Interim Onboarding New Hire and Rehire

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1 Interim Onboarding New Hire and Rehire March 2015 State of Minnesota Minnesota Management & Budget SEMA4 HR Services 658 Cedar Street St. Paul MN /12/2015 Interim Onboarding New Hire and Rehire 1

2 Overview of Interim Onboarding New Hire and Rehire Between the 9.2 upgrade of SEMA4 and the Recruiting Solutions implementation, state agencies will use an interim onboarding process for new hires and rehires. This temporary process is necessary because the new SEMA4 onboarding component, Manage Hires, will not be available until Recruiting Solutions is implemented. The process to bring new hires into SEMA4 will be manual during this interim. Read through all the instructions even if you have experience entering new hires manually, as there are a few small (but important!) changes to the process. What is the same for the interim onboarding process? If your agency uses NewHire OnLine, you will continue to do so. The process for entering Rehires in SEMA4 will not change. The same SEMA4 pages will be used to enter a new hire: Person Job Data Employment Data Benefits Program Participation Biographical Details Contact Information Regional Organizational Relationships Work Location Job Information Job Labor Payroll Salary Plan Compensation Leave/WOC Employment Information Additional Employment Info Benefit Program Participation Agency Action Items: Beginning April 27, 2015, what processes will change for the interim onboarding period? When using NewHire OnLine, please deselect the following from your Document Set(s): o Employee Emergency Information, o Employee s Withholding Allowance Certificate, o Minnesota Employee Withholding Allowance/Exemption Certificate, o MWR Reciprocity Exemption/Affidavit of Residency, o Payroll Direct Deposit Authorization. Your agency will use the information from PDF documents generated in NewHire OnLine to manually enter a new hire in SEMA4. 5/12/2015 Interim Onboarding New Hire and Rehire 2

3 As soon as you have the information from NewHire OnLine, enter the new hire in SEMA4. (Do not wait until the start date) If the new hire fails to start, see page 26 for information about the new action reason code, Separation/FTS (Failure to Start). To create a new hire in SEMA4, you will begin with Add a Person rather than Bring New Hire Onboard. When using Add a Person, you must select Employee and Add Relationship on the Organizational Relationships page. (See Step 6 in the instructions.) Contact information If you have questions regarding the interim process, please contact your SEMA4 HR Services Specialist: or 651/ or 651/ or 651/ Thank you! Thank you for your patience, understanding and cooperation while we make this transition to a new onboarding process. 5/12/2015 Interim Onboarding New Hire and Rehire 3

4 Step 1: Go to NewHire OnLine and print the PDFs Instructions for Interim Onboarding New Hire Go to NewHire OnLine and print the PDFs for the new hire before you begin the entry to SEMA4. You will need this information to manually enter the new employee s information into SEMA4. Step 2: Go to Add a Person in SEMA4 New in SEMA4! The Help symbol shown here appears on component pages throughout the system. These buttons provide information intended for System Admin users only. To access SEMA4 Help, use the button in the State of Minnesota banner or at the top of any component page. Select Workforce Administration > Personal Information > Add a Person. 5/12/2015 Interim Onboarding New Hire and Rehire 4

5 First check if the person has a record in SEMA4. Click the Search By National ID, enter the new hire s SSN, and click (This replaces the button found here in prior versions of SEMA4.) If no match is found, use the SEMA4 menu to return to the Add a Person page and click Add Person. 5/12/2015 Interim Onboarding New Hire and Rehire 5

6 Step 3: Biographical Details page Effective Date: The Effective Date field in Personal Data defaults to today s date. The value in this field must be equal to or before today s date. SEMA4 uses this date as the data entry date, which could be different than the person s start date. Enter the start date as the effective date in Job Data. Name: Click the Add Name button. Enter the name the way it appears in the NewHire OnLine pdf. To help ensure proper credit to the person s Social Security account and to avoid penalties on the State and your agency, verify this entry when you have reviewed the new hire s documents for the I-9. Change the new hire s name in SEMA4, if necessary, so the person s name matches how it appears on his/her Social Security card. 5/12/2015 Interim Onboarding New Hire and Rehire 6

