Oracle 24/7 End User Training

New Hire Plus

University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Table of Contents
New Hire Request.................................................................................................................................3 Overview...........................................................................................................................................3 Assumptions......................................................................................................................................3 Navigation.........................................................................................................................................4 Navigation Path............................................................................................................................4 Navigation Button.........................................................................................................................5 New Hire: Enter Basic Details.........................................................................................................6 Existing Employee Name.................................................................................................................7 New Hire: Person Details.................................................................................................................8 New Hire: Assignment...................................................................................................................10 Hire: Pay Rate.................................................................................................................................15 Hire: Extra Information..................................................................................................................17 New Hire: Review..........................................................................................................................21 Workflow Notifications......................................................................................................................25 Approval Notifications...................................................................................................................25 Assumptions....................................................................................................................................25 Timeout Period...............................................................................................................................25 Navigation Path..............................................................................................................................26 Final Approvers Notification........................................................................................................30 FYI Notifications............................................................................................................................32 Saved for Later Inbox.........................................................................................................................33 Frequently Asked Questions ..............................................................................................................35

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

New Hire Request

Overview The New Hire Plus is a process that enhances the previous New Hire in several aspects. This function allows for Administrative Staff to initiate the process on behalf of the Account Manager. It allows for Work-Study New Hire Requests as well as handling Multi-Project Funding Position processing. In addition, if a duplicate employee is detected, it will prevent a duplicate record from being added to the Oracle HRMS database. In this session you will learn how to go through each step of the process and enter the information of a prospective employee and the position he/she is hired into. Automated workflows streamline the New Hire Plus Process by routing the request to appropriate parties for approvals based on Delegation of Authority. Upon final approval FYI Notifications will be sent to various departments for initiating tasks, such as creating user IDs and computer access, etc. Your instructor will provide you with a test position for training purposes. Enter information requested as accurately and completely as possible. Complete information ensures timely processing. Assumptions 1. Position requisition process has been completed and approved, and funding is available for the hiring position. 2. Employee Background Check has been performed and approved. 3. 10 days buffer is highly recommended for the approval process prior to employment start date.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Navigation
Navigation Path 1. Log on to Oracle HRMS 2. In the UTPA New Hire Self Service responsibility navigator select New Hire

ATTENTION: Make sure to complete as much information on various New Hire forms as possible as incomplete and/or incorrect new hire request will be rejected!

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Navigation Button Add Apply Approve Back Open up a new record for your entry. To add a new record. Save the entry or change you have made and exit current screen. Approve the request. System will proceed to the next step in the predefined approval flow. Process will bring you back to the previous screen. In most cases information you have entered will still be there except for going back from the New Hire: Person Details to New Hire: Enter Basic Details. Abort what you are doing without saving your work. Proceed to the next step/form. Proceed to the next step/form Confirm to system that it is okay to proceed. Redirect approval to another party to approve on behalf of you. Make sure to request the person you reassigned the approval to to reassign the workflow notification back if you if you do not want him/her to approve on behalf of you. Reject the request. Initiator will get a notification that you have rejected the request. Once rejected the request is no longer usable. If he/she wishes to continue with this request, he/she will have to start from scratch and create another request. Return the workflow notification to previous sender to request for more information. For any reason you wont be able to finish the request at that time, save the record and exit the process. The system allows you to continue later from where you left off. Proceed to select the record you have indicated in the radio button. Approve the request. System will proceed to the next step in the predefined approval flow.

Cancel Continue Next OK Reassign

Reject

Request Information Save for Later

Select Submit

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

New Hire: Enter Basic Details In the New Hire: Enter Basic Details form, input the required basic details of the proposed New Hire information provided by your instructor. After completing the form, select Continue to proceed to the next form, New Hire: Person Details.

Note: a) For training purposes, make sure the Last Name of the employee that you create is TRAINEE b) When filling in the Start Date, please make sure you allow reasonable processing time for the necessary approvals (suggested 10 business days). c) Late request may not make it in time for the current month payroll.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Existing Employee Name If you have entered an existing employee, the system displays the New Hire: Potential Duplicate People form 1. No Match - Select this option even if the exact employee name & specifics are listed on this screen 2. Employee Name If employee name and specifics match with the prospective new hire, you know he/she is/was an existing employee.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

New Hire: Person Details Enter the required personal information of the proposed New Hire and other nonrequired information you can provide in the New Hire: Person Details form.

