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 Yes for the student question. A UIN/Banner ID must be entered as part of the search criteria. 
4. Type appropriate values in the UIN/Banner ID, 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 (if there are two results always choose the BANNER record) and click Continue to rehire the employee.
   3. If no match is found, check the search criteria for errors, adjust values, and search again. All current Grad students have a UIN, so at least one matching record should always be found.
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 G-Grad and Pre Doc Fellows.
   2. Type an Annual Salary.
   3. Type Total % Employed for entire person (in whole numbers from 1 to 100). Press Tab or click Continue.
   4. Select length of academic contract Greater than or equal to 9 months. (NOTE: You must select this even if appointment is less than 9 months)
   5. Select Pay Basis. Typically 9/9 for Grads. 12/12 is used if they will work the full year. (Note: They will accrue vacation if 12/12 is used.)
   6. 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, or search for a position by chart and org and highlight the desired position. If no position number is available to be re-used you can create a new position. Be sure to select a position with Type P-pooled.
13. Click Continue.
14. Position Data for Grad positions is not editable in a New Hire transaction. All Grad positions have Type P-Pooled. Click Continue.
15. On the Job Data screen:
    1. Enter Job FTE using decimal value from 0.01 to 1.00 (tuition waiver range is .25 to .67).
    2. Type Monthly rate and press Tab. Annual automatically recalculates.
    3. Verify Timesheet Org (defaults from Position Budget Org).
    4. If 12/12 change Leave Category to Y5.
    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.
    6. Type a Job Comment that includes contact email & phone number, and click Add Comment. Note: Once the comment is added you cannot change or remove it.
    7. Click Continue. May get message regarding tuition waiver eligibility (if total FTE is less than .25 or greater than .67). If so click Continue again.
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 tab
    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.
    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. Click the Bio/Demo tab and click once on the Education accordion to expand it. Verify that the employee has entered a Bachelor’s degree (or higher) and degree date on their EIF. Then proceed to the next step.
20. Routing:
    1. Review all changes and Route. Should get message Success routing to ORG Review stop.
    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, it first routes to the home org before it reaches Campus.)
    3. Transaction appears in Academic HR Group Inbox. Academic HR must Take Ownership, review, and Apply.