To use as an interactive document_ access via the 鈥淓mployment

Document Sample
To use as an interactive document_ access via the 鈥淓mployment Powered By Docstoc
					To use as an interactive document, access via the “Employment Forms” section of the TEES Personnel Services website http://tees.tamu.edu/personnel


                                          HIRING PROCESS- (Student Workers/Student Techs)
           Date Completed box as steps are completed.

           Employee Name:
           Completed                                   STEP                          Completed                               STEP
                                Step 1-Prior to Making an offer                                        Step 6-Register for New Employee
                                Confidential Release Form and DPS Verification                         Orientation
                                Form
                                Step 2-Employment Eligibility                                          Step 7-Glacier-Foreign Nationals only
                                Foreign Nationals only (Sponsored Stdts require
                                approval prior to employment)
                                Step 3-Form I-9 & Everify                                              Step 8-EPA (Employee Payroll
                                                                                                       Action)
                                Step 4- UIN/Temporary ID Form                                          Step 9-Submission of Paperwork
                                Step 5- Dual Employment-for employees                                  Step 10-TimeTraq
                                currently employed with any TAMUS member(s)

           NOTES:




           STEP 1 – Prior to making an Offer---Confidential Release Form & DPS Verification Form
               I. Confidential Release Form and DPS Verification Form must be completed by both the prospective
                       employee and hiring division.

                              A. An offer of employment may NOT be made until the results of the background check are
                                   completed.

                              B. Scan the completed forms (Background check and DPS) and upload to the following secure
                                   web address https://collaborate.tamu.edu/tees/bgcheck/SitePages/Home.aspx

                             The scanned PDF file should be titled Last Name, First Name. An email will be sent to confirm the
                             check has been processed and cleared for your verification.

                             User name and password can be obtained from Paul White at white@tamu.edu, or (979) 458-7705

                                                                       To upload a PDF file:
                                                     1)   Click on the “Shared Documents” link on the left side.
                                                     2)   Then, click “Upload” in the toolbar at the top.
                                                     3)   Choose “Browse” and access the PDF file. Then click “OK”.
                                                     4)   Your document should be uploaded to the Shared Documents library.
                                                     5)   You will only be able to view the documents you have uploaded to the
                                                          library.

           STEP 2 – Employment Eligibility—(applies to Foreign Nationals only)
               I. Department/Division must confirm that the foreign national is eligible to work
                              Process is outlined on the International Student Services (ISS) website at
                               http://international.tamu.edu/iss/people/oncampus_employment.asp

                               A. F-1 Sponsored Students require Sponsored Student Programs approval BEFORE the
                                    department/division can employ the student.
                               B. J-1 Sponsored Students require Sponsored Student Programs approval and International
                                    Student Services approval BEFORE the department/division can employ the student.

           Student 11/7/11      TEES Personnel Services / 458-7696   FAX 458-7720   Campus MS 3467   teeshr@tamu.edu   http://tees.tamu.edu/personnel
                  C. If the student is from Iran, department/division will need to complete an Iranian Supplemental
                        Work Authorization Form – Iranian Students

       II. Contact ISS at 845-1824 or via email at issemployment@tamu.edu for questions regarding
            procedures/approvals for foreign national employment eligibility.

STEP 3 – Form I-9 & EVerify
     I.    Employment Eligibility Verification on Form I-9 & EVerify

                  A. Is the individual currently employed? Check Canopy to confirm employment status. Perform
                        an EPA search using the employee’s UIN (or SSN) (searches for Position Results)

                       i.        If individual is not currently employed, proceed to B below.

                       ii.       If individual is currently employed, you will need to:

                             a. Determine if he/she is employed within the COE/TEES
                                  If no, then a Form I-9 will be required, proceed to B below.

                                  If yes, then a Form I-9 will not be required.
                                   However, this will only apply if the individual’s work authorization is valid (as
                                   determined in Step 2) and he/she has been actively employed. You must contact
                                   the individual’s “current” department to determine whether or not the employee has
                                   been actively working.

