Objective: Successfully work with a new employee from initial hire through data entry in PHR and follow up.

Transcription

1 NEW HIRE PROCEDURES Backgrund: All new hires must cmplete paperwrk t have them entered in the Payrll and Human Resurces System (PHR). This system tracks emplyees in a variety f ways, including payrll and visa status. Objective: Successfully wrk with a new emplyee frm initial hire thrugh data entry in PHR and fllw up. Persn Respnsible: Administrative Crdinatr, Accuntant, Assistant Directr. Systems Used: PHR Upn ntificatin that a Principal Investigatr wants t hire a new emplyee, the persn that received the infrmatin will ensure that all members f the Administrative Office are aware. The Accuntant and Assistant Directr will first cnfirm that funds are available and that the hire is in the budget f the grant (if applicable). Then, cnfirm the type f appintment. This dcument is divided by appintment types. Vlunteer/Nn Paid Appintments Vlunteers must be entered in PHR fr insurance and persnnel tracking purpses. N State f MD Pre- Offer Check is required. Required Dcuments- fund in b drive HR New hire packets nn-paid frms 1. New hire check in checklist. 2. Persnnel Actin Frm (PAF). 3. Data Cllectin frm. 4. Cntract NON PAID. 5. Clumbus Center Badge Frm. 6. Parking and MTA enrllment (if applicable). 7. Clumbus Center EHS Frm and tracker (lab staff nly). After receiving the start date, end date and cntact infrmatin frm the PI, the Administrative Crdinatr will: 1. Set up an appintment fr new hire paperwrk with the new hire. It s easiest if the PI attends the meeting t. 2. At the appintment, cmplete all required frms listed abve. 3. Have PI apprve the PAF, cntract and badge frm. 4. Cllect additinal signatures fr badge frm frm Clumbus Center staff. 5. Bring new vlunteer t frnt desk security guard with riginal frm t make a badge and get a key fr the lab r ffice. 6. After paperwrk is cmplete, submit frms t Accuntant fr entry int PHR. 7. The Accuntant will submit the entire packet t the Assistant Directr fr review and apprval. 8. The Administrative Crdinatr will submit the packet t Directr fr apprval. 9. The Directr s ffice will return the apprved packet t the Administrative Office. 10. The Administrative Crdinatr will use remvable pst it tape t white ut all SSN listings. 11. The Administrative Crdinatr will entire in ITW. 12. The Administrative Crdinatr will scan and save full packet t imet-b IMET Persnnel Files. Create a new flder with Last Name, First Name, then save full packet in their flder with file name [first initial] [last name] [emplyment dates] [nn paid].

2 13. The Administrative Crdinatr will enter the new hire in the persnnel mdule as a vlunteer. See Persnnel Mdule instructins. 14. Add appintment end date t ASANA, add Assistant Directr and Accuntant as fllwers. Set due date as 2 weeks prir t appintment term date. 15. FedEx entire riginal packet t UMCES Human Resurces, 2020 Hrns Pint Rad, Cambridge, MD Add FedEx tracking infrmatin t department Ggle Dc days after paperwrk, fllw up fr EHS quiz cmpletin if nt prvided. 18. Add user t e2campus (see e2campus SOP), and get them bth an UMCES accunt and a UMBC accunt if requested. a. UMCES accunt- request t hplcahelp@umces.edu. b. UMBC Accunt: request t ccsupprt@umbc.edu, Cc: Suzcraw@umbc.edu fr apprval. Send them the individual s date f birth and cntact infrmatin. They will need the UMBC accunt fr internet and netwrk access at IMET. Hurly (Cntingent 1) Appintments and Cntractual (Cntingent 2) Appintments Plicy: Required frms/handuts- fund in b drive HR New hire packets C1 Hurly 1. New hire check in frm. 2. Persnnel Actin Frm (PAF). 3. Data Cllectin Frm. 4. Cntract. 5. Pre-Offer Check (POC) Verificatin Frm. 6. Substance Abuse Plicy. 7. I-9 Emplyment Verificatin Frm. 8. W4 fr tax withhlding. 9. Direct Depsit. 10. Clumbus Center Badge frm. 11. Parking/MTA enrllment frm. 12. Clumbus Center EHS Frm and tracker (lab staff nly). 13. Payrll Online Service Center enrllment instructins (handut nly). 14. UMCP Directry ID setup (handut nly). 15. C1 Pay Schedule. 16. Maryland Health Exchange Infrmatin. 17. Other Emplyment Questinnaire (if applicable) After receiving the start date, end date, accunt infrmatin and new hire cntact infrmatin frm the PI, the Administrative Crdinatr will: 1. Set up an appintment fr new hire paperwrk with the new hire. It s easiest if the PI attends the meeting t. a. At the appintment, cmplete all required frms and prvide handuts. 2. Have PI apprve the PAF, Pre-Offer Check, cntract and badge frm 3. Cllect additinal signatures fr badge frm frm Clumbus Center staff 4. Bring new hire t frnt desk security guard with riginal frm t make a badge and get a key fr the lab r ffice. 5. After paperwrk is cmplete, submit frms t the Accuntant fr entry in PHR. They will enter in PHR and the ITW Persnnel Mdule. See ITW Persnnel Mdule manual fr thse instructins. 6. The Accuntant will submit entire packet t Assistant Directr fr Administratin fr review and apprval.

