New Hire/Job Data Change/I-9 Form
HR Connect Training
Retail People Managers
December 2015
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Today’s Agenda and Learning Objectives
Agenda
Objectives
•
Introduction to
New Hire/Job Data Change/I-9
Forms
•
Understand how to best leverage
Employee Services and HR
Connect to Assist
•
Scenario 1: New Hire Form
•
•
Scenario 2: Job Data Change Form
•
Scenario 3: The I-9 Form
Understand how complete a New
Hire and JDC Forms in a timely
manner
•
Wrap Up and Q&A
•
Quick Overview of I-9 Completion
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Where to Find Forms
hrconnect.elcompanies.com
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SCENARIO 1:
NEW HIRE FORM
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NEW HIRE FORM
New Hire Includes:
All new employees who will receive a
pay check from the Estee Lauder
Companies, including Full-Time/PartTime/Freelance employees, who are
not currently paid by ELC including
another brand or freelance/on call.
The sections indicated in GREEN
must be completed.
If you have an issue with completing
any of the sections necessary, please
contact your ESO or Employee
Services.
A New Hire form must be used to hire an employee who is
not actively employed by ELC.
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NEW HIRE FORM
Indicate the Employee’s mailing
address:
Note where the New Hire Packet 1 is
to be sent. The packet can be sent via
overnight mail or electronically to the
Employee directly or to a store to be
given my the manager directly.
The Organization Name, Cost Center,
Job Title, Location and Grade Name
are available to you from your ESO.
Brands have published “Cheat
Sheets” to guide you.
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NEW HIRE FORM
Additional Assignment must be
completed only if an Employee will
have more than one assignment in
your business.
Assignment status must be
indicated, please select only one. If
the EE is a contract/temporary EE,
this must be noted as well.
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NEW HIRE FORM
You must indicate:
1.
The number of hours the
Employee will be scheduled per
week.
2.
If this is a commission
employee.
3.
If a time card is required.
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NEW HIRE FORM
Please obtain the appropriate
approvals.
This can be done via “wet
signature” or electronically via email
(as discussed previously).
You are done!
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Approval Cheat Sheet: New Hire
Process & Employee
Population
Method of
Submission
New Hire Form
NEW HIRE - FT/PT Regular GIS
POS only
I-9 Form
NEW HIRE - Freelance/On- New Hire Form
call POS
I-9 Form
Approver Level 1
Approver Level 2
Approver Level 3
Manager
Manager +1 HR Contact
Approver - Approver - ApproverLevel 4
Level 5
Level 6
ES (final
review and
input)
If salary is
out of
standard
ES (final
Manager or hourly rate
review and
Manager +1 for the
input)
Region:
HRBP should
approve
*Please note, when using a manual form an approval is only acceptable from an ELC company email. We are unable to accept
forms from personal emails due to compliance reasons. In addition, if the form submitted has a "typed" signature rather than an
actual signature on the form, we require that the form is accompanied by an email approval.
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Tips: New Hire
•
Please send completed New Hire form to Employee Services at least two weeks
prior to desired start date.
•
If an employee is transferring to/from a different brand within ELC, or changing
employment status (i.e. Freelance > PT/FT) this would be a Job Data Change and
not considered a new hire. For example:
• If a freelance/on-call employee is moving to a PT/FT role, this would be a Job data
Change completed in MSS.
•
To expedite New Hire processing send complete, accurate and signed forms to
Employee Services:
– New Hire Form: Please identify if this new hire had previously worked for ELC on the
New Hire Form (rehires will receive adjusted service date)
– GIS Forms
– I-9 Form
•
HR Connect inbox will send confirmation when your inquiry is received. Employee
Services will keep you posted on the status of your submitted New Hire.
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SCENARIO 2:
JOB DATA CHANGE
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Process Overview: Job Data Change
(Location Change Example)
Manager, Manager +1
and HRBP agree on the
change in location (for
example).
Manager initiates
the change in location
transaction in
HR Connect directly, or
via manual form.
Employee Services
prepares necessary
documentation for
Manager to review with
employee..
Transaction is
processed in HR
Connect or manually by
Employee Services. HR
Connect notifies
Manager or HRBP when
the transaction is
complete.
HR Connect routes
the transaction through
automated approvals
Manager obtains
approvals (signs form or
email) and sends to
Employee Services.
Employee Services
reviews submitted
information for accuracy
and approves the
transaction or form.
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Approval Cheat Sheet: Job Data Change
Process & Employee
Population
Method of
Submission
Approver Level 1
Approver Level 2
Approver Level 3
JOB DATA CHANGE
(POS)
Transfers
Promotion
Change in Job
MSS (or form if
access is not
available)
Manager
Manager +1
HR Contact
Approver Level 4
Approver - ApproverLevel 5
Level 6
*Please note, when using a manual form an approval is only acceptable from an ELC company email. We are unable to accept
forms from personal emails due to compliance reasons. In addition, if the form submitted has a "typed" signature rather than an
actual signature on the form, we require that the form is accompanied by an email approval.
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JOB DATA CHANGE FORM
All Fields with an * asterisk are
required to be completed.
Only complete the fields that require
to be changed.
Missing data and missing approvals
will slow down the transaction
process.
Please submit to HRConnectUS the
completed form WITH ALL
APPROVALS
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JOB DATA CHANGE FORM
Indicate the reason for the
change.
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JOB DATA CHANGE FORM
Very Important
Indicate the details of the