          NOTE 1: If the individual has not worked during the previous month, then he/she will NOT be
          considered actively employed and will need a new Form I-9. The “current” department will need to
          process a termination EPA and you will process as a rehire.

          NOTE 2: Be sure to ask the individual if he/she has had any changes in status since his/her initial hire.
          If yes, you may need to reverify his/her work authorization. For example, if the employee graduated
          from an MS program and he/she will enter into a PhD program, an updated Form I-9 will be required
          since his/her current work authorization will have expired on the date of graduation. For questions
          regarding Form I-9 reverifications, please contact Katie Cates at 458-7696.

                  B. Employee must complete Section 1 by Close of Business on the 1st Day of Work for
                        Pay

                  C. Employer must complete Section 2 within 3 business days from employee’s 1st Day of
                        Work. (For example, if employee begins work on Monday, you must complete Section 2 by
                        Thursday.)

                  D. Complete a preliminary audit of the Form I-9 ensuring that all fields are complete. Employer
                        is responsible for ensuring both Section 1 and Section 2 are completed correctly and timely.
                        I9 assistance and training materials available at: Form I-9 and E-Verify

                  E. Scan the completed Form I-9 and supporting documents and upload to the following web
                        address https://collaborate.tamu.edu/tees/I9/default.aspx. The scanned PDF file should
                        be titled employee’s Last Name, First Name. An email will be sent to confirm receipt of the
                        Form I-9, and will include any corrections that need to be made. (User name and password
                        can be obtained from Paul White at white@tamu.edu, or (979) 458-7705)

                  To upload a PDF file:
                  6) Click on the “Shared Documents” link on the left side.
                  7) Then, click “Upload” in the toolbar at the top.
                  8) Choose “Browse” and open your I-9 file. Then click “OK”.
                  9) Your document should be uploaded to the Shared Documents library.

                             You will only be able to view the documents you have uploaded to the library.
Student 11/7/11    TEES Personnel Services / 458-7696   FAX 458-7720   Campus MS 3467   teeshr@tamu.edu   http://tees.tamu.edu/personnel
                    F. Submit the completed original Form I-9 with copies of acceptable documents through
                        intercampus mail (MS 3467) to TEES Personnel Services – Attention Katie Cates, or hand
                        deliver to Room 155 TSHB no later than 3 business days from the date of hire.

                    G. TEES initiates E-Verify Query on employee within 3 Federal Business Days of Hire.

                    H. Employee will not be placed on Payroll until a Form I-9 has been received.

NOTE: Completion of Section 1 and Section 2 of the Form I-9 prior to an employee’s start date may only be done
when an offer has been extended and accepted (i.e. the background check must be cleared prior to completion of
the I-9, since an offer may NOT be extended until clearance of a background check has been obtained).


STEP 4 – UIN/Temporary ID Form
     I.   Obtain/Confirm UIN with Payroll

                   A. Refer to the UIN and/or Temporary Employee ID Form at TEES Personnel Forms page
                       under Hiring

STEP 5 –Dual Employment
                  Dual Employment occurs when a department/division wants to hire an individual into an “E”
                  Workstation PIN who is currently employed within the Texas A&M University System

         I.       Perform an employee search in CANOPY using the employee’s UIN or SSN

        II.       If the employee is “active” in CANOPY, confirm if current position(s) will continue

        III.      If current position(s) will continue, a dual employment situation is involved and the Dual
                  Employment MOA (TEES Personnel Forms page under Hiring) must be initiated and signed.
                  Submit to TEES Personnel Services.

STEP 6 – Register for New Employee Orientation

          I.      Registering employee for online orientation:
                           http://engrportal.tamu.edu
                           TEES Administration
                           Personnel
                           Training
                           Select New Employee Orientation
                           Complete the requested registration information (then click submit)
                           Print EPIK New Employee Orientation Confirmation Page and give to employee

          *Note: Student workers and Student tech employees will complete the Non Benefit Eligible
          Orientation (Online orientation is accessible at: http://orientation.tees.tamus.edu/ )

STEP 7 – Glacier (applies to Foreign Nationals only)
     I.   Registering employee for Glacier (online tax questionnaire):
                              http://www.arcticintl.com
                              Click client login (upper right-hand corner) and enter your UserID and Password
                              Click Submit
                              Select Add New Individual Record

               Note 1: If employee already has a TEES Glacier Record, he/she should review and edit their
                           information.

