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STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human Resources Data Services revised 7/09 1

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Page 1: STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human

STANFORD

UNIVERSITY

Hire Processesincluding

Transfer from a Different Department Additional Jobs

Rehire Terminated EmployeesHire Stanford Employees

Human Resources Data Services

revised 7/09 1

Page 2: STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human

Topics About this Training

Different Business Processes

Key System Steps

Types of Hire

I-9 Compliance

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Page 3: STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human

About this TrainingWhy 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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Page 4: STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human

Hiring is ImportantIt 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– Axess Timecard 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 Grants – Eligibility for Adoption and Childcare grants The office – Access to many buildings on campus

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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

Here’s 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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Page 10: STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human

Different Business ProcessesWeb Forms and Workflow

If No Requisition is Required

If a Requisition is Required

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Page 11: STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human

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, 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 Web Form

• if an active PeopleSoft Job Data record exists and the hire is an additional job, use Add Employment Instance to load the Web Form

• 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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Key System Steps

Timeliness

Prevent Duplicate Empl lD

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 Time and Leave 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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Prevent Duplicate Empl lD Stanford is over 110 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– Contingent employees hired by an outside temp agency

Search Match & RegAdmin are the ways you know if the new employee is already in the system

ALWAYS conduct Search Match & RegAdmn BEFORE entering any Hire transactions

Think of Search Match & RegAdmin 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 Employee’s 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 (cont’d)

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STF Service Date

Represents Employee’s date of Service

Used for counting Years of Service & for Vacation accruals in Axess Timecard

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’d)

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: PeopleSoft sets to “01/01/1901” when Service Date is blank– Temps and Casuals don’t have real Service Dates– 01/01/1901 represents a non-valid Service Date– PeopleSoft passes 01/01/1901 to Axess Timecard because

Axess Timecard 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 (cont’d)

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Types of Hire

Employee Transfer from a Different Department

Additional Jobs (Add Employment Instance)

Rehire Terminated Employees

Hire Stanford Students

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Page 24: STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human

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

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 Record 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– There may be changes to people’s 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

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Page 27: STANFORD UNIVERSITY Hire Processes including Transfer from a Different Department Additional Jobs Rehire Terminated Employees Hire Stanford Employees Human

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 student’s work hours

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Hire Stanford Students (cont’d)

All Stanford students already have an existing Empl ID and system record in PeopleSoft

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 (cont’d)

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A student who has no active employment job record will be hired into Record 0

The student who already has one or more active job records will be hired into the next available number job record

−Example, if a student has an active Record 0, Add Employment Instance, 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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I-9 Compliance

Completing Form I-9

Stanford I-9 Information

Rehires I-9 Information

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/payadmin/forms.html

I-9 Compliance Specialist in Payroll– Phone: 650-736-9772– Email: [email protected]

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)

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Rehires I-9 Information

New I-9 Required– Employees Rehired with a break in service

New I-9 Not Required– An employee moving from a contingent position to a

benefit-eligible position without a break in service– A student employee continues in the same position

following an academic break– A student employee with multiple jobs on campus

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Federal I-9 ReferencesI-9 Form:

http://financialgateway.stanford.edu/staff/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_emp.pdf

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