7 Click to check for name format errors and to display the person s name in the Display Name, Formal Name and Name fields. Click to return to the Biographical Details page. Date of Birth: Enter the date of birth, using the date format mm/dd/yyyy. Leave Accrual Date: Enter the date when the employee can start accruing leave, if eligible. Gender: Select the person s gender. Marital Status: Select the employee s marital status. National ID Country: Accept the default. National ID Type: Accept the default. National ID: Enter the person s Social Security Number. Do not save. 5/12/2015 Interim Onboarding New Hire and Rehire 7

8 Step 4: Contact Information page Address: Click the Add Address Detail link for home address. 5/12/2015 Interim Onboarding New Hire and Rehire 8

9 In the Address History box: Effective date: Same as the effective date entered on the Biographical Details page. Country: Accept the default of USA. Status: Accept the default of A. Click the Add Address link. Complete the fields in the Add Address box. Address 1: City: Click. Enter part of the city and click A list of cities will display. Always use the Lookup function in the City field. The city must be entered correctly before you can select a county. State: Select the state of the address. Postal: Enter the ZIP+4 code. County: Click and select the county. Click to return to the Address History page. Click to return to the Contact Information page. To add the business address, click to add a new row, and then select Business in the Address Type field. Enter the address listed in the Location table for the employee s State of Minnesota primary job work location. Note: Business address is used by Enterprise Learning Management to communicate with learners. Phone Information Type: Select the type of phone for the new hire s personal phone number. Telephone: Enter the person's personal phone number. Also enter the Business Phone, if available. Preferred: Click the box next to the preferred phone number. You must enter the new hire s personal address because it will be used to send the instructions for the Self Service page. Address Type: Select the type of address. 5/12/2015 Interim Onboarding New Hire and Rehire 9

10 Address: Enter the address. Add another row and enter the Business address, if available. Note: Business address is used by Enterprise Learning Management to communicate with learners, so return to this page to enter the Business address, if necessary. Preferred: Click the box next to the preferred address. Do not save. Step 5: Regional page Ethnic Group: Click and select the appropriate code, then click the Primary box. Eligible to Work in U.S.: Select the check box if the employee is eligible to work in the United States. Clear the check box if the employee is not eligible to work in the United States. Military Status: Select the employee's military status. See Step 18 for additional I-9 instructions. Do not save. 5/12/2015 Interim Onboarding New Hire and Rehire 10

11 Step 6: Organizational Relationships page Click the check box for Employee. Click Note: Be sure to click the Add Relationship button. Do not click Save. If you click Save, a Person of Interest type Unknown will be created. If you accidentally create a Person of Interest type Unknown record, then you will need to use the Add Employment Instance component to complete the hire. Completing the Organizational Relationship will bring you to the Job Data component for the new hire, starting with the Work Location page. 5/12/2015 Interim Onboarding New Hire and Rehire 11

12 Step 7: Work Location page Effective Date: Enter the date the hire takes effect. In Job Data, this field can be future-dated, even though Personal Data cannot be future-dated. If this is greater than 30 days in the future, you may receive a warning message: click OK on the warning and continue. Action: Select Hire. Reason: Select the appropriate reason. Job Indicator: Select Primary Job. Position Number: Enter the new position number. Tab to have the page fill with information from Position Info. Review the remaining fields for accuracy. Do not save. 5/12/2015 Interim Onboarding New Hire and Rehire 12

13 Step 8: Job Information page Entry Date: Same as Job Data Effective Date. Empl Class: Select the applicant s employment status. Officer Code: Select the appropriate value. If the new hire is a manager, review the employee s eligibility for Manager s Income Protection Plan (IPP) and any other insurance benefits associated with being a manager. Do not save. 5/12/2015 Interim Onboarding New Hire and Rehire 13