Note: a) Title: Mr./Dr./Miss/Mrs./Professor b) Make sure the Last Name of the employee that you create is TRAINEE c) Suffix: Jr, Sr, I, II, III d) Please kindly note that although Marital Status it is not marked as required, it is very important for employee benefits later upon confirmation of employment. e) Make sure to not click on the Cancel button throughout the process unless you truly want to cancel and start from scratch. Page 8 of 36

University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project 1. Scroll down to enter the rest of the details. 2. Select NEXT to proceed to the next form, New Hire: Assignment form.

Note: a) State, and Zip Code may be automatically determined by clicking on the flash light at the right of the City field and selecting the correct City in the list of values. b) An error message will be displayed if any of the required fields are not entered. Make sure the County field is populated or else an error message will appear. Please note that even though field is not marked as required, it is a required field. c) A Warning message will appear if an existing SSN is detected. Select NEXT if the new hire is a rehire and you want to proceed with the request. Rehire employees will be manually entered by HR once the New Hire Request has been approved by all previous approvers and forwarded to the Duplicate SSN Group.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

New Hire: Assignment 1. Enter the Assignment information for your new hire in the New Hire: Assignment form using the position information provided by your instructor. Enter the Position Name field first and it will default values for other fields such as Job Title, Payroll Name, etc.

Note: a) In real life situation, you can click on the flash light onto the right of the respective fields and the system will display a list of values for you to choose from. Wild card search in Oracle is %. b) The Department Name will be defaulted to the Initiators department. If the Initiator is in charge of different departments and the hiring department is Page 10 of 36

University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project different then the Initiators department, the hiring department name needs to be entered here. c) Positions listed are positions within the specified department. We could only hire someone into a vacant position (in the case of single incumbent position). d) Job Title will be defaulted from the chosen Position. In the event if you have picked the wrong position, you have to delete the Job Title before you could pick a different position, as Position Name & Job Title go hand in hand. e) Timecard Approver You may click on the Quick Select Icon ( ) to select the record you want. Alternatively, you may also click in the Select Radio Button ( ) then click on the Select button ( ) to pick the desired record.

f) No

Select Timecard Required Yes if hiring for a waged position else select

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project 2. Scroll down to enter more details.

All REQUIRED fields

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Note: a) People Group comprises of Job Code and Salary Distribution Code. Please select values relevant to job. An example for a staff position could be Job Code S and Salary Distribution Code 12x12. There are various Job Codes and Salary Distribution Codes for faculty position. Make sure you review these codes carefully and select accordingly as these codes determined how employees are paid. Example of a faculty position could be Job Code F and Salary Distribution code of 9x9. A Job Code and Position Series list will be provided to you as a guide to help you populate these fields as accurately as possible. b) Click on the flash light by the New Hire Primary Acct Manager to search for your Account Manager. Always search by Description using the % for wild card search. Once Description is selected, the system displays list of Employee Names for you to choose from instead of Employee IDs. Please make sure you enter the correct Account Manager; keep in mind that this field will determine supervisory chain and the approval flow for your New Hire Request.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

999999999

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project After completing the Assignment form, select NEXT to proceed to the next form, New Hire: Pay Rate.

All REQUIRED fields

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Note: a) FTE and Headcount will be validated by the system against information entered in Position Control and will display a message if an error is encountered. b) Transfer A very important field. This tells Office of Human Resources to end this transfer employees prior assignment. If N, OHR will not know to take this extra step and employee will receive pay from prior & the new assignments.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Hire: Pay Rate 1. Enter the proposed pay rate details In the Hire: Pay Rate form. Select NEXT after entering the required information to go to the next form, the New Hire: Extra Information form

REQUIRED fields

Note: a) Column heading should reflect UTPA Regular Salary or UTPA Hourly depending on the type of position. b) When monthly amount is entered for Regular Salary, the Annual Equivalent amount will be calculated automatically. c) For Direct Waged employees, enter the hourly rate in the UTPA Hourly column for the Annual Equivalent amount to be calculated. d) For Work-study employees, rate will be automatically populated by the system based on number of hours employee student has worked before. Please make sure you re-enter the rate provided by the system in the UTPA Hourly field in order for the Annual Equivalent to be calculated.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project e) Please review the Grade Range, Funding (percentage and account) and Full Time Equivalent (FTE) information provided in the comments section. f) Make sure the Fiscal Year and the Actual Annual Salary amount are entered in the form. g) The grade range, grade mid point and FLSA status is shown. Please note that in the case of pooled positions, Grade Range will be very wide as we have many positions in a pooled position. h) If salary proposed is greater than the Grade Range of the position, an error will be displayed in the form and will ask to re-enter the salary.

i) For Faculty or Executive positions, there will be no grade range limitation. A warning message will appear but will let you continue with the process.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Hire: Extra Information 1. Enter the prospective employees required information in the Hire: Extra Information form. Scroll down to see the rest of the EITs.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project Note: a) All new employees are required to enter UTPA Employee Info and UTPA New Hire Info.

