Category: Hire an Employee

Overview

Staff are managed through the Position Management Staffing Model. This means a position must be created and job requisition opened prior to submitting the hire transaction.

Roles & Approval Chain

The Hire transaction is initiated by the HR Analyst. The transaction may route to the Compensation Partner for specific scenarios. For review and approval it routes to the HR Partner and then the Finance Executive. 

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

PREHIRE

Before initiating the transaction complete the following steps:

1. Check PeopleSync to see if the employee already exists in the system. 

• Enter the N# or NetID in the Search field. Enter.
• Click on the search category All of Workday on the left side menu.

Note: If you find that the employee has an active record in PeopleSync, stop and review these steps.

2. Make sure the employee has an N# and NetID assigned.

• If the employee is new to NYU complete the IT Onboarding Form to request these IDs. Refer to the NYU Netid page for more information.

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Initiate hire and applicant record (HR AnalysT)

1. Enter the name or ID of the supervisory organization (sup org) in the Search bar. This should be the sup org containing the vacant position. 
2. Select the supervisory organization.
3. Click Actions > Hire > Hire Employee 
4. Select Existing Applicant. Find the employee  by using either method:
   • Type in the employee’s name
   • Click the menu icon in the field and select the employee from Applicants for this Position.
   • Click OK.
   • Move on to the Personal Information and IDs section below.
5. If you cannot find the applicant’s name, select Create New Applicant. Click OK.
6. On the next page complete the following fields:
   • Enter the First Name and Last Name.
   • Click the Contact Information tab. One form of contact information is required. 
   • It is recommended that you enter in the Work email. Click Add in this section. Enter in the email address. Use the format netid@nyu.edu. Select Work in the Type field.
7. Click OK.

HIRE Employee

1. Enter the Hire Date or click the calendar icon to select a date.
2. Click the menu icon in the Reason field. Select Hire Employee to view a list of reasons. You will typically select Hire Employee > New Hire. If the employee formerly worked at NYU and is currently terminated, select Hire > Rehire.
3. Type in the position # in the Position field or click the menu icon and select the position. If you are unable to find the position review this article. The following fields will prepopulate:
   • Job Requisition
   • Employee Type 
   • Job Profile
   • Time Type 
   • Location This defaults to Washington Square or Brooklyn
   • Pay Rate Type This defaults to Hourly.
4.  Enter in the Work Space or click the menu icon and select a Work Space by building, floor or room.
5. Click the arrow next to Additional Information to display more fields.
   • The Job and Business Title populate to match the job profile. Modify this if needed.
   • Scheduled Weekly Hours will default based on the Union:
     • For Local 153, Local 3882 Full Time is 35 hours.
     • For Local 1, Local 30, and Local 810 Full Time is 40 hours.
     • If the employee is Part Time modify this field.
   • Review the Default Hours and Scheduled Hours field. This will default to 35 for WSQ. Please remember to modify these hours accordingly:
     • For Local 153, Local 3882 Full Time is 35 hours.
     • For Local 1, Local 30, and Local 810 Full Time is 40 hours.
     • Do not modify these fields.
   • Enter in the Work Shift. Do not enter None or a Work Shift starting in “ELP”. For example a common Local 3882 Work Shift is M-F_9AM_5PM_1_HR_MEAL_BREAK (United States of America).
   • If the employee is Fixed Term enter the End Employment Date.
   • You do not need to complete the following fields: Additional Job Classifications, Company Insider Types, Worker’s Compensation Code Override, Benefits or Company Service Dates.
6. Complete the comment field if needed.
7. Do not attach a document.
8. Click Submit.
   • You may see an alert, “The Job Profile, Business and Job Titles all match. If this is not correct please update the Business Title before submitting.” If needed, edit the titles. If not, select Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Change Personal Information”. Click Open.

change personal Information

1. Click Open.
2. On the this page complete the following fields. Click the pencil icon to edit and the check mark icon to save. (*Denotes a required field for WSQ employees).
   • Legal Sex*
   • Date of Birth*
   • Ethnicity*
   • Citizenship
3. Click Submit.
4. On the next page click Open.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Edit IDs”. Click Open.

EDIT IDs

1. For U.S. Citizens under the Proposed IDs section, click the + to add in a new row.
   • Type United States in the Country field.
   • Click the menu icon in the National ID Type field and select Social Security Number (SSN).
   • Enter the number in the Add/Edit ID field.
2. For additional guidance refer to the Manage National and Goverment IDs and Manage Passport and VISA Information tip sheets.
3. Click Approve.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Change Organizational Assignments”. Click Open.

