Employee Hire Process and New Online Form Presented by Business Affairs January 2012

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1 Employee Hire Process and New Online Form Presented by Business Affairs January 2012

2 BACKGROUND Business process improvements initiated by the Business Affairs Division to streamline procedures and reduce paperwork High volume and paper-intensive processes were identified to explore opportunities for streamlining Participants in this project included: Academic Affairs Office, Accounting and Finance, Budget, Global Engagement, Human Resources, and Research

3 OPPORTUNITY TO STREAMLINE New employee hire process includes: New online form, Recommendation to Hire Form, will replace Personnel Action Form (PAF) Hire and onboarding process will require approval and completion BEFORE employees begin work

4 BENEFITS OF THE NEW PROCESS The new hire form Recommendation to Hire Form (RHF), will allow for online completion, routing and approval The RHF system will encumber forecasted salary expenses and display available funding Users can track the status of the RHF online No more guesswork hiring departments will be notified of approved RHF and authorization for job offer Reduced paperwork and need for filing forms

5 OVERVIEW OF THE HIRING PROCESS 1. After search and selection process, a job candidate is identified and recommended for hire 2. The Hire Packet application materials, justification documentation and criminal background check form is sent DIRECTLY to Human Resources 3. Hiring department completes the online RHF and submits for review and approval

6 OVERVIEW OF THE HIRING PROCESS (continued) 4. Human Resources completes background check, reviews documents, and approves RHF 5. Human Resources notifies the hiring department of start date and to make the job offer 6. Job candidate visits Human Resources on first day of employment to complete employment and payroll paperwork (Onboarding)

7 THE HIRE PACKET 1. Job application, CV, resume, letter of interest 2. Criminal Background Check Form 3. Selection Matrix 4. Search Committee Report 5. List of job interview questions 6. Reference Check Authorization Release Form 7. Reference Check Form NOTE: PACKET FOR PART-TIME & STUDENTS EXCLUDES ITEMS 3 & 4

8 ONBOARDING PROCESS 1. All new hired employees ARE REQUIRED to complete employment and payroll paperwork in the Human Resources Office on first day of employment. 2. All new hired employees ARE REQUIRED to complete mandatory compliance training within 30 days from date of hire through the online Training Post system. 3. Onboarding process and required documentation are available at HR main website (www.utb.edu/ba/hr/) by clicking on the Welcome New Employees link (under Quick Links).

9 DEMONSTRATION OF THE RHF SYSTEM

10 KEY POINTS 1. New process and RHF begins immediately. 2. Funding must be available before a candidate is hired. 3. RHF cannot be approved for dates worked prior to current date. 4. RHF and Hire Packet must be completed and approved BEFORE a job offer can be made. Hiring department must wait for approval notification from HR for the start date and the authorization to make the offer to the candidate. 5. New hired employees ARE REQUIRED to visit Human Resources and complete Onboarding process on first day of employment.

11 IMPORTANT LINKS 1. Recommendation to Hire Form (RHF): https://bad.utb.edu/paf/user/ 2. Instructions to complete RHF: Coming Soon 3. Hire Process and Hire Packet forms: Coming Soon 4. Onboarding Process and Required Documents: 5. Training Post:

12 FOR ASSISTANCE 1. Academic Affairs Office 2. Budget Office 3. Office of Global Engagement (for international hires, visa questions, etc.) 4. Office of Human Resources

13 UPCOMING PROJECTS 1. Automate the Change of PAF 2. Run reports from the RHF system to view detail of encumbered amounts 3. Automate the Request to Advertise 4. Automate employee onboarding and offboarding processes

14 WE NEED YOUR INPUT 1. Work in progress 2. Your feedback is important 3. Suggestions for improvement

15 QUESTIONS?

16 THANK YOU! Next training sessions scheduled for: January 5 th at 9 am and 3 pm January 13 th at 11 am All sessions in Tandy 113

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