HRFE - New hires deletes

I received a request to delete the HRFE NH transaction and/or UI New Hire logon.

HR FRONT END – NEW HIRE DELETES

There are several items that need to be completed when a HR Front End New Hire (NH) transaction needs to be deleted. This information is broken down by what role you play.

OWNER OF THE NH TRANSACTION:

If the NH transaction is currently on the Demographic Information, Employee Class and Benefit Category Deduction, State Universities Retirement (SURS), or the New Hire Review screen you can select the “Delete Transaction” button with no further action needed. 

However, if the NH transaction is currently on the New Hire Logon Confirmation, Position Selection, Position Data, Job Data, or the Employee Record View (ERV) then you will need to contact your Central HR for assistance. Please do not submit a ticket to the AITS Service Desk as the AITS staff will not delete the NH transaction.

Here is the information that you need to provide to Central HR:

  • UIN of the employee being processed
  • Name of the employee
  • The reason the NH transaction needs to be deleted
    • The employee never worked
      • Declined the offer
      • Decided not to continue with the on-boarding process
      • Did not report to work (never paid)
      • Student employee has fallen into academic probation, which violates the hiring policy
    • There is an issue with the HRFE transaction:
      • Incorrect Name (First and/or Last)
      • Incorrect Date of Birth
      • Incorrect SSN
      • Selected wrong individual in the search
      • Incorrect E-Class selected

CENTRAL/CAMPUS HR:

The following are the steps that Central/Campus HR will need to complete:

  • Delete any attachments as this will remove them from BDMS/Xtender
  • If there are no attachments, or once the attachments are removed, then you can select “Close Terminal Transaction”
  • PEAESCH the employee. This needs to be done regardless if the employee will work or not.
  • If there is an I-9 and a NH logon to be deleted, please follow the steps below as a ticket for each delete request will need to be sent as these requests are handled by two different groups.
    • Is there an I-9 to be deleted?
      • Requests to delete the I-9’s must be limited to those that have NOT been submitted to E-Verify.
      • If there is an I-9 to be deleted, then a Service Desk ticket should be initiated for this request. Please provide the following in the request:
        • UIN of the employee
        • First and Last Name of the employee
        • The I-9 ID
        • The reason that the I-9 is to be deleted.
      • If you create your own tickets within Team Dynamix, these should be assigned to the “System-Human Resource Services” group in Team Dynamix.
    • Is there an NH logon to be deleted?
      • This is located on the New Hire forms tab (you may need to view Partial ERV). If the New Hire Forms tab doesn’t appear, then the NH Logon has already been removed/purged.
      • If the NH Logon needs to be deleted, then a Service Desk ticket should be initiated for this request. Please provide the following in the request:
        • UIN of the employee
        • First and Last Name of the employee
        • The reason the NH transaction needs to be deleted
          • The employee never worked
            • Declined the offer
            • Decided not to continue with the on-boarding process
            • Did not report to work (never paid)
            • Student employee has fallen into academic probation, which violates the hiring policy
          • Incorrect E-Class selected
            • If you create your own tickets within Team Dynamix, any of the reasons listed above should be assigned to the “Systems-AITS TAM HR Pay” group in Team Dynamix.
          • There is an issue with the HRFE transaction:
            • Incorrect Name (First and/or Last)
            • Incorrect Date of Birth
            • Incorrect SSN
            • Selected wrong individual in the search
            • If you create your own tickets within Team Dynamix, these should be assigned to the “System-AITS ESC MRRT” group in Team Dynamix.

AITS SERVICE DESK:

In this document we have mentioned two types of Service Desk tickets that could be initiated:

  • I-9 Deletes
    • These should be routed to the “System-Human Resource Services” group in Team Dynamix.
  • NH Logon Deletes
    • The routing of these tickets is based upon the reason the NH logon needs to be deleted
      • Please route to the “System-AITS ESC MRRT” group when the reason is one of the following:
        • Incorrect Name (First and/or Last) was used in the HRFE transaction
        • Incorrect Date of Birth
        • Incorrect SSN (any mention of SSN should go to MRRT)
        • Selected the wrong individual in the search
      • Please route to the “System-AITS TAM HR Pay” group when the reason is one of the following:
        • The employee declined the offer
        • The employee decided not to continue with the onboarding process
        • The employee did not report to work (never paid)
        • Student employee has fallen into academic probation, which violates the hiring policy
        • Incorrect E-Class was selected
        • Unsure where to route this ticket
      • Other NH errors/issues that are reported that can and should be handled by campus HR:
        • Error – “The employee has become Active…”
        • Error – “There are active deductions….”
        • Issue – An incorrect employee email was entered




Keywords:AITS, HRFE, new hires, HR Front End, tracker, i9, i-9, newhire   Doc ID:44801
Owner:Cheri G.Group:University of Illinois System
Created:2014-11-11 11:23 CSTUpdated:2021-09-29 09:10 CST
Sites:University of Illinois System
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