Frequently Asked Questions
 How do I gain access to HireXpress?
To gain access, you will need to complete the HireXpress User Training online and complete the Hire
Xpress User Training Completion Form to be attached to your ePASS in LOUIE (PeopleSoft).
 Who should sign up for training?
NAU personnel who currently assist new or rehired employees with their new hire documents.
 Can I still use the paper New Hire Packet?
Paper-based hiring packets are only for Remote Employees.
 What if our employee is out of state?
If the employee is a remote employee and will be working at a remote location or online outside of the
State of Arizona, but within United States, then follow the Remote Hiring Process. Contact HR for assistance.

What if the employee does not have an email account?
You can assist the employee with setting up a free email through ‘Gmail’ or other internet providers. The employee can also come to HR for assistance.
 After the new hire packet is completed and I’ve completed the I-9, does the employee automatically receive access to systems?
The employee’s ePAR must be submitted and approved before access are granted through ITS. For assistance, contact ITS .
 Will students attending NAU appear in PeopleSoft when I enter their name into the search?
Yes, they should already have an NAU identification number and should appear in your search. You may or may not have to create a hire packet for them depending on any previous employment at NAU.
 Will the search let me know if the employee has worked in the past six months?
Yes, the search will let you know when you click the ‘Create Packet’ button.

If my search brings up an employee with a Social Security number that is all ‘9’s, and a date of birth that matches the new employee’s will the system automatically update the Social Security number correctly when I click the ‘Create Packet’ button?
Yes, this will override the Social Security number which is already in the system.

If I type in the incorrect information in the search page, what should I do?
Incorrect SSN: No action is required. The employee will be asked to enter his/her SSN in the process and it will correct the SSN when the packet is complete and returned to LOUIE. Because the employee’s default password contains the last 4 digits of his/her SSN, the employee may have difficulty logging in. Refer them to HR for assistance.
Incorrect Date of Birth: No action required. When the employee enters his/her correct date of birth, and completes the packet, LOUIE will be updated with the correct date of birth.
Incorrect email address: Contact HR to change the email address so that the employee will receive the
“Welcome to NAU” email that contains the information he/she will need to log into the online hiring packet.

Misspelled name: No action required. When the employee enters his/her correct name, and completes the packet, LOUIE will be updated with the correct name.
Incorrect department number: Contact HR.
Incorrect Safety Security Sensitive Status: No action required.
 What happens if I forget to type in some information in the search page?
All fields except the middle name are required fields. The search page will not let you go forward.
 What do I do if I get an email stating my employee has a conviction disclosure?
You may need to initiate a background check and fingerprinting. You can verify with Human Resources if these processes have already been initiated or completed; Human Resources will receive the same email.
 Do I make photo copies of my employee’s identification used to verify the I-9?
No, we no longer require copies. You are only required to verify and record the types of identification used to satisfy the I-9. Email all photo matching documents such as passports/passport cards or permanent residence card to HRI9.Passport@nau.edu
.

Can I verify the identification from copies the employee gives me?
No, you must see the original documents. You are signing the I-9 form verifying you have seen the originals.

What if my employee does not have a Social Security card?
The employee can satisfy the I-9 with another form of identification; please refer to the documentation on acceptable forms of identification.

What if my employee never comes to work? Do I cancel the new hire packet?
It is helpful if you cancel the hiring packet, even though it is not necessary. If an employment form is not received by Human Resources, the packet will expire.
 What if my employee does not complete their new hire packet within the three days of starting work?
We encourage the employee to complete the packet in a timely manner; however, if they do not, we cannot begin their pay. The packet will remain within our system to be completed for a number of days after the start date.
 If the name on the employee’s Social Security card does not match to the name the employee has given, how is this handled?
Often an employee gets married and changes their name but may not have changed their name with the
Social Security Administration. You should have the employee go to the Social Security Administration to get a new Social Security card. You can use a Social Security card receipt to verify identification for the I-9 form, or there may be other forms of identification that can be used. Feel free to phone Human Resources with questions.