add additional job (individual with multiple jobs) Note: Student workers are limited to a combined total of 19 hours & GAs to 20 hours Existing Pre-Hire (terminated or pre-hire profile previously created) TIP: Never terminate an individual unless it has been verified they will no longer be working for A&M-Commerce in any capacity. If they are only leaving your department, use the transfer process. Transfer (moving from one department to another) HIRE INITIATION & ONBOARDING Departments should allow an adequate amount of time for the hire and onboarding process in Workday to complete by the designated start dates. (HR recommends two weeks prior to start date) Employees will not be allowed to work until the Hire & Onboarding process has been completed and the department has received the HIRE AND ONBOARDING COMPLETION NOTICE from HR. FEDERAL FORM I-9 Form I-9 Section 1 must be completed on or before the employee s start date. Requirements are federally mandated. If requirements are not met the individual will not be able to begin work. Updated: February16, 2018 Page 2 of 10

3 SEARCH TO KICK OFF HIRE PROCESS From the Workday Home page type in the Search bar the Supervisory Organization name or Supervisor for the position you would like to fill and press Enter (Pressing enter will pull up ALL options). Select the correct Supervisory Organization Click the Staffing tab to view unfilled positions available for hire. Locate the (unfilled) position you wish to fill. Click the position to open. NOTE: If the position does not exist, see Create Job aid. Workday job aids are available through SSO Workday Help. Once the position is open, Click Actions Hire Hire Employee REMEMBER: Please use global search (All of Workday) to identify if the individual is a current or previous employee or contingent worker to avoid creating a duplicate pre-hire or worker record. If there is a pre-hire record for this individual DO NOT duplicate. STOP and contact HR immediately. If you found the individual in the Workday Global Search (All of Workday) enter their name in Existing Pre-Hire. If not, click Create Pre-Hire to enter candidate information. Updated: February16, 2018 Page 3 of 10

4 HIRE DETAILS Must be one of the HR designated hire dates Verify the Position chosen is accurate Note: The Employee Type, Job Profile, Time Type, Location and Pay Rate Type fields are automatically populated from the selected position. DO NOT CHANGE. The Job Title, Business Title, Default Weekly Hours, and Scheduled Weekly Hours fields will be automatically populated from the position description. DO NOT CHANGE. Keep at 40 Make sure hours do not exceed maximum allowed Select appropriate period / term Select appropriate period / term NOTE: Annual Work Period and Disbursement Plan Period must match Updated: February16, 2018 Page 4 of 10

5 The Job Classifications field will be automatically populated from the position description. Select Include in Overtime (Overtime Flag) Do not use Do not use Do not use Must match Hire date selected above Do not use Do not use Click the Add Row icon under Attachments to upload the required Position Details Page and Applicant List from HireaLion. Enter any comments as needed. Click Submit. Updated: February16, 2018 Page 5 of 10

6 PROPOSE COMPENSATION HIRE Positions paid an HOURLY rate and on a BI-WEEKLY basis Student Worker, Federal Work Study, Task Worker and Graduate Assistant Non-Teaching The total base pay will auto calculate once a SALARY or HOURLY rate is entered DO NOT CHANGE any details in the Guidelines section as it auto populates based on position coding and pay method. Example for Monthly (GAR, GAT) Pay range auto populates based on position coding and grade assignment. Grade Profile determines if you enter pay under HOURLY or SALARY (never both) - System Level Structure (Hourly) ADD pay under Hourly section - System Level Structure ADD pay under Salary section Click ADD to enter hourly rate details Type the word HOURLY in the Plan Name box and hit enter Enter the hourly rate in the AMOUNT box USD auto populates. DO NOT CHANGE. Hourly auto populates. DO NOT CHANGE. Updated: February16, 2018 Page 6 of 10

7 PROPOSE COMPENSATION HIRE Positions paid a SALARY rate and on a MONTHLY basis Graduate Assistant Research, Graduate Assistant Teaching, and Resident Advisor DO NOT CHANGE any details in the Guidelines section as it auto populates based on position coding and pay method. Pay range auto populates based on position coding and grade assignment. Grade Profile determines if you enter pay under HOURLY or SALARY (never both) - System Level Structure (Hourly) ADD pay under Hourly section - System Level Structure ADD pay under Salary section Click ADD to enter salary rate details Type the word SALARY in the Plan Name box and hit enter Enter the monthly Salary rate in the AMOUNT box and hit enter - VIEW TIPS at bottom of page for amount assistance. USD auto populates. DO NOT CHANGE. Select monthly in the FREQUENCY box and hit enter TIPS How monthly pay amounts are calculated GAT / GAR Masters Level ($4, months 50%) = $1, per month Doctoral Level ($5, months 50%) = $2, per month Updated: February16, 2018 Page 7 of 10

8 ONE-TIME PAYMENT Click Skip and in the next screen type reason Not Applicable Name CHANGE ORGANIZATION ASSIGNMENTS If Company shows - Texas A&M University-Commerce click Submit Updated: February16, 2018 Page 8 of 10

9 DELEGATION AND COMPLETION OF PRE-HIRE TASKS (DO NOT use the Reassign option) When individuals are added into workday as Pre-hires, the initiator of that business process will receive To Do tasks (listed below). The tasks below will be issued simultaneously. Delegate to Christina Clark AND Chase Phillips Delegate to Christina Clark AND Chase Phillips Type N/A in Comments section and Submit Type N/A in Comments section and Submit The next item will come later in the hiring process. Delegate to Christina Clark AND Chase Phillips NOTE: IF you receive a Section 3 of the Form I-9 Delegate to Christina Clark AND Chase Phillips Delegation Steps: 1.) To delegate a task, you will go to the top right hand corner of your screen and click on the gear icon. You will select Delegate Task. DO NOT USE REASSIGN. 2.) In the next screen you will type in Christina Clark AND Chase Phillips in the Proposed Delegates box. 3.) If needed type comments in the comment box. 4.) Click Submit Updated: February16, 2018 Page 9 of 10

10 REVIEW HIRE The Manager will receive the consolidated approval of all business processes started above. NOTE: If the Manager clicks Deny, the complete process will have to be restarted from the beginning of the process. HUMAN RESOURCES APPROVAL Hire is routed to Human Resources for approval and UIN assignment. ONBOARDING AND FORM I-9 COMPLETION Prior to the designated start dates all new hires should have completed all hiring and onboarding tasks. Individuals who have not yet completed their Form I-9 on or before the first day of employment are ineligible for employment and WILL NOT be able to start. Please note: Section 1 of the Form I-9 is required to be completed on or before the first day of employment. They will be required to provide ORIGINAL documents to Human Resources Without ORIGINAL documents the Form I-9 cannot be completed and the individual will not be able to begin work. They will be advised to return with original documents before the next designated start date. FINAL Employees will be allowed to work once Onboarding and Form I-9 have been completed and the department has received the HIRE AND ONBOARDING COMPLETION NOTICE from HR. FOR INFORMATION OR ASSISTANCE HireaLion Powered by Handshake Contact Career Development Pre-Hire Set Up Form, Background Checks, Onboarding and Form I-9 Human Resources or HR.Documents@tamuc.edu Hiring Process Human Resources or HR.Hiring@tamuc.edu Updated: February16, 2018 Page 10 of 10