HIRING PROCESS - Faculty Equivalent

Budgeted positions at 4.5 months or longer (at least 50% effort)

A list of titles can be viewed here:Hiring Certificate Requestunder Forms/Hiring

Employee Name: / Employee UIN: / Employee Email Address: / PIN:
Hire Date: / Title: / Title Code: / FTE Rate(Hourly/Monthly): / Source of Funding(Account/Project):
Date Completed / STEP / Date Completed / STEP
Step 1-Position Description / Step 11-Form I-9 & E-Verify
Step 2-Applicant Documentation
(Includes Degree Verification if applicable) / Step 12-iBenefits
Step 3-Determine if individual is an Active EmployeeCheck Canopy to see if individual is in the system and working / Step 13-Glacier- Foreign Nationals Only
Step 4-Security Background Check Confidential Release Form &DPS Verification Form / Step 14-Refer Employee to Orientation & In-Processing
Step 5-Salary Approval / Step 15-EPA (Employee Payroll Action)
Step 6-Hiring Certificate / Step 16-Submit Hiring Packet
Step 7-Offer of Employment / Step 17 – Shred Original Hiring Packet
(when confirmed employee is on payroll)
Step 8-Dual Employment-for employees currently employed with any TAMUS member(s) / Step 18-TimeTraq
(for employees to be paid biweekly only)
Step 9-Check-In with IFSS Foreign Nationals Only / Step 19-LeaveTraq
Step 10-UIN Manager / Step 20-Position Description and Personnel File
Notes:

STEP 1: Position Description

  1. Determine if a vacant PIN is available.
  1. If a vacant PIN is available review Position Description-update duties/responsibilities as necessary in EPIKby submitting a request. Refer toprocess steps on How to Process Position Requests and PD updates in EPIK.
  1. If a vacant PIN is NOT available, a “new position” will need to be created in EPIK. Access the process steps at Engineering Human Resources Classification and Compensation and click on How to Process Position Requests and PD updates in EPIKunder Processes and Guides.

A)After creating a new PIN complete the PIN Assignment in EPIK. Steps for process are at: Engineering HR Classification and Compensation and click on PIN Assignment under Processes and Guides.

NOTE: If this is a “new” position the salary approval and “new” position request may be submitted as one EPIK request by using the “Create New Position” option.

As a reminder, Faculty Equivalent positions do not require posting in the online employment system. If the hiring division chooses to post the position, follow the hiring process guide for Budgeted Staff.

STEP 2: Applicant Documentation

  1. A completed employment application(under Hiring) or current resume/vita is required.
  1. Verification of a degree or license is required of the final candidate in the case where the position title requires a degree or license or if the candidate indicates having received a degree or license as a means to qualify for the position.

A)In the case where the applicant has an advanced degree (Master's or Ph.D.) from a U.S. based institution, the highest level degree will be verified.

  1. Verifying International Degrees—It is the responsibility of the department/division to verify international/foreign degrees. This may be accomplished by asking the potential employee/incumbent for a certified transcript, diploma, or letter from the institution.
  1. The completed Degree Verification Form(under Hiring) is to be uploaded to the secure A&M Engineering Onboarding SharePoint site . The scanned file should be named with the individual’s Last name, First name.

A)Users should use as their username (replace NetID with your CIS NetID) and your NetID password. Note- logging in with accounts @tees.tamus.edu, @pe.tamu.edu, etc. will not work. For assistance with your NetID, go to or contact

B)To upload a PDF file:

  • Click on the “Add document” link under the Degree Verifications document library.
  • Choose “Browse” and access the PDF file. Then click “Open”, then click “Ok”.
  • Your document should be uploaded to the Shared Degree Verifications document library.

C)You will only be able to view the documents you have uploaded to the library.

D)For further assistance on uploading degree verification documents, go to and click on “Submission Instructions”.

STEP 3: Determine if individual is an Active Employee

  1. Determine if the prospective employee is currently working on campus and in which department/division.
  2. Login to Canopy to confirm.
  3. If individual is currently employed (“active” status), you will need to determine if he/she is employed within the COE/TEES.

