Hire Administrative/Professional

Overview

Administrative/Professionals 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 on who can initiate: 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 list of roles and function.)

PREHIRE

Before initiating the transaction HR should 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.

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.

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 Salary for Exempt Administrative/Professionals or Hourly for Non-Exempt Administrative/Professionals and all Staff.
  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.
    • Important.The Job Title prepopulates to match the job profile. Modify the Job Title to match the Job Posting Title. This is the official title of the position. (For Example, Program Manager)
    • The Business Title also prepopulates to match the job profile. This can be changed to a variation of the title. This title appears in the NYU Directory. (For example, Program Manager, Environmental Policies and Practices Program)
    • Scheduled Weekly Hours will default to 35.
      • For Full-Time, the hours should remain as 35. Do not modify the field
      • For Part-Time, make sure the hours are < 35.
    • Default Weekly Hours will default to 35. Do not modify this field. FTE% will calculate automatically. This is scheduled hours divided by default hours.
    • 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 this soft alert: “The Job Profile, Business and Job Titles all match. If this is not correct please update the Business Title before submitting.” See step 5 and review the fields.

You will now see a pop up which says: “Success! Event Submitted. Up Next: 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.

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

EDIT IDs

  1. On the next page click Open.
  2. 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.
  3. For additional guidance refer to the Manage National and Goverment IDs and Manage Passport and VISA Information tip sheets.
  4. Click Approve.

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

change organization assignments

Organization Assignments contains every organization an employee or position is associated with, and default based on the supervisory organization of the position. The organization assignments contain the chartfield, as well as additional information such as Company, Check Location, Time Sheet Approver, Time Off Approver, Compensation Type, FERPA status, etc. You can refer to the Change Organization tip sheet for more information and a review of all fields.

  1. Click Open.
  2. Review the following fields and make changes as needed. Click the pencil icon to edit and the check mark icon to save.
    1. Cost Center
    2. Business Unit
    3. Program
    4. Fund
    5. Project
    6. Account. For Full Time this should be SHARE-51100 for Full-Time or SHARE-51110 for Part-Time.
    7. Compensation Type This is typically Regular.
    8. 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. 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.

  1. Click Open.
  2. Review the Salary or Hourly section based on the employee population:
Exempt Administrative/Professionals  SALARY

  • Assignment Details This is the salary.
  • Plan Name This is NYU Salary 
  • Effective Date This is the Hire Date
Non-Exempt Administrative/ Professionals Hourly

  • Assignment Details This is the hourly
  • Plan Name This is NYU Hourly
  • Effective Date This is the Hire Date
  1. To modify click anywhere in the section or click the pencil icon.
    • Edit the Amount field. 
  2. If the employee is Fixed Term click the arrow next to Additional Details to display more fields.
    • Review/update the Actual End Date. This must match the End Employment Date.
    • Do not complete Expected End Date.
  3. For AMI eligible employees, the Merit section will default to prepopulated values in the Assignment Details, Plan Name and Effective Date. You should not need to modify these fields.
  4. For Bonus eligible employees, verify and edit the Bonus Plan if needed.
  5. Click Submit.
  6. The salary page routes to the Compensation Partner for review if the salary is above the 75th Percentile or less than the 25th Percentile.
    • Once the Compensation Partner approves the transaction, you can find the next step below in your PeopleSync Inbox.

Note: Assign Pay Group is next and is an automated step. 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 6 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. Click Open.
  2. Select Worker and Position in the Costing Allocation Level field.
  3. If the salary will be charged to the Default Costing Allocation click Submit.
  4. To assign to specific chartfield accounts, including splitting, shared funding, and assigning costing beginning and end dates, refer to the Assign Costing Allocations tip sheet and begin on step 7.
  5. Click Submit.

For Non-Exempt Administrative/Professionals only: 

If the employee is non-exempt, there is an Assign Work Schedule step. You will see a pop up: “Success! Event Submitted. Up Next: Assign Work Schedule.” Click Open and select a Work Schedule referring to this additional tip sheet. 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.)

Add Education (HR Analyst)

Review the instructional text in the To-Do. (Note this to-do is not required but we recommend adding it for FT Faculty and Professional Researchers.) If you are adding education information, click on the Add Education button. Refer to the Manage Education for Employees tip sheet. If you wish to skip the step, enter a comment and click Submit.

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.

Last updated in April 2021.