HR Front End Detailed Steps

1. First review the position to be used for the employee, especially verify Type is Pooled. If changes are needed follow Position Creation and Maintenance instructions to complete a PCM transaction BEFORE processing the New Hire transaction.
2. Select Transactions»Initiate New Hire.
3. Choose appropriate answer for the student question. If Yes then UIN must be entered as part of the search criteria.
4. Type appropriate values in the SSN, Last Name, First Name, and Birth Date fields.
5. Click Search.
   1. If a record with Status A‐Active is found, then this person is not a new hire. Use an Add a Job transaction.
   2. If a record with Status T‐Terminated is found for this person, select the record and click Continue to rehire the employee.
   3. If no match is found, just click Continue.
6. On the Demographic Information screen type, select, or verify the following: Gender, Unit Contact Email, Employee Email (if known), Citizenship, Home COA and Organization, HR Campus, Hire Date, Mail Code, Campus Mail Location, and campus address. Overwrite existing information as necessary for a rehire.
7. Click Continue.
8. On the Employee Class and Benefit Category Determination screen:
   1. Select Employee Group E‐Civil Service Extra Help.
   2. Choose an answer for the question ‘Is this position seasonal?’ (Usually No)
   3. Click Continue.
9. Review information in the New Hire Review screen, especially First Name, Last Name, and SSN. Verify that Employee Class displayed is correct. Edit any incorrect information, print if desired, and then click Continue.
10. Click OK to generate a Logon ID and apply the data to Banner. You cannot undo this process.
11. On the New Hire Logon Confirmation screen click Continue to proceed to the Position Selection screen.
12. Type a position number in the I have a position number field.
13. Click Continue.
14. Position Data for Extra Help non‐clerical positions is not editable in a New Hire transaction. All EH non‐clerical positions have Type P‐Pooled. Click Continue.
15. On the Job Data screen: 8/11/09
    1. Job FTE defaults to 0.00 and is not editable.
    2. Review the Hourly rate and edit if necessary. If there are steps associated with the position, set the pay rate by selecting the appropriate salary Step.
    3. Review Timesheet COA and Org and edit if needed.
    4. Time Entry Method defaults to Web. Remember to edit it if necessary.
    5. Verify the Job Labor Distribution.
       1. If a change is needed to existing values click on that field, overwrite the numbers, and click Update to the right of the LD row. Note: You must click Update next to each LD row for which you change values.
       2. If an additional line is needed, use vertical blank fields below the LD row(s) to enter data, click Add LD. b. Type a Job Comment that includes a job description and contact email & phone number. Click Add Comment. Note: Once the comment is added you cannot change or remove it.
    6. Click Continue.
16. If new hire is on a visa open the Employee General Information accordion, select the Visa Type as listed on the I‐9, and type the work authorization expiration date in the Exp Date field. Then click Save.
17. If necessary, add attachment(s) as follows:
    1. Click Attachments
    2. Click Add Attachment
    3. Click Browse, select document to attach (either on your hard drive or network drive).
    4. Click Open
    5. Click Add
    6. Select Document Type, and type a Description. (For the employee forms other than I‐9, choose ‘EH Employment Forms’.)
    7. Repeat as necessary for additional documents. Once all are listed, click Upload. Check the message at the top of the screen to ensure that no error occurred.
    8. Click Done.
    9. You may change the Doc Type in Employee Record View by using the drop down box. You can also edit the Description. Then click Save Attachment.
18. WAIT until employee has completed required NESSIE New Hire forms ‐ EIF (everyone), Loan Default (everyone), and W4 (US Citizens and Permanent Residents only).
19. Routing:
    1. Review all changes and Route. Should get message Success routing to Org Review stop. Write the UIN, transaction type, and Transaction ID on the top of the I‐9 and forward to Extra Help.
    2. Transaction appears in Org reviewer Group Inbox. Org reviewer must Take Ownership, review, and Route. Should get message Success routing to CAMPUS Apply stop. (If reviewer is not the home org transaction route to the home org before going to the Campus stop.)
    3. Transaction appears in Extra Help Group Inbox. Extra Help must Take Ownership, review, and Apply. NOTE: If the I‐9 is not attached an labeled as a separate document from other EH paperwork the transaction will be returned to the unit. You will receive a daily automated email until you have corrected the attachments and rerouted the transaction.