**DRAFT**
Registration: Faculty-Staff-Adjunct
Registration: Faculty-Staff-Adjunct
1. Employment Application

Completed Employment Application
1.1. Faculty or Staff postion?
1.2. Staff
1.3. Obtain FPS Account
1.4. Complete Online

Staff complete an online application with FPS account.
1.5. Process Employment Application
1.6. Faculty
1.7. Send Paper
2. Interview Process
2.1. Candidate Selected
3. Letter of Offer
3.1. Send Letter of Offer
3.2. Applicant Accepts Offer

Applicant sign the letter of offer and returns to Dept HR Rep.
3.3. Faculty or Staff?
**DRAFT**
Registration: Faculty-Staff-Adjunct
3.4. Affirmative Action Card


Can be a completed with a card and returned via mail or it can be completed online.
If applicant completes online, applicant is directed to a website and provided a search number.
3.5. Memo of Personal Service
4. Criminal Background Check
4.1. Criminal Background Check


OHR has an online system for collecting information from candidate. It includes the generation of a 1
time userid and password.
Note: Criminal Background Check is kept separate from employee's application.
4.1.1. Request CBC from OHR

HR rep advises OHR of applicant they are requesting a CBC and type of CBC.
4.1.2. Request Email Address (online)

Applicant is sent link to an online form created by OHR.
4.1.3. Applicant provides email (online)

Applicant goes to online OHR form and provides their personal email address.
4.1.4. OHR sends Link to CB form

Once the applicant supplies their personal email address, OHR system sends them a one time userid and
pw with link to form at: https://ohr.psu.edu/Disclosure/index.cfm
4.1.5. Applicant supplies info (online)


Applicant enters the one time userid and pw.
Applicant enters the following information in the online form:
o
o
o
Title of the position offered.
College extending the offer.
Information regarding your highest degree earned, including:



name and location of the institution.
major/area of study.
year degree earned.
**DRAFT**
Registration: Faculty-Staff-Adjunct
4.1.6. OHR processes Criminal Background check

OHR obtains a CBC and notifies Dept. HR rep of the results.
5. New Appointment
5.1. New Appointment Form

New Appointment processed using IBIS New Appointment form (NAPP)

Departments/Colleges Assgin PSU ID thru CIDR
6. PSU ID
6.1. PSU ID

PSU ID is normally requested when they are completing the appointment papers (sometimes sooner, for
example a new faculty associated with a grant).
6.2. Does Candidate need access acount prior to arrival?
6.3. Early Access Account
6.3.1. Access Account Request Form


New employee completes the form, signs and faxes to the accounts office
New employee must be registered in IBIS at this point
6.3.2. Process Access Account

Accounts office will Fedex account information (userid/one time password) to new employee
7. Payroll
7.1. Process Payroll Forms
7.1.1. Salary Deposit Process
7.1.2. I9
**DRAFT**
Registration: Faculty-Staff-Adjunct





SSN is collected at this point
I9 Federal form, entitled to employment in US
Proofing must be done in person
Identification can be passport or drviers license plus SSN card
I9 completion is sometimes done at another university, attorney's office or Notary
7.1.3. Payroll Processed
7.1.4. IPA Process
7.1.5. Salary Deposit
7.1.6. W-4 Process
7.1.7. IPA

Faculty normally sign IPA when they arrive on campus
7.1.8. W-4
7.2. Skip Foreign National Process
7.3. Foreign National Payroll



Type of Resitdent or Non-Resident
Foregin National may not have SSN at time of hire. In which case they will request SSN from
government. In the interim, Penn State will substitute the PSU ID for SSN. IBIS updated with SSN when
Foreign National Obtains one
Documents processed:
o
o
o
W9
Alien Information
Tax Exempt Form (if resident of another country)
8. Access Account
8.1. Request Access Account

Dept HR Rep submits "PSU Access Account" form (ibis/isis)
8.2. Process Access Account

Accounts office processes form and issues Access Account
**DRAFT**
Registration: Faculty-Staff-Adjunct
8.3. Agree to Access Account


Staff must go to Signature station and agree to terms.
Staff required to provide a form of identification.
9. Benefits
9.1. Benefits form completed



Benefits can be entered into IBIS (via OHR online system) prior to the new employee start date if the new
employee has an access account.
The benefit will remain in hold until their IBIS forms are processed.
New employee has 30 days to sign up for benefits, then they will go into the default plan, Reminders are
sent out prior to the end of the 30 day period.
9.2. Benefits processed
10. Access to Services
10.1. Services
10.1.1. eMail
10.1.2. IBIS/ISIS Access

Department Area Security Representative completes a "Systems Access Request" form
10.1.3. eLion
10.1.4. Angel
11. Grants
11.1. Not associated with Grant
11.2. Grants Processing