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change organization assignments

Organization Assignments contain every organization an employee or position is associated with, and default based on the supervisory organization of the position. The org. assignments contain the chartfield, as well as additional information such as Company, Check Location, Time Sheet Approver (TSA), Time Off Approver (TOA), Compensation Type, FERPA status, etc.

1. Click Open.
2. Review the following fields and make changes as needed:
   • Cost Center
   • Business Unit
   • Program
   • Fund
   • Project
   • Account 
   • Compensation Type This is Regular.
   • Time Sheet Approver and Time Off Approver. Complete TSA or TOA field if someone other than the manager of the sup org will be approving.  Refer to the Change Organization Assignments tip sheet for more information.
3. Refer to the Change Organization Assignments tip sheet for more information.
4. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Propose Compensation Hire”. Click Open. 

Propose compensation

Many of the fields in Propose Compensation are prepopulated and do not need to be modified. For an overview of all of the fields on this page refer to the Propose Compensation tip sheet.

Note on Minimum Hourly Rates. The Union contracts include a list of minimum rates by year. When you submit the transaction PeopleSync checks to make sure the Hourly Rate entered is at or above the minimum.

1. Click Open.
2. Review the Hourly section based on the employee population:
   • Assignment Details This is the hourly
   • Plan Name This is NYU Hourly
   • Effective Date This is the Hire Date
3. To modify click anywhere in the Hourly section or click the pencil icon.
   • • Edit the Amount field.
     • For all Union employees enter in an hourly rate with three decimal places. For example, $28.456
     • Click the Check icon to save.
4. Click Submit.
5. The salary page routes to the Compensation Partner for review if the employee category is in the job family, NYU – Non-Exempt / Non Union or the job family is NYU-Union and the proposed salary is above the contract minimum.

Note: Assign Pay Group is next and is an automated step. The system will assign the employee to the Biweekly or Weekly pay group. For more information refer to the How Pay Group is Assigned and Pay Group Selection Guidelines.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Assign Costing Allocation”. Click Open. (Note: See step 5 above. The pop up may indicate that the salary has routed to the Compensation Partner. Once the Compensation Partner has approved, you will find the next step below in your PeopleSync InBox.)

assign costing allocation

1. Select Worker and Position in the Costing Allocation Level field.
2. If the salary will be charged to the Default Costing Allocation click Submit.
3. If the salary will be charged to more than one chartfield and/or for specific time periods click Add.
   • Enter in the Start and End Date.
   • Enter the chartfield in the Worktags section
   • Review and, if needed, edit the Distribution Percent.
   • Click the plus sign to add more rows.
4. For additional guidance refer to Assigning Costing Allocations tip sheet.
5. Click Submit.
   • Note: If you added in a row but did not complete the fields you cannot submit the transaction. To delete the row click Remove.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Assign Work Schedule”. Click Open.

assign work schedule

1. Select a Work Schedule referring to the work schedule tip sheet. (For example, For FT, 35 hours per week a typical schedule is: MTWRF 9 AM – 5 PM w/ 1 hour lunch. For FT, 40 hours per week, a typical schedule is MTWRF 9 AM – 6 PM w/ 1 hour lunch.)
2. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: HR Partner, Consolidated Approval by HR.

1. The transaction routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, refer to How to Approve a Transaction tip sheet.

post hire

onboarding Tasks

Once the Hire transaction is completed and the N# has updated in the employee record, the Onboarding Tasks are automatically sent to the new hire’s PeopleSync InBox. (Onboarding tasks include: Completing the I-9, Setting up payment elections, updating contact information, review & acknowledgement of various policies, etc.)

Timesheet

Staff complete timesheets in order to be paid. The timesheet is available after the hire transaction has completed. Refer to the Time and Absence webpage for training information for employees and managers.

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Add Education (HR Analyst)

The initiator of the process will receive an Add Education Information To Do for the new hire in their PeopleSync Inbox. This is an optional step and may be skipped. If you decide to skip this step, you must enter a comment. For help, refer to the Manage Education for Employees tip sheet.

ADDITIONAL INFORMATION

Refer to the Labor Law Form tip sheet for information on how the system generates the Wage Theft Prevention Act (WTPA) Notice, Form 195.

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Last updated in October 2021.