3 7. The Administrative Crdinatr will submit the packet t Directr fr apprval 8. The Directr s ffice will return the apprved packet t the Administrative Office. 9. The Administrative Crdinatr will use remvable pst it tape t white ut all SSN listings. 10. The Administrative Crdinatr will scan and save full packet t imet-b IMET Persnnel Files. Create a new flder with Last Name,First Name, then save full packet in their flder with file name [first initial] [last name] [emplyment dates] [C1 hurly]. 11. Add appintment end date t ASANA, add Assistant Directr and Accuntant as fllwers. Set due date as 2 weeks prir t appintment term date. 12. FedEx entire riginal packet t UMCES Human Resurces, 2020 Hrns Pint Rad, Cambridge, MD Add FedEx tracking infrmatin t department Ggle Dc days after paperwrk, fllw up fr EHS quiz cmpletin if nt prvided. 15. Add user t e2campus (see e2campus SOP), and get them bth an UMCES accunt and a UMBC accunt if requested. a. UMCES accunt- request t hplcahelp@umces.edu b. UMBC Accunt: request t ccsupprt@umbc.edu, Cc: Suzcraw@umbc.edu fr apprval. Send them the individual s date f birth and cntact infrmatin. They will need the UMBC accunt fr internet and netwrk access at IMET. Graduate Research Assistant (GRA) Plicy: Required frms/handuts- fund in b drive HR New hire packets GRA Frms. 1. New hire check in frm. 2. Persnnel Actin Frm (PAF). 3. Data Cllectin Frm. 4. Graduate Assistant Appintment Letter. 5. Pre-Offer Check (POC) Verificatin Frm. 6. Substance Abuse Plicy. 7. I-9 Emplyment Verificatin Frm. 8. W4 fr tax withhlding. 9. Direct Depsit. 10. Payrll Online Service Center enrllment instructins (handut nly). 11. UMCP Directry ID setup (handut nly). 12. Health Benefits Enrllment frm. 13. Health Benefits Rate Sheet (handut nly). 14. Clumbus Center Badge frm. 15. Parking/MTA enrllment frm. 16. Clumbus Center EHS Frm and tracker. 17. UMD ID frm. 18. Other Emplyment Questinnaire (if applicable) After receiving the start date, end date, accunt infrmatin and new hire cntact infrmatin frm the PI, the Administrative Crdinatr will: 1. Draft the Graduate Assistantship Appintment letter based n apprved template frm UMCES Human Resurces. This is fund n the IMET-BO drive HR-New Hire Packets GRA Frms. 2. Send ffer letter t PI fr respnsibilities, apprval and signature. 3. After apprval, send the cntract t the new graduate student as an ffer letter. Then, set up a meeting t cmplete all new hire paperwrk.

