HR Hiring an Employee Using Add Concurrent Job

NOTE: If you do not need to update the employee's personal data, skip Step 1 and go directly to Step 2.

Step 1. Follow the footpath shown in the screen shot below and you should see the Personal Data: Find an Existing Value screen.

A) You should have carried the EmplID over from the Search/Match and it should appear in the EmplID field. If it does not, enter it or use the magnifying glass to locate it. Click search button and you will be taken to the Personal Data screen.

B) Click on the plus to add a row and use the Personal Data Guidelines below to change the employee information as necessary.

Personal Data Guidelines

1. Under :

A) Under , enter:

          • Prefix
          • First Name
          • Middle (Initial or Name)
          • Last Name
          • Suffix

Note: Review the name to ensure that is the legal name of the employee.

B) Under , enter:

          • Marital Status

2. Click :

A) Under Home Address, enter:

          • Address (Home)
          • City
          • County
          • Postal (Zip Code)
          • State

Note: Home Address is used in the HRMS Payroll module for employee taxation purposes. It is analogous to the W2 Address in HRIS.

B) Mailing Address link:

          • If the new hire has a different mailing address, complete this section if you have the information.

Note: Mailing Address is an additional address choice for someone on leave for an interim period of time.

C) Email link:

          • Do not fill out this section.

      Note: Campus email address will be updated automatically by University Information Technology Services (UITS). Email addresses of type ‘other’ will not be used in HRMS.

D) Click on the Phone link:

Phone Types:
Campus
FAX
Home
Cellular
Pager
Student Housing

3. Click , enter:

A) Gender

4. Click , enter:

A) Birthdate (MMDDYYYY)

Note: A four-digit year must entered; the system assumes the 21st century when only the last two digits are entered.

B) Birth Country

          • Do not fill out this section.

Note: This is no longer a required field – instead Citizenship Country is required – refer to Citizenship Status.

C) Under , enter:

          • Country
          • National ID Type = PR
          • National ID = Social Security Number

Note: Social Security Number is required for Benefits and Payroll processing. In the case of entering a temporary ID, when the permanent ID is added, it is expected that the Primary ID box should be R checked.

D) Click on the USA flag at the bottom for additional data fields and enter:

          • Ethnic Group
          • Military Status - must be completed for Affirmative Action.
          • Eligible to Work in U.S. (The default is for this box to be checked)

WARNING: Be sure that you click save before you leave this section or you will lose all the data that you have entered.

Step 2. Follow the footpath shown in the screen shot below and you should see the Add Concurrent Job: Add a New Value screen.

A) The ID number that you carried over from Search/Match should appear in the EmplID field. If it does not, enter it or use the to locate it. Click and the Job Data section will appear.

B) Use the Job Data guidelines below to enter data into the designated section tabs within the Job Data section. (Change Effective Date, if necessary.)

Job Data Guidelines

1. Under , enter:

Note: The Position Data Override box (below the Position Number) should remain blank.

2. HOURLY ONLY - Click Job information tab, verify:

3. Click on payroll tab :

Pay Group

Employee Type

BW1 for Staff Biweekly

E (Excep Hrly – Exception Hourly)

S12 for Staff Monthly (12-pay)

S (Salaried)

S10 for Staff Monthly (10-pay)

S (Salaried)

Note: The Employee Type must correspond with the Pay Group. If you have not selected the proper Employee Type, use the lookup menu to the right of the field to make the appropriate selection.

HOURLY ONLY -

4. For :

Note: The value for Salary Administration Plan and Salary Grade will be filled in automatically as a result of information selected on previous pages.

5. Click :

A) Under Compensation :

Code

Description

H

Hourly

H

Staff Biweekly

H

Staff Biweekly (9-month appointment)

H

Staff Biweekly (10-month appointment)

M10

Staff Monthly (10-month appointment)

M

Staff Monthly (12-month appointment)

NOTE: Ensure that you choose the appropriate Compensation Frequency, as this directly affects the values in the Pay Rates box.

B) Under Pay Components:

NOTE: DO NOT fill in Annual Benefits Base Rate or any other fields. The Frequency field will fill in automatically when the Rate Code is chosen.

6. Click Job funding distribution.

Refer to the Job Funding user guide to complete this tab.

Step 3. Click the Benefits Program Participation and use the following guidelines to enter data into the section.

Benefits Program Participation Guidelines

1. Click on the BAS Group ID magnifying glass, click Lookup, and select the appropriate campus location.

Note: If the employee has a salary below an established minimum annual amount (the amount changes each year, contact the University Benefits Office to confirm the qualifying amount), there is a subsidy for health care benefits. To reflect that the employee is entitled to this subsidy, enter the word “SUBSIDY” in all capital letters in the Elig Fld 3 field.

2. HOURLY ONLY - Click on the plus to add an additional row. Click on the Benefit Program plus, click , and click on NOB. (This does not apply to PERF hourly's.)

Note: For concurrent hourly employees, if the person already has an hourly PERF position and the new position (in this Hire process) belongs to a department in the same Responsibility Center (RC) as the Hourly PERF position, the new position must also be an hourly PERF position.

WARNING: Be sure that you click save before you leave this section or you will lose all the data that you have entered.

Step 4: After saving in the Benefits Program Participation section, follow the footpath below to the Identification Data screen and use the guidelines below to enter data into the section.

Identification Data Guidelines

1. Under Citizenship/Passport, complete the Country and Citizenship Status, using the lookups as needed.

2. Under Visa/Permit Data, complete the Country, Type (typically I-9), Effective Date, Status (typically Verified), and Status Date. For Issue Place, use the two letter campus abbreviation.

WARNING: Be sure that you click before you leave this section or you will lose all the data that you have entered.

Step 5. After saving in the Identification Data section, follow the footpath below to the Names screen and use the guidelines below to enter data into the section.

Names Guidelines

You MUST enter a Preferred name for every new hire. If the new hire does not specify a preferred name, enter the Primary name as the Preferred name.

1. Under Name Type:

The name type will default to the Primary Name, which is the name you entered in the Personal Data section.

2. Under Name history, enter:

Step 6: Click save to save the data into the HRMS database. This will complete the Hire process.

Hire PERF Hourly
In the case of Hire PERF Hourly, refer to the process above for Hire with the following differences to the Benefit Program Participation Component:

Hire Student Hourly
In the case of Hire Student Hourly, refer to the process above for Hire with the following changes:

Hire Workstudy
In the case of Hire Workstudy, refer to the process above for Hire with the following additions:

Short Name (Long Name - FYI Only)
WS Grad (Work Study Graduate)
WS Ugrad (Work Study Undergraduate)
WSCommSvc (Work Study-CommunitySvc)
WSComSvc90 (WS Community Svc – 90%)
WSComSvcMa (WS Comm Svc Math Tutor)
WSComSvcRd (WS Comm Svc Reading Tutor)
WS State (Work Study State)

Hire Flat Rate Hourly
In the case of Hire Flat Rate Hourly (examples: AmeriCore workers, Student Government leaders, et al), refer to the process above for Hire with the following differences to the Job Data and Employment Data Components:

Be sure to make note of the following information:

Additional optional information from the employee data profile form sent to the campus office by the departments includes the following:

Emergency Contact Page

Note: It is planned that this information will be entered through Employee Self Service at a future date.

Address History Page (Campus Address and Phone Number)

Entry Field

Example of Entry

Address 1: (BldgCode, Room or Street Address – as appropriate)

FH 204 or 1100 West 10th Street, Room 123

Address 2: (Dept)

ANES

Address 3: (Campus)

IN

Note: It is planned that this information will be entered through Employee Self Service at a future date.