Human Resources Data Services at Stanford

1. Human Resources Data Services at Stanford Hire Overviewincluding Transfer from a Different Department Additional JobsRehire Terminated EmployeesHire Stanford Employees

2. Topics • About this Training • Different Business Processes 3. Key System Steps 4. Types of Hire 5. I-9 Compliance

3. 1. About this Training • Why the Hire Process is so important • Different Business & System Processes • More Processes the Hire/Rehire Transaction Controls • Hiring Compliance Issues • Goals for Hiring Transactions • Different Types of Employees

4. Hiring is Important • It is the “cornerstone” action, upon which all other job data is built • It sets the context for the new employee; their relationship with their employer is based on how seamless their hire and orientation are

5. Why the Data is Important • Hires and Rehires represent nearly 30% of all transactions done in a given year • In the last academic year there were over 11,000 hire/rehire transactions across all employee categories • Hire transactions also account for approximately 60% of the serious data problems • A hire transaction that has gone wrong can mean significant delays for a new employee to start their new job, receive benefits, be productive • Corrections can entail many hours of staff time to fix one problem • In PS HRMS, hire or rehire transactions are the “trigger” for: • Benefits eligibility and enrollment • University privileges: ID card, SUNet ID, email, system authority; and access to facilities, libraries, even many buildings • Kronos record • Getting a proper paycheck

6. More Processes the Hire/Rehire Transaction Controls • Computer – SUNet services to access university applications • Directory – Stanford Who is the University directory and registry • ID card – University ID Card system issues cards to all faculty and staff • Time – Accrual of vacation, sick leave and other paid time off • Campus orientation – Access to new employee orientation class for new employee • Libraries – Access to the University Libraries System • Athletic facilities – Access to Athletic facilities on campus • Parking – Eligibility for parking permits • Mail – Access to email and ID mail delivery • Medical and dental – Ability to sign up for health and welfare plans • Retirement – Eligibility and enrollment in retirement investment plans • Money – A Pay check • Student grades – Grading access for instructors • Golf – Access to the Golf Course • Recreation – Access to the Stanford Community Recreation Association • Housing – Eligibility in Faculty/Staff Housing programs • Training – Access to training funds – STAP and STRP • Tuition – Eligibility in the Tuition Grant Program for children of employees • Service – Years of work at Stanford • Grants – Eligibility for Adoption and Childcare grants • The office – Access to many buildings on campus

7. Hiring Compliance Issues • Affirmative Action, EEOC reporting based on hire, rehire data • Federal grants rely in part on accurately reported data so granting agencies confirm that we are operating within federal guidelines • Private grantors also want to know who we are hiring into what positions • Safety regulations also tied into hire, rehire data • If data shows that 200 employees were hired but only 60 took mandatory training, issues related to safety compliance arise

8. Goals for Hiring Transactions • That our hiring and rehiring statistics accurately reflect school and department trends • Basis of many management decisions, including budget allocations • That no new employee ever has to experience a duplicate ID situation because it is tough to fix and prevents the new employee from enrolling in their Health & Welfare benefits • That all new employees feel confident that their new employer, represented by you, is competent and that their decision to work at Stanford was the right one

9. Different Types of Employees • Stanford hires many different types of employees • Here’s a PARTIAL list • Faculty • Regular Staff with benefits • Stanford Students • Temporaries and Casuals • Bargaining Unit • Academic Staff – Librarians • Academic Staff – Research

10. 2. Different Business Processes • Web Forms and Workflow • If No Requisition Is Required • If a Requisition is Required

11. Different Business Processes • The business process and system steps used to hire different types of employees may be different… • Is a job requisition needed or not? • Will the employee have benefits? • Is the employee a student and currently enrolled in classes? • Is the employee already working here? • Does the employee have any previous affiliation with Stanford? • Use the job aids at http://hrdata/jobaids.html to process the different types of employee you will be hiring

12. Web Forms and Workflow • Web Forms were created at Stanford to better provide an audit record for Hires, promotions, salary changes, leaves and terminations in PeopleSoft • The Web Forms Originator will complete a Hire Web Form, and the Approver will approve • The Expert User will need to perform a Search/Match, Build Community and RegAdmin search to determine if the person has an ID in PeopleSoft HRMS • Search/Match results may show an existing affiliation of some sort, and the person may have an Empl ID so the type of hire is based on this result

