Peak Hiring Season Reminders
We all get busy this time of year and there are some simple steps you can take to help your new employees have a smooth hiring process. Wouldn’t it be wonderful to have your new employees have access to email and systems and be able to get a parking pass and ID on their first day of work? How about access to timesheets and leave reports? It is possible!
You can have your new hires complete their New Hire Checklist in UKG up to 90 days in advance of their first day of work if they have accepted the job offer. Here are some reminders for a smooth new hire transition.
- If the person is a current or recent employee, a New Hire Checklist may not be needed. Students and temporary employees may have a break in service of no more than six (6) months. Staff and faculty may have a beak of no more than thirty (30) days. Please check NBIJLST in Banner for employment history using a query date of more than six months previous. If a new hire packet is not required, use an Electronic Personnel Action Form (EPAF) type other than New Hire.
- Please monitor your queues in UKG to ensure that employees are completing the checklist in a timely manner.
- If the checklist and the EPAF are processed early, the employee can get an ID made, have email and system access and get a parking permit on the first day of work. More importantly, they will be paid on time. You are setting the tone for a positive work experience by making this process easy for your new team member.
- International students should continue to contact the ISS office at 405.744.5459. International students who are returning to work and need to renew their work permit can now do so online. If you need further assistance, please contact ISS at 405.744.5459.
- Please note that if the department head has not approved the EPAF, Newhire cannot process the checklist.
- If you are RESUBMITTING a new hire EPAF already approved by New Hire and then subsequently rejected, please note in the comments and email newhire@okstate.edu. It will allow us to expedite the re-approval of that EPAF.
- Please monitor your own EPAF queues— The system does not notify you if an approver leaves a comment on an EPAF, so check frequently to ensure there is no delay. If an EPAF is delayed at a particular approval level, prompt the approver or proxy to move it along. Some departments have many approvers and all of the required approvals must take place before the employee is on the system. Encourage approvers to check their queues often and to set up proxies for when they are unavailable.
Questions?