4 4. At the appintment, cmplete all required frms and prvide handuts. *Benefits nte: emplyee has 60 days frm their first day f emplyment t select a health benefits plan. Retirement frms must be cmpleted within the first 2 days f emplyment. 5. Have PI apprve the PAF, Pre-Offer Check (see prcess), cntract and badge frm. 6. Cllect additinal signatures fr badge frm frm Clumbus Center staff. 7. Bring the new emplyee t frnt desk security guard with riginal frm t make a badge and get a key fr the lab r ffice. 8. After paperwrk is cmplete, submit frms t the Accuntant fr entry int PHR. They will enter in PHR and the ITW Persnnel Mdule. See ITW Persnnel Mdule manual fr thse instructins. 9. The Accuntant will submit the entire packet t Assistant Directr fr review and apprval. 10. The Administrative Crdinatr will submit the packet t Directr fr apprval 11. The Directr s ffice will return the apprved packet t the Administrative Office. 12. The Administrative Crdinatr will use remvable pst it tape t white ut all SSN listings. 13. The Administrative Crdinatr will scan and save full packet t imet-b IMET Persnnel Files. Create a new flder with Last Name, First Name, then save full packet in their flder with file name [first initial] [last name] [emplyment dates] [GRA]. 14. Add appintment end date t ASANA, add Assistant Directr and Accuntant as fllwers. Set due date as 2 weeks prir t appintment term date. Graduate Assistant appintment may nt have an initial end date. If this is the case, use the date 3 years frm the start date. 15. FedEx entire riginal packet t UMCES Human Resurces, 2020 Hrns Pint Rad, Cambridge, MD Add the FedEx tracking infrmatin t the Ggle Dc days after paperwrk, fllw up fr EHS quiz cmpletin if nt prvided. 18. Add user t e2campus (see e2campus SOP). 19. Sign new hire up fr bth an UMCES accunt and a UMBC accunt if requested. a. UMCES accunt- request t hplcahelp@umces.edu b. UMBC Accunt: request t ccsupprt@umbc.edu, Cc: Suzcraw@umbc.edu fr apprval. Send them the individual s date f birth and cntact infrmatin. They will need the UMBC accunt fr internet and netwrk access at IMET. 20. If new student is MEES and did NOT reprt t UMCP campus fr an ID, cmplete the UMD ID frm and take their picture. a. Send picture and frm t hplcahelp@umces.edu fr frmatting as a student. b. UMCES HR will submit frm and picture t UMCP fr ID. c. ID will be mailed t IMET. Faculty Research Assistants (FRAs- Lab Technicians) Plicy: Nte: A search is required fr this appintment categry, and shuld have a search cmmittee cmprised f at least 3 faculty. The final interview will be with the Lab Directr. The UMCES recruitment plicy utlines this prcess well and can be fund here: Required frms/handuts- fund in b drive HR New hire packets FRA 1. New hire check in frm. 2. Persnnel Actin Frm (PAF).