13. If No Requisition Is Required • Temps, Casuals, Students, Academic Staff – Research, Academic Staff – Other Teaching do not require a requisition, therefore, • If the candidate is not already in PeopleSoft HRMS or RegAdmin, then use the Hire Job Aid • If the new employee is a student or already has an EmplID, and/or is being hired into a new or additional contingent position, then use Add Concurrent Job to load the web form • If the existing employee has a terminated record, use the Rehire Job Aid

14. If a Requisition is Required • Procedures would include: • Obtain the position number from Manage Positions • Post the requisition on Trovix Recruitment Manager (Applicant Tracking System) • Which Hire to use: • if employee is not in PeopleSoft or RegAdmin, use Hire Job Aid • if employee is not in PeopleSoft but is in RegAdmin and has a Univ ID number, enter their employee ID number in the Univ ID field to load the webform • if an active PeopleSoft Job Data record exists and the hire is an additional job, use Add Concurrent Job to load the webform • if this was a previously terminated employee, use the Rehire Job Aid. • if the existing employee is currently a casual or temp and will be filling a Regular Staff (benefits-eligible) position: use the Temp/Casual to Regular Position Job Aid

15. 3. Key System Steps • Hiring Actions must be timely • Find the Right Person • Benefits Eligibility Date • Service Date

16. Timeliness • Hire-type transactions in PS HRMS must be done as soon as all information is gathered • Enables the labor scheduler to update account information • Allows the Kronos Administrator to process leave and time taken • The goal is for all new hires to have a correct paycheck on their first payday • Additionally, business goal is to have time and leave information reflected accurately on the expenditure statements

17. Find the Right Person • Important! ALWAYS conduct these searches BEFORE entering Hire information for an incoming employee because you must enter the transaction for the correct person! • Make Search/Match & RegAdmin your first step, regardless of hire type • Search/Match & RegAdmin is the way you know if the new employee is already in the system: • They may already be in the system if the new employee already has a job, or is a student, or has a GFS record, or is a retiree, or a contingent worker, or a former employee • Think of Search/Match as preventive (system) “medicine” • Helps you avoid the pain and agony of a duplicate ID or using the wrong procedure to hire

18. Benefits Eligibility Date • Represents Employee’s date of eligibility for Health & Welfare benefits • Used to report Benefits eligibility to benefits providers • HRMS Users cannot change it; can be changed by the Benefits Office only • For Initial Hires who are Benefits eligible: system sets to Original Hire Date • For Rehires who are Benefits eligible: system changes to Most Recent Re-Hire Date • If Benefits Eligibility Date is wrong, submit a HelpSU Ticket: HelpSU.stanford.edu • Request Category: Central Office Issue • Request Type: Ben Bin

19. Benefits Eligibility Date

20. STF Service Date • Represents Employee’s date of Service • Used for counting Years of Service & by Kronos for Vacation accruals • System initially sets it • HR Admin should validate; if STF Service Date is wrong, you must change it • To change, you insert a row in Personal Data and update the STF Service Date to the correct date

21. STF Service Date con’t • For Initial Hires who are Vacation/Service eligible: system sets to Original Hire Date • For Rehires not “bridged”: confirm that it changed to the most recent rehire date • For Re-Hires “bridged”: confirm that the STF Service Date remains unchanged • For Temps & Casuals: PS sets to “01/01/1901” when Service Date is blank • Temps and Casuals don’t have real Service Dates • 01/01/1901 represents a non-valid Service Date • PeopleSoft passes 01/01/1901 to Kronos because Kronos requires a value in the field • Change the STF Service Date when temp or casual are hired to a benefit eligible position, otherwise they will accrue vacation time incorrectly

22. STF Service Date

23. 4. Types of Hire • Employee Transfer from a Different Department • Additional Jobs (Add Concurrent) • Rehire Terminated Employees • Hire Stanford Students

24. Employee Transfer from a Different Department • Employees moving from one benefits-eligible job to another, with no break in service. The following processes must be done: • Since the Job was posted, Trovix must be done for all candidates interviewed for the position and filled the requisition with the hired candidate. • A Release Job Record action is needed from the previous dept so the new hiring department can update the job record with the new information (standard hours, compensation, other notes) • The new department will use Transfer from a Different Department job aid to process the employee in PeopleSoft.

