STANFORD
UNIVERSITY
Hire Processes
including
Transfer from a Different Department
Additional Jobs
Rehire Terminated Employees
Hire Stanford Employees
Human Resources Data Services
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Topics
 About this Training
 Different Business Processes
 Key System Steps
 Types of Hire
 I-9 Compliance
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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
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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
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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
– Axess Timecard record
– Getting a proper paycheck
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More Processes the Hire/Rehire
Transaction Controls
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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
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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
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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
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Different Types of Employees
 Stanford hires many different types of employees
 Here’s a PARTIAL list
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Faculty
Regular Staff with benefits
Stanford Students
Temporaries and Casuals
Bargaining Unit
Academic Staff – Librarians
Academic Staff – Research
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Different Business Processes
Web Forms and Workflow
If No Requisition is Required
If a Requisition is Required
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Different Business Processes
 The business process and system steps used to hire
different types of employees may be different…
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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
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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,
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
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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 Empl ID,
and/or is being hired into a new or additional contingent
position, then use Add Employment Instance to load the
Web Form
– If the existing employee has a terminated record, use the
Rehire Job Aid
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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 Web Form
• if an active PeopleSoft Job Data record exists and the hire is
an additional job, use Add Employment Instance to load
the Web Form
• 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
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Key System Steps
Timeliness
Prevent Duplicate Empl lD
Benefits Eligibility Date
Service Date
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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 Time and Leave 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
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Prevent Duplicate Empl lD
 Stanford is over 110 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
– Contingent employees hired by an outside temp agency
 Search Match & RegAdmin are the ways you know if the new
employee is already in the system
 ALWAYS conduct Search Match & RegAdmn BEFORE entering
any Hire transactions
 Think of Search Match & RegAdmin as preventive (system)
“medicine”
– Helps you avoid the pain and agony of a duplicate ID or using the
wrong procedure to hire
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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
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Benefits Eligibility Date (cont’d)
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STF Service Date
 Represents Employee’s date of Service
 Used for counting Years of Service & for Vacation
accruals in Axess Timecard
 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
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STF Service Date (cont’d)
 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: PeopleSoft 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 Axess Timecard because Axess
Timecard 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
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STF Service Date (cont’d)
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Types of Hire
Employee Transfer from a Different
Department
Additional Jobs (Add Employment Instance)
Rehire Terminated Employees
Hire Stanford Students
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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.
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Additional Jobs
 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 Record 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 Employment Instance link when loading the Web
Form
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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
– 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
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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)
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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
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Hire Stanford Students (cont’d)
 All Stanford students already have an existing Empl ID
and system record in PeopleSoft
 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
Employment Instance when loading the Web Form
transaction
 You can think of their student record as being a quasi
“job” in PS
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Hire Stanford Students (cont’d)
 A student who has no active employment job record
will be hired into Record 0
 The student who already has one or more active job
records will be hired into the next available number job
record
−Example, if a student has an active Record 0, Add
Employment Instance, 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
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I-9 Compliance
Completing Form I-9
Stanford I-9 Information
Rehires I-9 Information
Federal I-9 References
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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
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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
– 3145 Porter Drive
– Special Request Payroll checks (i.e. Termination and OffCycle checks) will be available for Will Call pick-up at the
Cashier's Office (Maude Modular, 632 Serra)
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Rehires I-9 Information
 New I-9 Required
– Employees Rehired with a break in service
 New I-9 Not Required
– An employee moving from a contingent position to a benefiteligible position without a break in service
– A student employee continues in the same position following an
academic break
– A student employee with multiple jobs on campus
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Federal I-9 References
I-9 Form:
http://financialgateway.stanford.edu/staff/payadmin/forms.ht
ml
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
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