5 3. Data Cllectin Frm. 4. Faculty Research Assistant Agreement. 5. Pre-Offer Check (POC) Verificatin Frm. 6. Substance Abuse Plicy. 7. I-9 Emplyment Verificatin Frm. 8. W4 fr tax withhlding. 9. Direct Depsit. 10. Payrll Online Service Center enrllment instructins (handut nly). 11. UMCP Directry ID setup (handut nly). 12. Health Benefits Enrllment frm. 13. Health Benefits Rate Sheet (handut nly). 14. Clumbus Center Badge frm. 15. Parking/MTA enrllment frm. 16. Clumbus Center EHS Frm and tracker. 17. UMD ID frm. 18. Timesheet and Pay Day Schedule 19. Other Emplyment Questinnaire (if applicable) 1. After receiving the start date, end date, accunt infrmatin and new hire cntact infrmatin frm the PI, the Administrative Crdinatr will draft the FRA Cntract, filling in the necessary infrmatin. The cntract apprved by UMCES Human Resurces is saved in the flder mentined abve. 2. Send ffer letter t PI fr respnsibilities, apprval and signature. 3. After apprval, send the cntract t the new graduate student as an ffer letter. Then, set up a meeting t cmplete all new hire paperwrk. a. At the appintment, cmplete all required frms and prvide handuts. 4. Have PI apprve the PAF, Pre-Offer Check (see prcess), cntract and badge frm. 5. Cllect additinal signatures fr badge frm frm Clumbus Center staff. 6. Bring new hire t frnt desk security guard with riginal frm t make a badge and get a key fr the lab r ffice. 7. After paperwrk is cmplete, submit frms t accuntant fr entry in PHR. They will enter in PHR and the ITW Persnnel Mdule. See ITW Persnnel Mdule manual fr thse instructins. *Benefits nte: emplyee has 60 days frm their first day f emplyment t select a health benefits plan. Retirement frms must be cmpleted within the first 2 days f emplyment. 8. Accuntant submits entire packet t Assistant Directr fr review and apprval. 9. The Administrative Crdinatr will submit the packet t Directr fr apprval. 10. The Directr s ffice will return the apprved packet t the Administrative Office. 11. The Administrative Crdinatr will use remvable pst it tape t white ut all SSN listings. 12. The Administrative Crdinatr will scan and save full packet t imet-b IMET Persnnel Files. Create a new flder with Last Name,First Name, then save full packet in their flder with file name [first initial] [last name] [emplyment dates] [FRA]. 13. Add appintment end date t ASANA, add Assistant Directr and Accuntant as fllwers. Set due date as 2 weeks prir t appintment term date. 14. FedEx entire riginal packet t UMCES Human Resurces, 2020 Hrns Pint Rad, Cambridge, MD days after paperwrk, fllw up fr EHS quiz cmpletin if nt prvided 16. Add user t e2campus (see e2campus SOP) 17. Sign new hire up fr bth an UMCES accunt and a UMBC accunt if requested. a. UMCES accunt- request t hplcahelp@umces.edu

6 b. UMBC Accunt: request t ccsupprt@umbc.edu, Cc: Suzcraw@umbc.edu fr apprval. Send them the individual s date f birth and cntact infrmatin. They will need the UMBC accunt fr internet access at IMET 18. A University f MD ID is required fr access t academic jurnals and the library system. Cmplete the UMD ID frm and take their picture. a. Send picture and frm t hplcahelp@umces.edu fr frmatting as a student b. UMCES HR will submit frm and picture t UMCP fr ID. c. ID will be mailed t IMET. Assistant/Assciate Research Scientists (Pst Dcs) Nte: A search is required fr this appintment categry. The UMCES recruitment plicy utlines this prcess well and can be fund here: Required frms/handuts- fund in b drive HR New hire packets ARS 1. New hire check in frm. 2. Persnnel Actin Frm (PAF). 3. Data Cllectin Frm. 4. Appintment Letter. 5. Pre-Offer Check (POC) Verificatin Frm. 6. Substance Abuse Plicy. 7. I-9 Emplyment Verificatin Frm. 8. W4 fr tax withhlding. 9. Direct Depsit. 10. Payrll Online Service Center enrllment instructins (handut nly). 11. UMCP Directry ID setup (handut nly). 12. Health Benefits Enrllment frm. 13. Health Benefits Rate Sheet (handut nly). 14. Clumbus Center Badge frm. 15. Parking/MTA enrllment frm. 16. Clumbus Center EHS Frm and tracker. 17. UMD ID frm. 18. Timesheet and Pay Day Schedule (handut nly). 19. Other Emplyment Questinnaire (if applicable) 1. After receiving the start date, end date, accunt infrmatin and new hire cntact infrmatin frm the PI, the Administrative Crdinatr will draft the ffer letter. NOTE: the department is waiting n a new cntract/ffer letter apprved by UMCES Human Resurces 2. Send ffer letter t PI fr respnsibilities, apprval and signature 3. After apprval, send the letter t the new hire as an ffer letter. Then, set up a meeting t cmplete all new hire paperwrk. 4. At the appintment, cmplete all required frms and prvide handuts. 5. Have PI apprve the PAF, Pre-Offer Check (See prcess), cntract and badge frm 6. Cllect additinal signatures fr badge frm frm Clumbus Center staff 7. Bring new hire t frnt desk security guard with riginal frm t make a badge and get a key fr the lab r ffice. 8. After paperwrk is cmplete, submit frms t accuntant fr entry in PHR. They will enter in PHR and the ITW Persnnel Mdule. See ITW Persnnel Mdule manual fr thse instructins. *Benefits nte: emplyee has 60 days frm their first day f emplyment t select a health benefits plan. Retirement frms must be cmpleted within the first 2 days f emplyment.