25. Additional Jobs: Add Concurrent Job • Many Stanford employees work at more than one job simultaneously • The procedure in PS HRMS is the same as it is for students, with this additional factor: • Ensure that Empl Rcd 0 is the benefits-eligible job • Remember to change the Empl Record number field to reflect the appropriate Empl record that you are adding • Use Add Concurrent job link when loading the web form

26. Rehiring Terms • Need to do a Rehire for returning employees who were terminated • Can rehire large numbers of contingent employees to the same jobs quickly in PeopleSoft— about 5 minutes each employee • There may be changes to people’s records between the last time they worked and the current assignment so you should verify the accuracy of the record each time the employee returns to campus anyway. • Not all of the same contingent employees will return each time

27. Other “Rehires” • Stanford is 113 years old; lots of people have been associated with Stanford in some way • Former employees, both staff and faculty • Former students • Individuals who applied for admission and were not accepted, but were assigned an Empl ID • Again, Search/Match, RegAdmin & Build Community are the first steps to determine if the person has previously been affiliated

28. Update Information • Personal Data is likely to have changed when someone is rehired • Use the Stanford application form or a departmental internal mechanism to get up-to-date information, then be sure it is entered in PeopleSoft • Returning employee should verify and make any necessary changes to W4/DE4 and direct deposit information in Axess (https://axess.stanford.edu)

29. Hire Stanford students Student work hours • If the student is on an F-1 or J-1 visa, the student has a work restriction of 20 hours/week • See Admin Guide Memo 24, Undergraduate Student Employment on Campus, www.adminguide.stanford.edu/22_4.pdf, for other restrictions to student’s work hours

30. Hire Stanford students(cont’d) • All Stanford students already have an existing Empl ID and system record in PS • Students have one of three student-related record numbers in the Search/Match result: • 500 record = Stanford Student • 70-90 record = GFS (Graduate Financial Support) • 450-499 record = Monthly Post-doc Stipend (MON) • Because of the existing record(s), all students, GFS, or MON are always hired in PS HRMS using the Add Concurrent Job when loading the Web Form transaction • You can think of their student record as being a quasi “job” in PS

31. Hire Stanford students(cont’d) • A student who has no active employment job record will be hired into the 0 job record • The student who already has one or more active job records will be hired into the next available number job record • -Example, if student has an active job 0, Add a Concurrent Job Record 1 • Inactive job records must always be terminated by the department managing the records • -If you are hiring on terminated records, do a Rehire Action

32. 5. I-9 Compliance • Completing Form I-9 • Stanford I-9 Information • I-9 Not Needed for Rehires IF • Federal I-9 References

33. Completing Form I-9 • Department must submit a US Citizenship and Immigration Services (USCIS) Form I-9, Employment Eligibility Verification, within three (3) business days of employment for all new and rehired employees, including students. • Employee must provide the department with evidence of eligibility to work in the U.S. • Failure to comply with this requirement will result in ineligibility for employment and/or immediate termination. • See Administrative Guide 35, section 3.a for more information: http://adminguide.stanford.edu/35.pdf

34. Stanford I-9 Information Procedure & Responsibility for I-9 Compliance: http://financialgateway.stanford.edu/staff/payadmin/forms.html I-9 Compliance Specialist in Payroll Phone: 650-736-9772 Email: I-9Compliance@lists.stanford.edu HelpSU Ticket: HelpSU.stanford.edu Request Category: Central Office Issue Request Type: Payroll Payroll Department 655 Serra Street, MC 6112 8-12pm and 1-5pm Rehires Employees Rehired Within 3 Years of Initial Hire Complete a new I-9 Form Or Re-verify or Update Employment Authorization Section 3 of I-9 Form Employees Rehired 3 Years or more after Initial Hire New I-9 Required

35. I-9 Not Needed for Rehires If • There has been no break in service • Example: The employee’s status changes from temporary to permanent position immediately • A Student employee continues in the same position following an academic break • Summer is considered an academic break

36. Federal I-9 References • I-9 Form:http://financialgateway.stanford.edu/staff/payadmin/forms.html • See U.S. Dept. of Justice, Immigration and Naturalization Service, Handbook for Employers: Instructions for Completing Form I-9:http://uscis.gov/graphics/lawsregs/handbook/hand_emp.pdf