changes here.
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JOB DATA CHANGE FORM
Indicate any changes to the
assignment category.
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JOB DATA CHANGE FORM
Very Important
Details of the Pay Change.
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JDC - FORM
Critical:
Cannot be processed without the
necessary approvals.
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Specific Tips: Job Data Change
•
Carefully select Effective Dates for this kind of transaction:
–
•
For all hourly point of sales employees, you can only select payroll dates each Monday.
Understand different assignment statuses :
–
–
–
Acting Assignment = Assign someone a temporary role with an end date. i.e.: Your counter
manager is on maternity leave and you temporarily assign your consultant to fill that job.
They will return to their previous job as of the tentative end date.
Multiple Assignments = An employee has two part-time assignments. Assignments usually
have varying rates of pay. You will only view this employee in HR Connect if you are their
primary supervisor.
Important: In the past you may have separated an employee when moving between brands,
now we treat it as a transfer.
•
Remember that you may be an initiating manager or a receiving manager during the
employee transfer process.
•
Have conversations with your employees, your supervisor, and HRBP to discuss the
terms of any proposed change before submitting the change.
•
Any changes that occur involving your direct reports will be visible to them in the
system as of the effective date.
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SCENARIO 2:
I-9 FORM COMPLETION
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Completing the I-9
Form I-9 consists of three sections:
Section 1 – Employee Information and Verification
Must be completed by the new employee on the date the
employee begins employment or within three days of their first
day of work. It can also be completed prior to the beginning of
employment, after an employment offer has been made to the
individual.
Section 2 – Employer Review and Verification
Must be completed by the company’s representative before or
within three business days of beginning employment.
Section 3 – Updating and re-verification
This section is used only to update or re-verify Form I-9. We
generally do not ask managers to update or re-verify
information.
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Completing the I-9
Section 1
Completed by the
new employee.
Sample Form I-9
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Completing the I-9
Section 2
Completed by the
hiring manager.
Section 3
Used to update and
reverify eligibility of
employment.
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List A consists of documents that establish both identity and
employment eligibility.
1. U.S. Passport or U.S. Passport Card
2. Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
3. Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed
notation on a machine readable immigrant visa
4. Employment Authorization Document that contains a photograph (Form I-766)
5. For a nonimmigrant alien authorized to work for a specific employer because of his or
her status:
a. Foreign passport; and
b. Form I-94 or Form I-94A that has the following:
(1)The same name as the passport; and
(2) AN endorsement of the alien’s nonimmigrant status as long as that period of
endorsement has not yet expired and the proposed employment is not in
conflict with any restrictions or limitations identified on the form.
6. Passport from the Federated Stats of Micronesia (FSM) or the Republic of the
Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission
under the Compact of Free Association Between the United States and the FSM or RMI
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List B consists of documents that establish identity.
For persons over the age of 18:
1. Driver’s license or ID card issued by a state or outlying possession of
the United States, provided it contains a photograph or information such
as name, date of birth, gender, height, eye color and address.
2. School ID card with a photograph.
3. Voter’s registration card.
4. U.S. military card or draft record.
5. Military dependent’s ID card.
6. Driver’s license issued by a Canadian government authority.
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List C consists of documents that establish employment
authorization.
1. U.S. Social Security account number card other than one that
specifies on the face that the issuance of the card does not authorize
employment in the United States.
NOTE: A copy (such as a metal or plastic reproduction) is not acceptable.
2. Certification of Birth Abroad issued by the U.S. Department of State
(Form FS-545).
3. Certification of Report of Birth issued by the U.S. Department of State
(Form DS-1350).
4. Identification Card for Use of Resident Citizen in the United States (Form
I-179).
5. Original or certified copy of a birth certificate issued by a state, county,
municipal authority or outlying possession of the United States bearing an
official seal.
6. Native American tribal document.
7. U.S. Citizen Identification Card (Form I-197).
8. Employment authorization document issued by DHS.
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Completing the I-9

The new employee must present original and unexpired document(s) that
prove his or her identity and employment authorization. Certified copies of
birth certificates are acceptable.
Documents from List A show both identity and employment
authorization.
o Documents from List B show identity only (employers participating in
E-verify can only accept List B documents with a photograph).
o Documents from List C show employment authorization only.
o

You must accept any document(s) from the Lists of Acceptable Documents
presented by the new employee that reasonably appear on their face to be
genuine and relate to the person. You cannot specify which document(s)
an employee should present.

The hiring manager is to examine the documents presented and fully
complete Section 2 by recording the title, issuing authority, number and
expiration date (if any) of the document(s).
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End
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