7 9. Accuntant submits entire packet t Assistant Directr fr review and apprval. 10. The Administrative Crdinatr will submit the packet t Directr fr apprval 11. The Directr s ffice will return the apprved packet t the Administrative Office. 12. The Administrative Crdinatr will use remvable pst it tape t white ut all SSN listings. 13. The Administrative Crdinatr will scan and save full packet t imet-b IMET Persnnel Files. Create a new flder with Last Name,First Name, then save full packet in their flder with file name [first initial] [last name] [emplyment dates] [ARS]. 14. Add appintment end date t ASANA, add Assistant Directr and Accuntant as fllwers. Set due date as 2 weeks prir t appintment term date. 15. FedEx entire riginal packet t UMCES Human Resurces, 2020 Hrns Pint Rad, Cambridge, MD Add Fedex Tracking infrmatin t department Ggle Dc days after paperwrk, fllw up fr EHS quiz cmpletin if nt prvided 18. Add user t e2campus (see e2campus SOP) 19. Sign new hire up fr bth an UMCES accunt and a UMBC accunt if requested. a. UMCES accunt- request t hplcahelp@umces.edu b. UMBC Accunt: request t ccsupprt@umbc.edu, Cc: Suzcraw@umbc.edu fr apprval. Send them the individual s date f birth and cntact infrmatin. They will need the UMBC accunt fr internet access at IMET. 20. A University f MD ID is required fr access t academic jurnals and the library system. Cmplete the UMD ID frm and take their picture. a. Send picture and frm t hplcahelp@umces.edu fr frmatting as a student b. UMCES HR will submit frm and picture t UMCP fr ID. c. ID will be mailed t IMET.

8 NEW HIRES- NON RESIDENT ALIEN FORMS Backgrund: All nn- US citizen vlunteers and emplyees need t cmplete Nn Resident Alien paperwrk and renew annually. The dcuments are used fr tax purpses, and are cmpleted in Nvember prir t the next year. University f Maryland Cllege Park (UMCP) Payrll ffice manages this prgram, and initial review is cmpleted by UMCES Human Resurces. Objective: Cmplete the Nn Resident Alien Frms prtin f the new hire paperwrk. Persn Respnsible: Administrative Crdinatr Systems Used: Nne In Nvember, the UMCES Human Resurces Directr will send ut a reprt f vlunteers and paid emplyees wh need t cmplete annual Nn Resident Alien paperwrk. This reprt can als be fund in PHR Ww Reprting Emplyee Reprts Emplyee Visa Suite. The administrative crdinatr will: 1. Schedule a meeting with each individual emplyee fr apprximately 30 minutes. Request the fllwing required infrmatin be cmpleted befre the scheduled meeting: a. Dwnlad all frms required based n the emplyee s visa type. Reference the NRA Tipsheet fund n the UHR website. Access it thrugh User Resurces NRA Resurces and it will be in the list f dcuments. The same User Resurces screen als has all the required frms. b. Cmplete the frms based n the dcuments in their persnnel file cpies f their riginal dcuments t help the prcess mve mre smthly. See ntes belw fr tips n specific frms. Make new cpies f required Immigratin Frms. NOTE: if they d NOT have a Scial Security Number, see the Entering Nn Resident Aliens in PHR prcess belw. Citizenship Status Frm (CSF)- Required fr all NRA emplyees. I-9 Expiratin date- end date f visa status Sectin 3- These dates are fund n the I-94 and/r the Visa status frms such as the I-20 fr F visas, DS2019 fr J Visas r I-797 fr H visas. Visa Detail Histry. Number f days and dates f physical presence in the US are required. Use the Date Duratin Calculatr fund here: Determinatin f Residency Status fr Tax Withlding- read very carefully and have a cmplete understanding f this sectin befre meeting with emplyees. Direct any questins t the UMCES Human Resurces Directr. This determines if the emplyee is a Nn Resident Alien (NRA) r a Resident Alien fr Tax Purpses (RAFTP) Substantial Presence Test- again, use the date duratin calendar. This als determine if the emplyee is a Nn Resident Alien (NRA) r a Resident Alien fr Tax Purpses (RAFTP) W-4- required fr all paid emplyees Because the W-4 fr the next calendar year may nt be available yet, make sure t crss ut the ld