                           i. No changes needed:
Student 11/7/11     TEES Personnel Services / 458-7696   FAX 458-7720   Campus MS 3467   teeshr@tamu.edu   http://tees.tamu.edu/personnel
                               Submit Tax Summary Report with W-4 Form

                          ii. Glacier record Updated/Changed:
                              Submit Tax Summary Report with all required forms and documents

                Note 2: If you are notified that a Duplicate Individual Record(s) exist:

                     A. Do NOT click <Create New Individual Record>, click <Admin Activities Menu> which will
                          take you back to the main menu

                     B. Employee will still need to complete the required paperwork:
                           i. Contact Martha Mancuso-Dobrovolsky at 458-7496 or marthamancuso@tamu.edu.
                              She will email the employee his/her Glacier access information.

        II.       Remind employee NOT to forward the Tax Summary Report and required forms and documents to
                  the Engineering Budgets and Payroll Office, these required items should be submitted with the
                  Orientation Cover Sheet.

STEP 8 – EPA (Employee Payroll Action)
      I.   You will create an EPA via Canopy to place the employee on payroll.

          II.      Contact Engineering Budgets and Payroll or refer to EPA Manual and EPA Comments guideline in
                   the Payroll section of the Engineering Portal for questions.

         III.      Print copy of EPA or EPA cover sheet and submit with Orientation Cover Sheet and paperwork.

STEP 9 – Submission of Paperwork
      I.   Collect orientation paperwork from employee and submit to TEES Personnel Services in the
                   TSHB, Campus Mail Stop 3467 OR WERC drop box. Use the Orientation Cover Sheet provided
                   in orientation as the cover sheet when submitting paperwork. Do NOT attach these documents to
                   the EPA.

          II.      Employees will not be placed on payroll or paid until the orientation forms have been received and
                   checked by TEES Personnel Services and Engineering Budgets & Payroll.

         III.      TEES Personnel Services will forward orientation paperwork to Engineering Budgets & Payroll to
                   activate BPP record based on EPA document.

        IV.        Include Glacier and supporting documents for Foreign National employees.

STEP 10 – TimeTraq
      I.   If EPA has completed and employee does not appear in TimeTraq via Single Sign On, you can
                   activate the employee as follows:
                          Click the Activation button on the TimeTraq menu
                          Enter UIN/PIN/Effective Date—Please note that the effective date should be the hire
                              date of employee (TimeTraq always defaults to current date on this screen)
                          Click Activate Job button
                          Click RP Review button on the TimeTraq menu
                          At “Match” select All Jobs
                          Locate employee and click Create on right hand side of screen
                          Click Employees button on the TimeTraq menu
                          Select employee and edit Job Manager to assign approving manager(s) for employee
NOTES:
   Not eligible for Holiday or Work Schedules


Student 11/7/11     TEES Personnel Services / 458-7696   FAX 458-7720   Campus MS 3467   teeshr@tamu.edu   http://tees.tamu.edu/personnel
         Employee records are activated automatically on Tuesday/Thursday evenings. Please contact
          Engineering Budgets and Payroll for assistance regarding TimeTraq.

IMPORTANT: In order to be eligible for employment under the title of student worker/tech, the employee must
be classified as a student of Texas A&M University—College Station.

  *Training Reminder— All employees of the A&M System have 30 days from their date of hire to complete
  the required and state mandated training. (Courses may be accessed via TrainTraq through SSO.)


This guide is intended to serve as a reference tool and to provide general information and is not to be considered official policy. If any
conflicts arise between the information in this guide and the applicable official policy, the official policy shall prevail.




Student 11/7/11    TEES Personnel Services / 458-7696     FAX 458-7720     Campus MS 3467      teeshr@tamu.edu    http://tees.tamu.edu/personnel

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:0
posted:4/24/2013
language:English
pages:5
wang nianwu wang nianwu http://
About wangnianwu