A)If not employed within the COE/TEES, then you will need to proceed to Step 5 as he/she will be considered a “new hire” to your department/division.

B)Ifactively employed within the COE/TEES, proceed to Step 5.

  1. If the employee will be dual employed then you will not have to complete a background check. The EPA(submitted as a “rehire”) will need to include a statement that he/she will be dual employed and include the department/division and PIN of the “current” position.Proceed to Step 5.
  2. If the employee will not be dual employed you will need to work with the current department and proceed as a transfer to your department, if applicable (see NOTE below).

**Be sure that the employee has already contacted his/her current department regarding the “new” position with your department**

C)If not actively employed within the COE/TEES, then you will need to work with the current department to terminate the employee. **Be sure that the employee has already contacted his/her current department regarding the “new” position with your department**

You will need to proceed to Step 4. He/She will be considered a “new hire” to your department/division in regard to new hire paperwork.

NOTE: “Active” status for a biweekly employee means the employee has NOT missed more than 2 consecutive pay periods of not working (to determine no break in service).

STEP 4: Security Background Check—Confidential Release Form & DPS Verification Form

  1. Confidential Release Form and DPS VerificationForm must be completed by both the prospective employee and hiring division.
  2. An offer of employment may NOT be made until the results of the background check are completed.
  1. Scan the completed forms (Confidential Release and DPS) and upload to the secure A&M Engineering Onboarding SharePoint . The scanned file should be named with the prospective employee’sLast name, First name.

A)Users should use as their username (replace NetID with your CIS NetID) and your NetID password. Note- logging in with accounts @tees.tamus.edu, @pe.tamu.edu, etc. will not work. For assistance with your NetID, go to or contact

B)To upload a PDF file:

  • Click on the “Add document” link under the Background Checks document library.
  • Choose “Browse” and access the PDF file. Then click “Open”, then click “Ok”.
  • Your document should be uploaded to the Shared Background Checks document library.
  • You will only be able to view the documents you have uploaded to the library.
  1. An email will be sent to confirm the check has been processed and cleared for your verification.
  1. For further assistance on uploading background check documents, go to and click on “Submission Instructions”.
  1. Confidential Release Form and DPS Verification Form will need to be attached to the Orientation Hiring Packet, see Step 11.

STEP 5: Salary Approval

  1. If an applicant is being offered a salary greater than 10% above the beginning hiring rate a salary approval must be obtained and approved by Engineering Human Resources prior to an offer being extended.
  1. Title and rate information is available from the “Compensation” section of the Engineering HR website: Engineering Human Resources Classification and Compensation .

A)Click on How to Find Titles used by TEES/COE under Processes and Guides.

  1. “Hire above range” requests must be submitted via EPIK if position is a Budgeted PIN.

REMINDER – as discussed in Step 1, if the position is new, the request for new position and salary request may be submitted as one request in EPIK.

  1. For any research position that is funded by TAMU funds at any percentage, a Research Personnel Action (RPA) Form is required. Submit to Chantale Deuel . The RPA Form can be found at Engineering Human Resources Classification and Compensation under Additional Information “RPA Form”.

STEP 6: Hiring Certificate

  1. To obtain a hiring certificate submit the “Hiring Certificate Request” form (Engineering HR website under Forms/Hiring), with a current resume/vita or completed employment application (Engineering HR website under Forms/Hiring).
  1. Submit Hiring Certificate Request and resume or application to Chantale Deuel at MS 3467.
  1. Chantale will review and if applicable, will issue a Hiring Certificate.
  1. An offer of employment may NOT be made until the Hiring Certificate has been issued and the individual may NOT begin working. A verbal offer of employment may be extended. However,an official offer of employment should NOT be extended until a Hiring Certificate is issued, followed by a signed offer letter.

STEP 7: Offer of Employment

1.A written offer of employment may NOT be made until the results of the background check are complete, salary approvals obtained and approved, and the Hiring Certificate has been issued.

2.Once the Hiring Certificate is issued, an offer may be extended. See Sample Offer Letters TEES Administration/ Personnel/ Staffing Guide.