9 Nte the visa type and NRA r RAFTP n the tp right crner f the dcument Tax Treaty dcuments- find all required tax treaty dcuments n the NRA Resurces website as Tax Treaty Benefit Infrmatin (Teaching/Research Emplyees) r Tax Treaty Benefit Infrmatin (student emplyees). Fllw the link t dwnlad the treaty dcument This is required fr emplyees claiming a tax treaty. Permanent Address- this is their freign address in their hme/citizenship cuntry. Current Nn Immigrant Status- save as US Visa Type (J1, F1 etc.). 11b- Ttal Cmpensatin- put annual salary r hurly rate. Tax treaty infrmatin is fund n the tax treaty dcuments. 13 is n/a- UMCES des nt have these. 14- put see attached because this infrmatin is in the tax treaty dcuments and ther frms that UMCES uses. Nte that the signature sectin is easy t miss! W-9- required fr all RAFTPs regardless f tax treaty. W-9 attachment- required fr RAFTPs with tax treaty. Temprary SSN: Entered Affidavit f Cmpliance- fr paid emplyees that need a temprary SSN. 2. Meet with emplyee t cmplete the frms, btain signatures and make new cpies f the riginal immigratin dcuments. 3. Put packet tgether with CSF and Immigratin frms as the first dcument. D nt staple 4. Use the pst it tape t white ut the emplyee s Scial Security Number. 5. Scan and save t the b drive IMET Persnnel Files [emplyee last name, first name] NRA paperwrk as NRA [calendar year] renewal. 6. FedEx riginal frms t UMCES Human Resurces Directr. They will review and submit t UMCP. 7. Add FedEx Tracking infrmatin t ggle dcument. Entering Nn Resident Aliens in PHR 1. After all NRA and new hire paperwrk (See new hire prcess) is cmplete, the Administrative Crdinatr will submit riginal dcuments t the Accuntant 2. The accuntant will enter in PHR cmpleting the fllwing steps: 3. Lg in at 4. Select Emplyees and Appintments 5. Search fr the new hire by Scial Security Number r Last name, First name. NOTE: If the new hire has never wrked in the United States befre, they will nt have a Scial Security number. 6. Select Add Emplyee 7. Enter persnal infrmatin frm Data Cllectin frm and see the specifics underneath the screensht 8. Enter an asterisk in the SSN field. This will generate a Temprary Scial Security number. 9. Click Save, then select N fr the Exprt Cntrl Screening. 10. Enter data in the *Visa/Nn-Res screen based n immigratin dcuments. NOTE: the appintment date may nt be later than the I-9 eligibility date. Fllw all ther new hire prcedures based n appintment type.

10 11. If the emplyee has a temprary SSN, fllw up with them 4 weeks after their start date fr a status update n their SSN. 12. After the new emplyee gets their SSN, the Administrative Crdinatr will submit a request t PHR by ing phrserv@umd.edu stating the emplyee name, UID and that they received their SSN. DO NOT INCLUDE THE SSN IN THE . Ask the PHR ffice t call fr the new number. PHR shuld cntact yu within 3 business days t cnfirm that the PHR system has been updated. If they d nt, reply-all t yur initial request t fllw up. 13. Make a black and white cpy f the Scial Security Card and mail t UMCES Human Resurces.