SIMPLIFIED MACTRAC HIRING INSTRUCTIONS FOR TEMPORARY/CASUAL EMPLOYEES

Transcription

1 SIMPLIFIED MACTRAC HIRING INSTRUCTIONS FOR TEMPORARY/CASUAL EMPLOYEES Faculty of Health Sciences Human Resources Services HSC 2J1A Ext Login: Stage 1: Creating / Monitoring Job Requistion(s)... Page 2 Stage 2: Set / Monitor Approvals for your Requisition... Page 4 Stage 3: Candidate Information / Hiring Process... Page 5 Stage 4: Initiate On-boarding of New Hire... Page 8 Stage 5: HR Inputs / Assigns ID Number... Page 10

2 Create Requisition Left side of screen Right side of screen Bottom of page STAGE 1: REQUISITION (JOB DESCRIPTION) These will be preset into your requisition and cannot be changed without deleting your requisition. Click [Requistions] [Create Requisitions] Job Type * scroll down to Temporary/Casual/McWork Faculty/VP * scroll down to Faculty of Health Sciences Department * scroll down to HS (Position/unit code drop down) Note: - Please use caution when selecting the unit as this impacts what jobs will populate. Position * scroll to appropriate title Temporary, Casual, Medical Secretary, Data Clerk, etc. click [Continue] to proceed to next section (Position Information) Position Information (the top four areas are automatically generated) Right side of screen Bottom of page Temp/Casual Details: Job Title Supervisor Name Work Location scroll down to appropriate title/pay grade for your candidate according to the HR Pay Guide This will be incorporated into the automated offer letter This will be inserted in the signature section of the letter This will be inserted in the automated offer letter and the paystubs will be sent to this location. Continue completing as much information as you can through the rest of the screen. Note: - the red sections/asterisks are mandatory fields. - FB calculation on temp/casual hires is 13%. - There is no contract end date on this form, so you can put it in the Closing Date section (right under Post assuming you are not posting a position) OR on Tab 3 (Job Duties and Additional Comments) at the bottom of the screen under Additional Comments (this section is for any approver information). Save as [Draft] if you are not finished completing the section. Click [Next] to proceed to next section (Funding Information) Funding Information (an invalid account/subcode # will not be accepted) Labour GL 1 * Benefit GL Insert the labour accounts # including subcodes (no hyphens) Leave the Benefit GL empty in order to charge to the benefit account associated with the above labour account. Page 2

3 Bottom of page If you wish to charge to a different benefit account, enter the full account # in this field. Est % or $ allocated to GL 1 Enter the % of funding, usually 100%. If you are splitting the charges between several accounts, specify the account # s and % for each. Save as [Draft] if you are not finished completing the section. Click [Next] to proceed to next section (Job Duties ) Job Duties & Additional Comments Enter any additional details/work description you would like specified in the offer letter. Additional Compensation: N/A for temp/casuals. What you type here will be incorporated into your offer letter. Bottom of page Job Description: Please type in anything related to the job description or project. Check your wording as this will be incorporated into the offer letter. Note: This section will also be used to describe a job posting. You are able to cut & paste your text into this section and modify it accordingly. Additional Comments: This is for additional information you may want to provide your approvers, eg., end date of contract. It will not be incorporated into the offer letter. Save as [Draft] if you are not finished completing the section. Click [Next] to proceed to next section (Set Approvers) Page 3

4 STAGE 2: SET APPROVERS Current approval trail: Search for Approvers Enter Ad Hoc Approver Secondary Approvers Bottom of page PI/Supervisor (or delegate) Department Finance HR approval and set up. Each approver authorizes electronically via an that is generated by MacTRAC. Use this tool to search for an address of your approver(s), depending on the information you provided when creating a requisition, eg., the Supervisor to digitally sign/approve the offer letter. If you know the address, simply type it in the box without using the search tool. This is where you would enter the Department Approver. In some circumstances, due to collaborations, another department s approver would also have to be listed before it goes to Finance. This is automatically entered from the account information entered in Stage 1, eg., Ginny Toth and Donna Walker Save as [Draft] if you are not finished completing the section. click [Next] to proceed to next screen (Set Approval Order) You have successfully added the approvers and now have the option of changing their order using an arrow to scroll up and down. When satisfied with the approver order, click [Submit Requisition for Approval]. This will bring you to the Manage Requisitions screen where you can review all of your requisitions. Page 4