Please make sure Background Check has been performed and indeed it has been approved prior to submitting your New Hire Request; otherwise, request will be REJECTED.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

2. Once updated, information is displayed as follow.

b) If new employee is a Faculty, the Academic Rank Details, Tenure Status Details, UTPA CBM Info and UTPA Faculty Release must be filled up.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project New Hire: Change Supervisor Enter the supervisor and subordinate (if applicable) of the prospective employee in the New Hire: Change Supervisor form. Then select NEXT to proceed to the next form, New Hire: Review.

Note: a) Supervisor is an important field. The New Hire and Position Requisition processes are using this field for the approver chain. b) If new employee is a supervisor, you can enter employees who will be reporting to him/her in the New Subordinate field. Click on the Add Another Row button to add more subordinate records. Upon final approval of this new hire request, all employees you have entered here as his/her subordinates, their assignment records will be updated with the new hires name as their supervisors automatically.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

New Hire: Review 1. The New Hire: Review form displays all the information you have entered in the prior forms. Review details of the prospective employee carefully, and then select Submit to finalize the initial process of New Hire. Once submitted, the predefined New Hire Workflow Process will submit your request to the appropriate approver based on Delegation of Authority, depending on various conditions.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project 2. Scroll down to review the rest of the details.

99999999

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project 3. Pay special attention to approver list provided at the bottom of the page. It lists various parties that your request will be routed to for approval. It is recommended that you print and save the New Hire Request for your own records.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project 4. After reviewing and verifying that the information entered is accurate, the initiator is ready to click on the Submit button for approval.

Note: a) You may choose to attach any supporting document(s) under the Additional Information section by clicking on the Add button. b) The approvers chain is displayed at the bottom of the New Hire: Review form. c) Upon final approval from the Office of Human Resources, either of the two process could take place: An employee record is created in the Oracle HRMS using information provided in this New Hire Process and FYI Notifications will be sent out to various departments to facilitate any preparation tasks prior to new employees arrival. If employee record already exists in the Oracle HRMS, the New Hire Request will be sent to Duplicate SSN Group where OHR will review current employee record, manually make necessary update, and create his/her new assignment. d) You may also include any comments or extra information you think is helpful for the subsequent approver(s) for their decision making in the Comments to Approver box.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Workflow Notifications
Approval Notifications After the New Hire Request has been submitted each approver will get a notification for approval of the proposed new hire. The initiator will also receive a notification after each approver has approved so he/she knows exactly where in the approver chain the request is pending. Assumptions An online New Hire Request has been initiated You are one of the approvers in the approver chain. Timeout Period The New Hire process is configured to have a timeout period of 3 days. That means each approver has up to 3 days to approve a request. This is so that if an approver received a request for approval on Friday, he/she still has time to follow-up on Monday. Once an approval request is timed out, the request is assumed rejected and will have to be recreated and rerouted through the entire process/approval.

1. 2.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Navigation Path 1. Log onto Oracle HRMS 2. Click on the UTPA Employee Self-Service Responsibility 3. On the UTPA Employee Self-Service menu select Notifications 4. The same navigation path can be used for both Initiator and/or Approver.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project Click on the subject line of the notification which you wish to view

5. The approver has the following options after reviewing the proposed new hire details: a) Approve - to route the request to the next approver for approval b) Reassign - to delegate your approval to someone else for action. c) Request for Information - to request for more information. d) Reject - to stop the New Hire process and a notification of rejection would be sent to the initiator. Subsequently, no further action can be performed on this request except to create another one.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

