PeopleSync Fundamentals: Existing Applicant vs. Create New Applicant

On the first page of the Hire transaction you will see two options:

• Existing Applicant or
• Create New Applicant

Choose Existing Applicant for:

• A new hire recruited through iCims or interfolio. If you are hiring into a Staff, Administrative/ Professional or Full-Time Faculty position select this option. iCIMs or interfolio automatically creates an applicant record in PeopleSync for the final candidate. This is often referred to as the pre-hire record. 
• A former NYU employee. When an employee terminates from the University, the applicant record remains in the system. It is accessible to HR Partners and HR Analysts of all schools, making it possible for the employee to be rehired across the University.
  
• A former student. Keep in mind that many students will already have an applicant record in PeopleSync. Through an integration with SIS, PeopleSync automatically creates the applicant and employee record for Undergraduates who register for employment through Albert and Graduates. This is known as the Student Pool Job. 

Choose Create New Applicant for the following:

• A new hire who has never worked or studied at NYU. If there is no former affiliation with the University as a regular employee or matriculated student it is likely that no record exists and you can create the applicant record.
• Before creating a new applicant always search for the employee first. If you find the record, use Existing Applicant.

Duplicate Records

A duplicate record is created when Create New Applicant is selected but the employee already exists in the system. Once the hire transaction is completed, the employee now has two records in the system. Duplicates cause numerous access, onboarding and payroll issues. 

How will I know if I created a duplicate?

• • On the new hire record (the duplicate) you will see a W# that never updates to an N#. (This is because the N# already exists on the original record).
  • Most duplicates occur when hiring a former student employee into a regular position. Please review the tip sheet Hire Former Student Employee Into Regular Position or Job.

What do I if I created a duplicate?

• • Contact PeopleLink as soon as possible. PeopleLink will have the duplicate record removed (rescinded).
  • You will then need to process the Hire transaction again, this time using the existing applicant record.