14 Step 9: Job Labor page Bargaining Unit and Union Code: Review for accuracy. Do not save. 5/12/2015 Interim Onboarding New Hire and Rehire 14

15 Step 10: Payroll page Pay Group: Look up and select the appropriate pay group for the new employee. Holiday Schedule: Accept the default value, or use look up to find the appropriate value. Employee Type: Accept the default value, or look up the value to indicate salaried or hourly. Tax Location Code: Accept the appropriate State (defaults to MN). FICA Status: Accept the appropriate value. Do not save. 5/12/2015 Interim Onboarding New Hire and Rehire 15

16 Step 11: Salary Plan page Step: Enter the correct step for the new hire. If the new hire is receiving off-step compensation, leave this field blank. Do not save. 5/12/2015 Interim Onboarding New Hire and Rehire 16

17 Step 12: Compensation page Rate Code: If you entered a step on the Salary Plan page, you ll see rate code ONSTEP. If you did not enter a step on the Salary Plan page, select the appropriate rate code. Comp Rate: Verify the amount is correct. Rate code and comp rate filled in based on the Step on the Salary Plan page. If the employee is Off step, enter the amount. Click Do not save. 5/12/2015 Interim Onboarding New Hire and Rehire 17

18 Step 13: Leave/WOC page Special Program: Leave this field blank or select the correct value. Salary Authority: Select the code for the contract or plan that covers the terms and conditions of employment. Leave Authority: Select the appropriate value. Do not save or exit. 5/12/2015 Interim Onboarding New Hire and Rehire 18

19 Step 14: Select the Employment Data component link Probation Date: If the Empl Class is Probationary, enter the date the probation ends. Anniversary/Progression Date: Enter the Anniversary/Progression date. Last Verification Date: Complete this field if your agency uses it. Accrue Tenure Services, FTE for Tenure Accrual, Service Calculation Group, FTE for Flex Service Accrual: Complete the fields if your agency tracks this data. 5/12/2015 Interim Onboarding New Hire and Rehire 19

20 Step 15: Additional Employment Info page Agency Use Date: Enter a date if it applies to a specific purpose in your agency's policy. Barg Unit Seniority Date: Enter the date the employee enters the bargaining unit. If the employee's contract has no provision for bargaining unit seniority, leave it blank. Seniority Tie Breaker: Enter the tie-breaking number for employees who have the same Job Code Seniority Date. Agency Seniority Date: Enter the Agency Seniority date. Security Clearance Type: For most employees, select 0. Select the value 2 (Secret) only if there is a legal or business reason to exclude the employee s public data from view. Address: Enter the employee s work address. Come back and add this when you have the address, if necessary. Phone Type: Select Main Business. Telephone: Enter the employee s work telephone number, if available. Come back and add this when you have the number, if necessary. Do not save or exit. 5/12/2015 Interim Onboarding New Hire and Rehire 20

21 Step 16: Select the Benefits Program Participation component link. Annual Benefits Base Rate: This field will auto-fill when the employee record is saved. MnSCU users: review the field, and change the value in SCUPPS if it is incorrect. Salary Authority: Review, and select the correct value if necessary. Retirement Code: Select the appropriate retirement plan code. Benefits: Select STATE for most employees. Special Elig: Select the appropriate code. Suppl Ret: If this is a MnSCU employee eligible for supplemental retirement, click the correct Benefit Plan. For all other employees, leave it blank. and select Click If a warning appears, read the message and click OK. If a system-required field has been left empty or entered incorrectly, the system will display an error message and the field display in red. Complete or fix the field. Saved displays briefly in the upper-right corner of the page. 5/12/2015 Interim Onboarding New Hire and Rehire 21

