Hire Process Before submitting a hire into HRMS make sure the following have been completed. • Position Description should be reviewed and updated if necessary-If just updates HR must approve, if salary change, band change, etc. must go to the VP for approval then to HR. • Enter requisition in AppliTrack for benefited hires and attach Position Description • Requisition will route to VP for approval then to Affirmative Action for benefited faculty and staff positions • Temporary positions can be put in Applitrack but if the department already knows who they want to hire they can just hire • When applicant is selected they must fill out a selection form and indicate who they choose and why and who they didn’t and why • All will be sent to Affirmative Action for approval. Once approved department will get a letter and they can start the background check if required (All benefited positions require one) • JobX for student positions Next: • Submit an I-9/CHBC form online • Only fill out the CHBC funding if a CHBC is needing to be initiated • Receive email stating CHBC is Clear (if one was needed) • Receive email that I-9 is completed and the hire date has been approved • Receive email that hire can be submitted OR • Receive email to send the employee to Payroll to complete the I-9 (give them the list of acceptable documents) • Once I-9 completed receive email that hire can be submitted Then: • Enter the hire into HRMS Manager Self Service
Employee Emails once Hire is submitted Once hire is submitted: Brand new employees will receive: • Personal Data email • New Employee Onboarding email (will complete I-9 section 1 but can ignore email about Section 2) • Online benefit email (for benefited employees only) Active or Inactive Rehires will receive: • No emails if they are an Active hire unless moving to a benefited position • If moving to a benefited position from a non-benefited position will receive the Online benefit email • If they are an Inactive rehire will receive the New Employee Onboarding to review and update information • If benefited the Online benefit email
• The position number that was entered will populate most of this page. • Enter correct standard Hours. • Enter Campus Address and contact phone number for the employee. • Fill in all applicable fields (contract length, tenure accrual, kronos employee, labor agreement, comp freq, comprate). • Funding section is not active, shows funding on the DBT but cannot view it all here, so still refer to the DBT for complete information. • Select any departmental approvers. • Add any comments in the Request Comments box. • If any attachment click Add Attachment and browse to find. • When everything is complete click Submit. **Workflow status, top right hand corner, indicates where initiator is at in process, Not Submitted will change to pending when submitted. Line 1 – Department name Line 2 – Building name and room number Line 3 – Street address and stop number Attach the I-9 email, contracts, letter s of understanding Enter “I-9 completed MM/DD/YY” CHBC info and
• Workflow status, top right hand corner, changes to Pending once submitted and a transaction number is assigned. • Transaction number and Pending will show above the workflow at bottom of screen as well. • The initiator of hire shows in the area below the Add Attachment link. • The workflow will populate with anyone added as approvers (2 dept approvers are still required). The remaining approvers are programmed into the workflow and will automatically populate. These are determined by the type of employee and the dept. • Before leaving this page, add any additional reviewers that may need to know of this hire.
You may add a Reviewer and/or Approver only after you have submitted the hire. DO NOT leave this page until after you have added all Reviewers and/or Approvers as required/desired. You will not be able to add anyone once you have left the page. To add a Reviewer and/or Approver, click the “plus” After you have clicked on the “plus” sign near the bottom of the screen. sign you will see this page.
Employee Email with Instructions Once hire is approved by the dept and any other approvers, except HR, the employee will receive an email. Employee needs to click the link in the email and use the Temporary User ID and Password provided in the email.
• Employee will fill in the form. • Name will populate from the information entered by the dept on the hire. (Use full middle name if applicable) • Home address should be the address in town or where employee goes every night. (No PO Box addresses, can be added later as mailing) • Click Submit.
Employee receives this email after HR has approved the hire. Employee needs to click on the Login Information link. Dear , Employee ID (EmplID) 0000000 Congratulations on your employment at University of North Dakota! To finalize your appointment it is necessary for you to complete the following steps. Step1: Claim User Account It is essential to claim your North Dakota University System (NDUS) user account to be able to complete your hiring process. If you are logging in for the first time please visit the Login Information website, and follow the instructions given to create the account. If you already have an NDUS user account, the same website includes links to obtain your user ID and change your password if needed. Step2: Onboarding Once you have completed claiming your user account, you will have access to login and complete your New Employee Onboarding activities. Please complete all the on-boarding activities by logging into New Employee On-boarding with your User ID and Password. **If you are a rehire, please review all items in the Activity Guide to update any old information.** Step 3: Training You will receive an email from SafeColleges during your first week of employment; please complete all trainings listed in the email. If you have any questions please reply to this message directly. Again, congratulations on your employment and welcome to University of North Dakota! Thank You, Human Resources University of North Dakota [email protected] 701-777-4226