STEP 8: Dual Employment

Dual Employment occurs when a department/division wants to hire an individual into an “E” Workstation PIN who is currently employed within the Texas A&M University System.

To confirm if any an employee falls under dual employment:

  1. Search for employee in Canopy(by UIN or SSN)

Is employee “active” in Canopy?

  • No- Proceed to Step 9
  • Yes- Is employee currently employed with another COE/TEES department?
  • No- If current position(s) in non-Engineering workstation will continue, a dual employment situation is involved and the Dual Employment MOA(Engineering HR Forms page under Hiring) must be completed and signed by both hiring departments. Submit to Engineering HR. Proceed to Step 10.
  • Yes- Have they worked in the past month?
  • No- Have employee contact the department(s) to terminate his/her employment. Proceed to Step 11.
  • Yes- The EPA (submitted as a “rehire”) will need to include a statement that he/she will be dual employed and include the department/division and PIN of the “current” position. Dual Employment MOA (Engineering HR Forms page under Hiring) must be completed and signed by both hiring departments. Submit to Engineering Human Resources. (No orientation paperwork is needed.)

STEP 9: Check-In with IFSS(Foreign Nationalsonly)

  1. Prior to beginning employment, the foreign national must check in withInternational Faculty and Scholars Services (IFSS).
  1. Contact IFSS() if you have further questions regarding procedures/approvals of employment visas for foreign national employees.

STEP 10: UIN Manager

Refer to the UIN Manager Tutorial on the EPIK Portal under TEES Administration / Payroll / Forms / UIN Forms

  1. Canopy Check

A)Perform an EPA search in Canopy, using the employee’s UIN (or SSN) (searches for Position Results), to determine if an employee exists in Canopy.

  1. If employee already exists in Canopy, no other action is needed regarding the UIN set up, proceed to Step 11.
  2. If an employee does not exist in Canopy, you will need to proceed as follows:
  1. Individuals with Social Security Numbers–certification that employee has presented Social Security Card
  1. Login to Single Sign On .
  2. At the SSO Menu select UIN Manager.
  3. At the next screen, UIN Main, you will begin to input the employee’s bio information.

You should input the new employee’s information directly from the employee’s Social Security Card as well as the document employee provided which contains his/her date of birth.

  1. Under the Certification, you will select the first option certifying that you have seen the employee’s social security card.
  2. Click the Submit button - See B) in this step if you have any errors.
  3. If the next page is the Confirmation Page, assign the adloc and workstation (E) to create the Employee record in the BPP Payroll system, click add to BPPSee B) in this step if you have any errors.
  4. At the Final Page, you can click Return to Main.
  5. When you have finished with the UIN Manager, remember to logoff.
  1. Individuals without Social Security Numbers–certification that you are entering employee into the TAMUS Electronic I-9 system for document verification
  2. Login to Single Sign On.
  3. At the SSO Menu select UIN Manager.
  4. At the next screen, UIN Main, you will begin to input the employee’s bio information.

NOTE: For a foreign national, if you do not see the social security card, you will enter the name as it appears on the I-20.

  1. Under the Certification, you will select the second option that you are entering the employee in the TAMUS Electronic I-9 system for document verification.
  2. Click the Submit button See B) in this step if you have any errors.
  3. If the next page is the Confirmation Page, assign the adloc and workstation (E) to create the Employee record in the BPP Payroll system, click add to BPPSee B) in this step if you have any errors.
  4. At the Final Page, you can click Return to Main.
  5. When you have finished with the UIN Manager, remember to logoff.
  1. Individuals without a Social Security Number and needing a Temporary Social Security Number
  2. Complete the UIN Request form(under Hiring) The employee will need to sign at bottom of form.
  3. Upload UIN Request Form and document containing a date of birthto the secureA&M Engineering Onboarding SharePoint site at: .
  4. Engineering Payroll will email the department/division the Temporary ID and that the UIN has been set up in BPP.

B)Errors

  1. If you have any errors that produce a “Multiple Possible Match” message. Please verify these entries and resubmit to confirm the message.
  2. Misspelled Names
  3. Transposed Numbers
  4. Incorrect Birthdate Entered
  5. Error on Gender selection

C)For other error/concerns, please contact the Engineering Payroll Office at .

