How can I create a New Hire record?
There are two ways New Hire records can be created. A New Hire record is created when HR Users audit a certificate and designate an applicant with the Audit Code ‘Selected,’ the Return Status as ‘Hired’ or 'Vetting’ and select an option for the remaining audit fields (Customer, Request Number [only required when Return Status is ‘Hired’], Location, Workflow, Position Description Number, and Series). Onboarding features can also be used for new hires not selected from a certificate (i.e., if a candidate was selected using a hiring authority outside of USA Staffing). In these cases, HR Users can manually create a New Hire record to onboard an individual using the Onboard New Hire request type.
Why would I use the Return Status of ‘Vetting’ when auditing an applicant on a certificate?
This status allows agencies to begin the onboarding process for applicants who are tentatively selected but must go through a vetting process before a formal offer can be extended. New Hire records can be created en masse for those in a vetting status and do not require a linked request number in the audit for the record to be created. However, at the point of sending a final/official job offer and complete the New Hire record, a request must be tied to the new hire record.
If a New Hire does not come on board, how do I delete or cancel a New Hire record?
New Hires cannot be deleted from the system. New Hires may only be cancelled if the New Hire has not entered on duty, as indicated by completion of the ‘Verify New Hire Arrived for First Day of Duty’ task. If the New Hire was created via an Onboarding New Hire request type, the HR User can change the Status drop-down field on the New Hire record from ‘Active’ to ‘Cancelled’. HR Users are restricted from manually cancelling a New Hire record that was created from a certificate. HR Users must update the certificate audit to reflect that the person is no longer ‘Selected’ and ‘Hired.’ Doing so will automatically cancel the related New Hire record.
Can I view the New Hire’s live questionnaire?
Yes. New Hires may contact you to troubleshoot questions about their questionnaire. Users can view the questionnaire as the New Hire completes information by navigating to the Questionnaires tab, selecting into any questionnaire, and opening the chevrons. HR Users will have read-only access to questions that have been designated as editable only by the New Hire.
Can I send custom notifications to the New Hire?
Yes. Office Administrators and/or HR Users with the appropriate permissions can customize, add attachments, and copy notification templates. HR and Onboarding Users can send notifications to New Hires based on the customizable notification templates. HR and Onboarding Users may then edit the notification, attach more/remove documents as necessary, and save a draft of the notification before sending the notification to the New Hire. HR Users can also send various types of new hire notifications en masse from the certificate to a group of new hires at one time.
What if I do not know the New Hire’s EOD date?
The projected EOD date can be entered and modified at any point in the process. The completion date of the Verify New Hire Arrived for First Day of Duty task serves as the actual EOD in the time to hire model.
What happens if I complete the ‘Verify New Hire Arrived for First Day of Duty’ task prematurely or by mistake?
The Verify New Hire Arrived for First Day of Duty task should be completed the day a new hire shows up for their first day of work and someone has physically verified their presence. To ensure data integrity, if the task is completely prematurely, it can only be modified to a date on or prior to the current system date by an Onboarding or HR user. If the New Hire is still scheduled to come on board later, the HR User can update the Completion Date of this task on the day the new hire arrives on duty. This can be done from the Assignments > Manage Tasks tab of the New Hire record. Updating the completion date of this task will also update the New Hire’s Actual EOD Date/Start Date, as displayed on the Overview tab in the record.
In cases where an agency user mistakenly verified a new hire arrived when the new hire did not report for the first day of duty or is no longer coming on board (i.e., declined the position), Office Administrators have permissions to reset the Verify New Hire Arrived for their First day of Duty task.
If the New Hire’s EOD date changes during onboarding, will the 90-day clock start over for transmitting forms and documents to eOPF?
Yes. The system automatically calculates the due dates for the “Transmit Forms to eOPF” and “Transmit Documents to eOPF” tasks for 90 days after the actual EOD date, which is determined by the completion date of the ‘Verify New Hire Arrived for First Day of Duty’ task. If the completion date later changes, the system will recalculate the due dates for the “Transmit Forms to eOPF” and “Transmit Documents to eOPF” tasks to 90 days after the new date.