THIS TRAINING IS REQUIRED IN ORDER TO OBTAIN SECURITY TO INITIATE HIRING PACKETS FOR NEW EMPLOYEES. Hire Xpress User’s Training NAU’s Automated Hiring Packet

Enhance the New Employee Experience Welcome message Easy to complete forms Efficiency, Accuracy and Security Information submitted electronically – no delivery of forms. No paper forms – data is stored in top-rated secure system Electronic uploads reduce entry time and improve accuracy. We’re saving the planet: 50,000 sheets of paper saved every year. Electronic Process Advantages

THREE STEPS: 1. INITIATE THE HIRING PACKET 2. NEW EMPLOYEE COMPLETES FORMS 3. EMPLOYEE’S IDENTITY IS VERIFIED HIRE XPRESS USER’S MANUAL It will be helpful to have the User’s Manual open and available as you complete the Hire Xpress Training How Does it Work?

HR Checks regularly and enters PARs when the hiring packet has been received.

Step 1: Initiate the Hiring Packet Collect information from new employee  Legal Name (Name on Social Security Card)  Social Security number  Date of Birth  ACTIVE Address Enter Information Into LOUIE  Employee Information  Department Number  Anticipated Start Date  Is position Safety Security Sensitive?  Use the Safety Security Sensitive Checklist to check.Safety Security Sensitive Checklist

Initiate Hiring Packet Log into LOUIE: Workforce Administration> Personal Information> Administer Hire Packet> Create Employee Hire Packet

Review Search Results Employee does not have a record in LOUIE. LOUIE returns a message with the new employee’s Employee ID Number. LOUIE returns a message that includes Employee ID:

Review Search Results Potential Record Matches are Returned from Search Check for matches of SSN and DOB. Not sure? Call HR for help

When is a packet Required? Employee has not had active NAU job in last 6 months.  LOUIE determines if packet required when you click Create Packet.  Packet not required: Pop up messages will tell you.

Return Messages… Employee has had active job in last 6 months. The SSN exists with another name. Check the employee’s name. Have they had a name change? A hiring packet has already been initiated Employee has a current active NAU Job If message indicates a packet is not needed, generate the PAR and background check (if required). No other action required at this time.

Step 2: Employee Completes Packet If a packet is required, LOUIE sends information to Hire Xpress Hire Xpress sends a “Welcome to NAU” to new employee that contains:  A link to the NAU Employment Center  User Name: (First 2 characters of employee’s first name; first 6 characters of the employee’s last name.)  Password Configuration: Last 4 digits of

Step 2: Employee Completes Packet Employee may complete forms in more than one sitting Takes minutes to complete Employee may make changes until identity has been verified (Step 3). Accuracy is very important to ensure proper pay and avoid delays.

Step 2: Employee Completes Packet When employee completes packet, he/she will still need to present appropriate identification to you or to Human Resources to complete hiring process. You may resend the Welcome to NAU by logging into Hire Xpress (See Step 3). Human Resources can reset passwords.

Step 2: Employee Completes Packet The person who initiated a packet will receive an  If the employee discloses a conviction so you can initiate the background check.  When the employee has completed the forms. You will be able to see all employees with new hire packets in your department in the Hire Xpress Web Manager so that you can track their completion. (See Step 3)

Step 3: Verify Identity – Completing the I-9 Completing Section 2 of the I-9 is an important responsibility. You play an important role in verifying a new employee’s identity and right to work in the United States.

E-Verify: All Arizona employers must participate  Verifies a new employee’s Name, Social Security Number, Date of Birth and Work Status (for international employees) with:  Social Security Administration  Department of Homeland Security As you complete Step 3 with the employee, you are completing the E-Verify verification.  Hire Xpress automatically does the electronic verification as you record the identification. To avoid problems, be sure an employee’s information is correct!!! Step 3: Verify Identity – Completing the I-9

Step 3: Verify Identity/I-9 NAU Employer Code is User ID: Your 7 digit NAU Employee ID Password: Default is your SSN’s last 4 digits and your 4 digit birth year. ( ) You will be required to change your password on first login. Sign into the Hire Xpress Web Manager: entKey.aspx (Click now and add this to your “Favorites”) entKey.aspx

Step 3: Verify Identity/I-9 You can find an employee’s record two different ways. 1. Use Lookup function. OR Click, enter data and click view.

