Processing online hires in MSS

Task / Responsible Party / Process
Step 1 / Advertise position in Job X & select candidate / Process same as before
Step 2 / Notification of hiring candidate / Formto give initiator - Information for Hire Request in MSS:
  • Get students preferred email address
  • Ask if student has worked on campus or NDUS previously
  • Give employee the correct Welcome Letter (Hire or Rehire)
  • Give employee mini paper packet or benefit forms
  • Show student list of acceptable documents- Choose one from list A or one from B and C together (originals only no photocopies)
  • If ID’s are available complete paper I-9at E-verify site or Payroll (can start working as soon as completed)

Step 3 / Background Check / Process same as before
  • Check with HR to see if you need a CHBC
  • make sure HR has told you it is Passed

Step 4 / Job-X / Process same as before
  • Student should be registered for classes

Step 5 / Inquire w/Payroll if student is currently active / Process similar as before
  • Email Anita in Payroll () to check if new I-9 is needed.
Make sure ALL employees are watching for emails, even current active employees, because if they should term during the time of being hired on a new position, they may get the email to complete the Activity Guide
Step 6 / Enter hire in MSS (after receiving green sheet or email from Anita) / New process:
  • E-Verify sites complete the I-9 on paper or send employee to Payroll to complete
  • When completed or have received a green sheet enter Hire in MSS
  • Enter pos #, complete required boxes under ‘New Hire Request’
  • Add Dept Approver if necessary
  • Finish form and submit
  • Remind employee about the Personal Data email and have them complete immediately (onlynew employees to UND will receive this email)
  • Employee can start working after I-9 is complete
  • Remind them they will need Direct Deposit information to complete the Activity Guide

Step 8 / Approval of hire / HR/Payroll / Overnight batch process which generates Email 2 to student (only new hires and those returning to UND after a break in service will receive this email, active employees don’t receive any)
Step 9 / Department Follows up with employee on paperwork / New process for onboarding:
  • Department must follow-up with employee to make sure all required steps have been done
  • Step 1 – Create a NDUS Account (Students have already done this)
  • Step 2 – Complete the Activity Guide (Employees will still be asked to fill out Section 1 in the Activity Guide, but we will not enter Section 2 online.)
  • Step 3 – Complete online training
  • If employee completes these at home, have them print the Welcome and Instructions page after completing the Activity Guide and bring it to you
  • Completes paper packet if not done already

Step 10 / E-Verification / Department if
E-verify Site or Payroll / Follow the current paper process:
  • E-Verify site or Payroll completes Section 2 of paper I-9.
  • I-9 is entered into E-Verify
  • Prints case #
  • Enters case # in PSunder I-9 Extension/E-Verify
  • Make copy of photo ID
  • Start date and Hire date in Job Data should match
  • Send I-9, case verification sheet and copy of photo ID to Payroll immediately