99999999

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Notice that the Action History of the New Hire: Review form lists all prior approvers and the initiators name who submitted the New Hire Request.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Final Approvers Notification After the New Hire Request has been approved by all prior approvers, the notification of the proposed New Hire is sent to HR for review and final approval. After performing the final review and verification that the information has been correctly entered, the Office of Human Resources will click on the Approve button. Upon final approval, an employee record will be created into Oracle HRMS along with their respective assignment information. The Office of Human Resources will not approve the New Hire Request unless all information required was provided and employee has provided the following documents: 1. A copy of employees social security card (to ensure payroll and W-2 information is correct) 2. W-4 3. I-9 New Hire Request and all required HR documents received on and before the 10th of every month will ensure proper payroll processing. Any request/document(s) received after the 10th may cause a delay in processing payroll for the month. Upon final approval, a FYI notification (sample attached below) will be sent to the initiator and account manager informing them as such.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

FYI Notifications Upon final approval from the Office of Human Resources, different departments and individuals will receive an FYI Notification of the New Hire (example is provided below). The initiator, Account Manager, Supervisors, ASO (if applicable), IT, Grants (if applicable), Budget, Records, and Waged Records (if applicable) will receive these notifications.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Saved for Later Inbox

This function enables you to save your New Hire Request at any point in the process in order to continue with it later. 1. In the UTPA New Hire Self-Service Responsibility or the UTPA Employee SelfService Responsibility, select Saved for Later Inbox in order to view all the awaiting actions for your attention.

2. Click on the Update icon (

) in order to continue with your New Hire Request.

3. On the Hire: Effective Date Options form, you may change the Effective Start Date of the New Hire and click Continue to proceed to the next form. Page 33 of 36

University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

4. Please ignore the warning message and click the Yes button in order to open your saved request. Your previous transaction will open and you will be able to continue with the process of the New Hire.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project

Frequently Asked Questions

Q1. Is the application fields/ values case sensitive? A1. Login is not case sensitive. Other information on the New Hire forms need to be entered in mixed cases and please DO NOT Use punctuations (e.g. 123 Hollywood Boulevard) because we use punctuation for state and/or UT-System Interfaces as delimiter and punctuation in data entered will create problems for our interfaces. Q2. Will I be able to tell where in the approver chain my New Hire Request is? A2. Yes. Every time an approver approved your request, a notification will be sent to the initiator. It has the proposed new hire name as well as the approver name. If you compare that to your New Hire: Review printout, you will know exactly where in the approver chain your request is at. Upon final approval, the initiator and the account manager will receive a different notification informing them that the request has been approved. Q3. What happens if the funding information displayed is different than what Im expecting? A3. Stop the New Hire process by clicking on the Save for Later button. Inform the Budget Office. You should be provided a different position number. Q4. Why I am not able to see some of the features my colleague can view? A4. Oracle E-Business Suite is tailored for every individuals use. The permissions are categorized based on your job-responsibility. Q5. What if I dont have the new hires social security number? A5. Social security number is a required field. Upon hiring, you should be able to call the employee or the Employment Office for his/her social security number. Q6. What happens if I dont know if the new hire is a citizen or not? A6. Call the new hire and ask, as this has implication on how employee is taxed. Incorrect information provided will result in rejection of the new hire request and delay of his/her paycheck. Q7. What do I do if the employee does not have a local physical address yet? A7. A home address is required by Oracle HRMS before an assignment can be created. This address determines what health plan employee is eligible for. You may enter an out-of-state address for the time being but be sure to request the new hire to update his home address after he/she is physically here in the Valley.

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University of Texas Pan American Oracle HRMS Implementation New Hire Plus Project Q8. What Impact address change will have on benefits? A8. If the zip code (postal code) changes employees eligibility and makes them ineligible for their existing health plan, their coverage will terminate on the effective date of the home address change. Q9. What is Review and Confirm? A9. The Review and Confirm module shows details of transactions that a user has updated or details about pending transactions that require approval. The user can review the information displayed to ensure that all the details are correct before the changes are finally submitted to the database. If necessary, the user can return to the previous screen to change incorrect information. Q10. What is Save for Later? A10. The Save for Later enables a user to interrupt a transaction before the data is submitted. The transaction is stored in the system, so that the user can complete the transaction at a later time. The functionality also applies in the case of a log-in timeout or system failure. Q11. Who do I call if I have questions/comments about New Hire Request? A11. In order to document your request(s) and track them, please send your questions/comments to [email protected]. Q12. Why if an account manager initiates a new hire request, he/she has to approve the request? A12. The account manager has to enter his/her own name in the New Hire Acct Manager field so the system could determine proper approval flow; however, workflow will not require him/her for approval but will skip to the next approver.

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