5 STAGE 3: CANDIDATE INFORMATION Your candidate must create a MacTRAC account using the following link: There are also instructions available to help the candidate: Once all approvals are received, and your candidate has provided you with the address used to create their MacTRAC account, you will then be able to attach your candidate(s) to the requisition (instructions below). This will allow you to send your candidate an electronic offer letter, where it will be accepted through the MacTRAC website, then printed, signed and returned to you. Later, the candidate will be instructed to print and complete the Employee Deposit and Work Authorization Information Form and give the form to you along with a void cheque. As well, the candidate will be instructed to complete Ontario and Provincial TD1 Forms through the MacTRAC website which will be routed to HR electronically. These steps must be completed by the candidate. ADDING CANDIDATES TO YOUR REQUISITION MANAGE REQUISITIONS (In this screen, you will see a table with all your particulars, eg: requisition number for future reference) Column 1 of table When prompted Candidates Column ACTIVE CANDIDATES Click the [More Options] icon From the pop-up menu, select [Add a Resume] Enter the candidate s address. His/her information will then be generated from their account. When you continue, you will be asked to upload a resume, click on [Skip Resume] Click [Next]. Your candidate has now been successfully attached to the Requisition. Always skip add resume. Click on the hyperlinked number (usually 1). This will take you to the Active Candidates screen. Click on route to hiring manager. Page 5

6 CANDIDATE WORKBENCH Change Status Tasks & Actions Task Column OFFER MANAGEMENT Name Requisition Department Name Overwrite Department Name Department Name (preferred presentation) Salary Hourly Special Premium Career Growth If supervisory role... Start Date End Date (Term) Supervisor Name Additional scroll down to Offer Extended. You may also add a comment. Click [Change Status] You will receive a Success: Candidate Status Changed message. Select [Initiate the Offer Management Process]. This will take you to the Offer Management screen. Check here if you would like to change the Department name You may type in an additional centre/division you would like to add to department name in the Offer Letter. N/A temp/casual are usually hourly paid This field is usually N/A for Temp/Casual hires and is not included in the offer letter click [No] - This is N/A for Temp/Casual hires N/A for Temp/Casual hires - disabled Use the Calendar icon Use the Calendar icon (must be less than 12 months for temporary appointments) N/A for Temp/Casual hires - disabled Page 6

7 Information Offer Letter Preview Icon (to the right of the Offer letter dropdown) Offer Details/ Management screen MONITORING YOUR OFFERS Using the dropdown to choose your respective offer letter. Note: If you have authority to sign for the supervisor, you may select the On Behalf of... letter. Before completing the Offer Management process, please [PREVIEW] the offer letter/contract. You have the option to use the [Go Back] button (above the letter) to return to the Offer Details screen. Click on the [Complete] button Your Candidate will be sent their offer letter via for acceptance of the contract. Left hand on menu Select [Offers] [My Offers] Steps You will receive an when your Candidate has accepted the offer, at this point you should change the candidate s status from Offer Extended to Offer Accepted (instructions below). CHANGE CANDIDATE S STATUS FROM OFFER EXTENDED TO OFFER ACCEPTED Steps Click [Candidates] [Active Candidates] [Select Job] (from drop down) Click [Status for the Candidate] [Change status to Offer Accepted] Click [Change Status] The Offer Status on the My Offers screen will also switched to Accepted by Candidate Page 7

8 ACTIVE CANDIDATES CANDIDATE WORKBENCH Change Status Tasks & Actions Task Column OFFER MANAGEMENT Name Requisition Department Name Overwrite Department Name Department Name (preferred presentation) Salary Hourly Special Premium Career Growth If supervisory role... Start Date End Date (Term) Supervisor Name Additional Information Offer Letter Preview Icon (to the right of the Offer letter dropdown) Offer Details/ Management screen scroll down to Offer Extended. You may also add a comment. Click [Change Status] You will receive a Success: Candidate Status Changed message. Select [Initiate the Offer Management Process]. This will take you to the Offer Management screen. Check here if you would like to change the Department name You may type in an additional centre/division you would like to add to department name in the Offer Letter. N/A temp/casual are usually hourly paid This field is usually N/A for Temp/Casual hires and is not included in the offer letter click [No] - This is N/A for Temp/Casual hires N/A for Temp/Casual hires - disabled Use the Calendar icon Use the Calendar icon (must be less than 12 months) N/A for Temp/Casual hires - disabled Using the dropdown to choose your respective offer letter. Note: If you have authority to sign for the supervisor, you may select the On Behalf of... letter. Before completing the Offer Management process, please [PREVIEW] the offer letter/contract. You have the option to use the [Go Back] button (above the letter) to return to the Offer Details screen. Click on the [Complete] button Your Candidate will be sent their offer letter via for acceptance of the contract. Page 8

