This information is intended to help USA Staffing customers understand the recent changes to the new hire area, which was updated to support the federal hiring freeze enacted as part of Executive Order 14356.
New Hire Confirmation Modal
When a New Hire record is created, HR and Onboarding users will be presented with this Confirmation message, which contains seven options that align to reasons for accessing the new hire record. This modal will display the first time an HR or onboarding user accesses a new hire record and will continue to pop up until a user selects and confirms their selection. Once confirmed, the selection cannot be changed.
If the user presented with the confirmation modal is unable to select the appropriate reason or is unsure what to select, they should click ‘I cannot confirm,’ and the record will be closed. The next user to open the new hire record will again be presented with the modal and given a chance to confirm.
The selection is available through reporting.
There are some exempted organizations and positions, which are managed by OPM’s Office of the Director. If you do not automatically see the confirmation for a new hire, it’s because you are part of an exempt organization or hiring for an exempt position. No action is needed if you do not see it automatically.
- Options 1 through 7 in the confirmation modal will add the new hire to a queue for approval. After confirming one of these options, the user will see a message indicating the request has been submitted and is pending approval.
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While the record is pending an approval decision:
- Only custom notifications are available to be sent; job offer notifications templates are not available;
- HR and onboarding users may access the new hire record to prepare it for quick action once a decision is made. For example, they may:
- upload documents
- add workflows and tasks
- answer questionnaires
- modify selection on the overview tab
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Options 8 and 9 permanently disable offer letters for the New Hire. When option 8 or 9 is selected:
- The user will be presented with an orange warning banner indicating “You have selected an option that will permanently restrict all users from sending any type of offer to this new hire”.
- Once confirmed, these cannot be changed.
- New hire records will not transfer to the queue for approval.
- If selected in error, cancel the record, create a new one, and submit it for approval using the correct confirmation reason.
- Re-auditing the new hire from the same certificate using a different request number will re-open the same new hire record previously cancelled and will not generate the confirmation modal.
Approval Process
If a new hire record is approved, the HR/Onboarding Specialist who clicked confirmation in the access modal will receive an email confirming the approval decision, the job offer notification template types (i.e., tentative, official, invitation) will be reactivated within the record.
If a new hire record is disapproved, the HR/Onboarding Specialist who clicked confirmation in the access modal will receive an email confirming the disapproval decision, and all users will be denied access to the record.
The date that the new hire record is approved or disapproved is available through reporting. Agencies wishing to incorporate this into their time to hire metrics can learn more from the March 19 Reporting and Analytics Release Notes.