Step 3: Verify Identity/I-9 OR Workflow Summary In Workflow Summary you can track new hire packets in your departments. By clicking on the you can see a list of employees in that stage of processing. Click Workflow Summary; enter date range; click View

Step 3: Verify Identity/I-9 Then Click on next to New Hire Documents Complete A list of all employees in this stage will appear.

Step 3: Verify Identity/I-9 After clicking on the employee’s name, this screen appears. You may click on the Documents tab to view all the employee’s documents. You may also resend the Welcome by clicking “Resend Invitation” Corrections: The employee must log into the Employment Center to make corrections.

Step 3: Verify Identity/I-9 To verify identity and complete the process, click on “Complete I-9”.

Step 3: Verify Identity/I-9 Enter the current date. E- Verify allows us to consider the day this form is completed as the beginning of employment, even though the employee may not start work for some time. Review ORIGINAL forms of identification. You must view identification that is listed in the drop down boxes – either in List A, or List B & C. When finished, click Continue. Enter today’s Date or click Auto-fill Select documents from appropriate lists; click Continue

Familiarize yourself with acceptable forms of identification by reviewing samples of types of identification allowed.samples If you question whether the identification is acceptable or authentic, call HR for assistance. If you have a Foreign National employee, please have HR complete the I-9 and initiate the New Hire Packet. NAU is relying on you to verify identity.

Only fields requiredto record the documents you’ve indicated will appear Step 3: Verify Identity/I-9 Enter required information from the ORIGINAL documents here. Check carefully that the Social Security Number is correct. If there is an error, have the employee log into the Employment Center to make changes. Click Continue These required fields vary based upon the identification documents selected Corrections: The employee must log into the Employment Center to make corrections.

The system returns a summary. Check to be sure the information is correct. Especially: Name=LEGAL Name (the name on the Soc. Sec. Card, passport or Driver’s License) Date of Birth Social Security # Step 3: Verify Identity/I-9 This is a view only link. The employee must log into the Employment Center to make changes.

Read the Employer Electronic Signature information carefully. Remember, E-Verify allows us to consider the date this is completed as the date an employee begins work, even though he/she may not start working and get paid for some time. Check the box; enter the password you logged in with and click Continue. It may take a minute or two. The system is now E-Verifying. Step 3: Verify Identity/I-9

This screen will return. Check the E-Verify Current Status. It should indicate Employment Authorized. If it doesn’t, don’t panic! Just call HR at for assistance. Step 3: Verify Identity/I-9 Click; Close Case

This screen will return. Check the E-Verify Current Status. It should indicate Employment Authorized. If it doesn’t, don’t panic! Just call HR at for assistance. Step 3: Verify Identity/I-9 Select Yes

This screen will return with the first bullet point selected. Then select “close case”. If it doesn’t, don’t panic! Just call HR at for assistance. Step 3: Verify Identity/I-9 Select Close Case

I-9 is complete when your only option is the “Back” button. For assistance, please call HR at Step 3: Verify Identity/I-9

Process Is Complete This employee’s hiring packet is complete. It will be forwarded and loaded into LOUIE Human Resources will enter the employee’s pay data when they receive the hiring form (PAR, SWEA, etc.) More Information is available on the Automated Hiring Packet websiteAutomated Hiring Packet Questions? Call Human Resources at or us at

Gaining Access to LOUIE and Hire Xpress Complete the LOUIE Security Request FormLOUIE Security Request Form  Add the role: NAU_HR TALX Dept Manager and include the department numbers you administer. Return it with the Hire Xpress Training Completion Form.Hire Xpress Training Completion Form You will be able to access both LOUIE and Hire Xpress 2 days after you receive an from ITS indicating your LOUIE security has changed. Log into Hire Xpress and change your password before initiating a hiring packet.  Hire Xpress must recognize you as a user before it will accept packets from you!

You’ve completed the Hire Xpress Training! Thank you for completing the Hire Xpress User’s Training. Remember: You can always contact HR for help! or