HR 101 Onboarding Presented by Alecia Trammer, Nikki Ryan, Kaori Waring
HR 101 Onboarding With Nikki Roush, Alecia Trammer & Kaori Waring Faculty & Student Onboarding International Employees Staff Employee Onboarding Reminders
What is Onboarding? Onboarding is all activity from the point when a candidate accepts a position at the University to when the new hire becomes a productive University employee. UC s Onboarding process applies to students, faculty & staff. I ve changed the status of my new hire to Hiring Complete. Now what?
Hiring Process The beginning of Onboarding Utilize the Manager s Toolkit Review the Onboarding Checklist Have a job offer conversation to -Discuss annual salary or hourly rate -Collect social security number & date of birth -Verify email address & contact information -Discuss a start date
Faculty & Student Process A candidate is made hiring complete. The following business day in Human Resources, the candidate will show up on the Hire Report. The Hire Report is checked for accuracy & completeness by a HR Generalist. The Hire Report is submitted to Data Operations. The candidate is entered into UCFLEX within 1-3 days. (Except during high volume seasons.) A notification email is generated to the Human Resources Business Partner.
Faculty & Student Process About the email Email notification is sent for initial hires & additional assignments. No email is generated for rehired employees. What s next? HR Business Partner then completes and submits the New Hire Checklist.
Faculty & Student Process Once in the Checklist HR Business Partner should direct the employee to complete the New Hire Forms, including the Electronic I-9. Employee will then report to the appropriate submission & verification location. Locations: Central Human Resources Office or Authorized Business Partners at UC Clermont UC Blue Ash UC College of Medicine UC International
Faculty & Student Process Documentation Verification Refer to the list of acceptable verification documents. Required documentation must be submitted in person. Identification must be original, unexpired documents. Copies and faxes are NOT accepted. No form is required for Federal (W4) Tax Withholding. No form is required for direct deposit. (Direct deposit & tax withholding is completed via Employee Self Service.)
Faculty & Student Process Documentation Verification Upon receipt of all documentation & verification of identification, the HRSC will submit the completed Hire Center Checklist to the HRBP advising that the employee has met the compliance requirements and is ready to begin working. After required new hire documents have been received and processed, employee records are unlocked for payroll.
Faculty & Student Process Important Reminders Faculty & student employees have no standardized start dates and may begin working at any time. There is no orientation for students. Faculty members are welcome to attend Monday New Hire Orientation for staff members, but it is not a requirement. Colleges are encouraged to conduct their own faculty orientation.
Faculty & Student Process International Employees All international faculty & student candidates must report to UC International on or before their first day of work. These employees do not need to report to Human Resources. This arrangement should be discussed during the job offer conversation. A scheduled appointment is necessary. All perspective employee information must be entered into the New Hire Checklist prior to being seen at UC International.
Staff Onboarding Process Who is considered a staff member? All employees excluding faculty & students Post Doctoral Fellows Research Assistants & Research Associates
Staff Onboarding Process All University Staff members are required to attend New Hire Orientation. Monday is the standard start date for all staff members. Utilize the Orientation Schedule to schedule correct Orientation/Employment date. http://www.uc.edu/content/dam/uc/hr/toolkits/managers/orientatio n_schedule_biwk_2013.pdf http://www.uc.edu/content/dam/uc/hr/toolkits/managers/orientatio n_schedule_monthly_2013.pdf
Staff Onboarding Process Official New Hire Paperwork, including the Electronic I-9 is completed at New Hire Orientation. Remind employees to bring proper identification. After required documents have been received & processed, employee records will be unlocked for payroll. Note: Rehires will not show up in the system until their effective date of hire. Staff employees do no need to be put into the New Hire Checklist.
Staff Onboarding Process Important Reminders HRBP schedules new hire for orientation. Use the orientation calendar to meet deadlines for hiring complete, first pay date, & benefits effective date. If a new employee is not properly processed in People Admin, or if they do not bring proper identification, they will be sent home and instructed to contact their department to reschedule orientation.
Questions?