9 MONITORING YOUR OFFERS Left hand on menu Steps Select [Offers] [My Offers] You will receive an when your Candidate has accepted the offer, at this point you should change the candidate s status from Offer Extended to Offer Accepted (instructions below). CHANGE CANDIDATE S STATUS FROM OFFER EXTENDED TO OFFER ACCEPTED Steps Click [Candidates] [Active Candidates] [Select Job] (from drop down) Click [Status for the Candidate] [Change status to Offer Accepted] Click [Change Status] The Offer Status on the My Offers screen will also switched to Accepted by Candidate Page 9

10 STAGE 4: INITIATE ONBOARDING OF CANDIDATE Now that the offer letter has been accepted, you have 2 options to initiate bringing the candidate on board: Option A) Scroll down on the same screen for the candidates status (the Candidate Workbench) and click on [Initiate Onboarding] OR Option B) Click on [Offers] [My Offers] ONBOARDING CANDIDATE (Option A) Candidate Workbench: Tasks & Actions (Task Column) Click [Initiate Onboarding]. You will now be taken to the Onboarding screen ONBOARDING CANDIDATE (Option B) My Offers screen (left hand menu or through the notification hyperlink) My Offers - Action(s) Column (at the right) ONBOARDING CANDIDATE (Options A & B) Select Documents Screen Select Letter to Send Screen Click on [Offers] [My Offers] and find your candidate. Ensure the Offer Status icon the table shows: Accepted by Candidate You may [View Offer Details] - [View Letter], or [Initiate Onboarding]. Click [Initiate Onboarding] Click [Continue] you will be taken to the Select Documents screen. The required documents for a Temporary/Casual hire are preselected. These include: Candidate Information Form, TD1, TD1ON and the Employee Deposit & Work Authorization Information Form Click [Continue] - you will be taken to the Select Letter to Send screen. Click the [Radio] button to select the Welcome Letter to be sent to the Candidate along with the onboarding documents. Page 10

11 Review Screen (bottom) CHANGE CANDIDATE S STATUS FROM OFFER ACCEPTED TO HIRED You may preview the letter by clicking on the hyperlinked title. Click [Continue] (you will be taken to the New Hire Notification screen which is n/a). Click [Continue] again to review onboarding. Click [Initiate Onboarding] MacTRAC will send an to the candidate along with the documents they will need to complete as per the welcome letter. Steps: Once the candidate completes the first set of hardcopy onboarding documents (Employee Deposit & Work Authorization Information Form), you will receive an confirming this. The word complete indicates that the candidate has viewed, printed and electronically signed the documents. You will also receive an identical when the candidate has completed the online Candidate Information Form. This means that the online form was accessed through the system and all required informational fields were completed. NOTE: Actions Column (next to candidate s name) Onboarding Details Step: If the candidate does not have access to and authorizes you to act on their behalf in accepting your offer, you may also do so from the screen: [Onboarding] [Active Onboarding]. Click [View Onboarding Details] which will take you to that screen. Click [Complete on Behalf of Candidate] Once all of the onboarding documentation are completed, update the candidate s status from Offer Accepted to Hired. Click [Candidates] [Active Candidates] [Select Job] (from drop down) Click [Status for the Candidate] Change status to Hired. Click [Hire Candidate Without a Position] (ignore the fields for Location and Position Code) The candidate has just been completely hired from your end. Page 11

12 STAGE 5: HUMAN RESOURCES The completed hard copies (signed offer letter, VOID cheque, Employee Deposit and Work Authorization Form, School of Graduate Studies request for full time Graduate students to work additional hours form Permission form, copy of permanent resident card or work permit when applicable), are sent to Kathleen Manley, Human Resources, for direct deposit/pay information. No other paperwork is to be sent to HR as all remaining forms are accessible electronically through the MacTRAC website. HR will now be able to enter the new hire into the HRIS system and assign an ID number. Once you receive the employee ID and position code by , you are able to enter time worked on the HRIS. The employee can also then go to the HR office on Tuesday mornings between 9:00 a.m. and 12:00 noon to obtain an ID badge. He/she can bring their ID# (if they have it) or a copy of their offer letter so their information can be looked up. Page 12