22 Step 17: Send Self Service Instructions to the employee. The business day after entering the new hire into SEMA4, send an (or letter, if the employee did not provide an address) to the employee with instructions for Self Service. A template with suggested language is provided below. For a new hire Dear <FirstName> Welcome to <Agency>! Your State of Minnesota employee number is: XXXXXXX. This number is important because it is your permanent employee ID, which you will need for the next step in preparation for your first day: completing and verifying information in the State of Minnesota Self Service. Please follow the directions below before your start date. To access State of Minnesota Self Service: Go to State of Minnesota Self Service at In the User ID field, enter your employee ID number In the Password field, enter the last 4 digits of your social security number followed by MN!! (for example: 1234MN!!) Click the Sign In button. You will be prompted to change your password. Please make a note of your new password because you will be using Self Service in the future to complete employment-related tasks like viewing your paycheck, printing your W-2, enrolling in benefits, updating your personal information and more. Once you have changed your password you will be directed to State of Minnesota Self Service. Start by selecting the State of MN Self Service link. Select My Personal Information and complete the following: Emergency Contacts Phone Numbers Home and Mailing Address Addresses Military Status 5/12/2015 Interim Onboarding New Hire and Rehire 22

23 Disability Status On the day you start your job, select Other Payroll. Complete the following: W-4 and MWR Direct Deposit For a rehire Dear <FirstName> Welcome to <Agency>! Your State of Minnesota employee number is: XXXXXXX. This number is important because it is your permanent employee ID, which you will need for the next step in preparation for your first day: completing and verifying information in the State of Minnesota Self Service. Please follow the directions below before your start date. To access State of Minnesota Self Service: Go to State of Minnesota Self Service at Click on the link that says, "Forgot Your Password?" You'll be prompted for your User ID. Enter it (8 digits, including any leading zeros) and click Continue. You'll be prompted to answer a user validation question. Answer it and click Create Password. You'll be presented with a new password in a popup window. Move your mouse pointer to carefully highlight the system assigned password (do not include any spaces before or following the password). Once it's highlighted, right-click your mouse and select Copy. Click OK. You'll be brought back to the Sign In screen. (If the Self Service window closes, just go to again and continue with these steps.) Enter your User ID (full 8 digits, including any leading zeros) Tab to or click on the Password field. Right-click your mouse and select Paste. (This will paste in your system-generated password it will be 10 characters if the field displays more than 10 characters, delete the last character.) Click Sign In. You will be prompted to change your password. Please make a note of your new password because you will be using Self Service in the future to complete employment-related tasks like viewing your paycheck, printing your W-2, enrolling in benefits, updating your personal information and more. Once you have changed your password you will be directed to State of Minnesota Self Service. 5/12/2015 Interim Onboarding New Hire and Rehire 23

24 Start by selecting the State of MN Self Service link. Select My Personal Information and complete the following: Emergency Contacts Phone Numbers Home and Mailing Address Addresses Military Status Disability Status On the day you start your job, select Other Payroll. Complete the following: W-4 and MWR Direct Deposit 5/12/2015 Interim Onboarding New Hire and Rehire 24

25 Step 18: Enter I-9 Information Use your current procedure to complete the I-9 form with the employee. Select Workforce Administration > Personal Information > Modify a Person Effective Date: Enter the effective date. Citizenship Proof 1 and Proof 2: Record the documents viewed to complete the I-9. Eligible to Work in U.S.: Verify that the box is checked if the new hire is eligible to work in the U.S. Save. If your agency uses the custom Visa Permit Data on-demand report, you must also complete the Citizenship/Passport page. Select Workforce Administration > Personal Information > Citizenship > Identification Data 5/12/2015 Interim Onboarding New Hire and Rehire 25

26 Country: USA (default) Citizenship Status: Select the appropriate option from the drop-down menu. Save. What if the new hire fails to show up for work? If the new hire fails to start his or her job, enter a separation record using the Separation Action reason code FTS (Failure to Start). Be sure to sequence the separation, using the same effective date as the Hire or Rehire row. Refer to the SEMA4 check list (on the SEMA4 Help Contents page, select Check Lists > Separation > Failure to Start). 5/12/2015 Interim Onboarding New Hire and Rehire 26

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