STEP 11: Form I-9 & E-Verify

Employment Eligibility Verification on Form I-9 & E-Verify

  1. Check Canopy to determine if individual is currently employed.

A)Perform an EPA search using the employee’s UIN (or SSN) (searches for Position Results)

B)If individual is not currently employed, proceed to #2 below.

C)If individual is currently employed, you will need to determine if he/she is employed within the COE/TEES

  1. If no, then a Form I-9 will be required, proceed to #2 below.
  2. If yes, then a Form I-9 will not be required.
  3. However, this will only apply if the individual’s work authorization is valid (as determined in Step 5) and he/she has been actively employed. You must contact the individual’s “current” department to determine whether or not the employee has been actively working.
  4. If the individual has not worked during the previous month, then he/she will NOT be considered actively employed and will need a new Form I-9. The “current” department will need to process a termination EPA and you will process as a rehire.
  5. Be sure to ask the individual if he/she has had any changes in status since his/her initial hire. If yes, you may need to reverify his/her work authorization.

For example, if the employee graduated from an MS program and he/she will enter into a PhD program, an updated Form I-9 will be required since his/her current work authorization will have expired on the date of graduation.

  1. Employee must complete Section 1 by Close of Business on the 1st Day of Work for Pay.

NOTE: Completion of Sections 1 and 2 of the Form I-9 prior to an employee’s start date may only be done when an offer has been extended and accepted (i.e. the background check must be cleared prior to completion of the I-9, since an offer may NOT be extended until clearance of a background check has been obtained).

  1. Employer must complete Section 2 within 3 business days from employee’s 1st Day of Work. (For example, if employee begins work on Monday, you must complete Section 2 by Thursday.)
  2. Employer is responsible for ensuring both Section 1 and Section 2 are completed correctly and timely.

I9 assistance and training materials available at:Form I-9 and E-Verify

  1. Guardian Electronic I-9

A)SEE STEP 10—The electronic I-9 system will require that a UIN be entered when creating a new employee. The employee’s UIN must be set up through the UIN Manger process or with Engineering Payroll before an I-9 can be initiated. This will be applicable to on-site and remote login completion of the Form I-9. If UIN set up has not been completed, STOP and go to Step 10.

B)When UIN set up has completed, login to SSO (sso.tamus.edu)

  1. At the SSO Menu, select Guardian Electronic I-9.
  2. Create a new electronic I-9 form (New Employee / New I-9).
  3. Employee completes Section 1 of the I-9 onsite.
  4. Employee provides original documents to employer.
  5. Employee turns over the computer to the employer so that Section 2 can be completed.
  6. Once you have reviewed Sections 1 and 2 click the green Marked Completed button.
  7. Engineering HR will perform their review and the individual’s I-9 will no longer appear in your To-D0 List (if an individual will remain on the To-Do List no further action is needed on your part).

C)You may also request a remote login. This will be used in the event an individual needs to complete Section 1 prior to their arrival and hire date. Reminder UIN set up must have been completed.

  1. Employer will send an email to Engineering HR at requesting the employee be set up in the Guardian I-9 system. The email should contain the following new employee information:

First and last name UIN Hire Date Email Address

  1. Engineering HR will send an email to the employee requesting that he/she complete Section 1 of the Form I-9.
  2. Once the employee completes Section 1, the employer will be notified by email and the employee’s I-9 will appear in the employer’s “To Do” list in the Guardian System.
  3. Employee must bring his/her original documents to the employer’s office within 3 days of hire date.
  4. Employer completes Section 2 of the electronic I-9 within 3 days of the employee’s hire date.
  5. Engineering HR will perform their review and the individual’s I-9 will no longer appear in your To-D0 List (if an individual will remain on the To-Do List no further action is needed on your part).
  1. Engineering HR initiates E-Verify Query on employee within 3 Federal Business Days of Hire.
  2. Employee will not be placed on Payroll until a Form I-9 has been completed and approved.
  3. For questions regarding the Form I-9, please contact Engineering HR at or 458-7699.

STEP 12: iBenefits