1. Welcome and Good Morning!

2. CNS Dean’s Office Student Workshop 2014

3. Overview Information gathering once offer has been extended I-9’s Background Checks HRS Policies and guidelines CNS Dean’s Office policies and guidelines General HRMS processing review Special Circumstances and Exceptions

4. “Wrangling” of Information 1. What steps, processes or checklists can be recommended in order to gather all necessary information in order to onboard students. Email introduction to establish basic and required information What is your EID? Have you worked for UT, and if so when Do you have any other UT jobs for specific semester? How many hours are you registered for? Do you have a work study award? Provide “ List of Acceptable Documents” form and make clear scans, emails and copies are not accepted 2. Once data is received from the student then processing of background checks, I-9’s and assignments can begin

5. I-9 Refresher Ensure that I-9 is processed within the first day, legally we have three three days. Make sure SSN card is signed (if one is submitted No copies, scans, emails are accepted and never select “Paper Form” Can use “shuttle” but must verify documents in person ( use caution- verify email address being sent to) Notate in HRMS Document Remarks that I-9 has been processed Recommendation for larger groups of new hires Set up appts to process pre-check and /or process I-9 with supporting documents Cannot begin working unless I-9 is completed Updates take 24 hours

6. I-9 Links List of Acceptable documents for I-9 Form http://www.utexas.edu/hr/current/services/I9docs.html Process I-9 via interactive website https://www.i-9compliance.com/reseller/login.aspx

7. Background Check HRS Background check updates http://www.utexas.edu/hr/manager/hiring/ba ckground_check.html Update document remarks section in HRMS with BCA initiation or results Updates in the BCA system occur overnight once results have been received

8. HRS Student Guidelines and Policies Student Academic Employment http://www.utexas.edu/hr/student/student_acad_employment.html Student Non-Academic Employment http://www.utexas.edu/hr/student/student_non- acad_employment.html Graduate Student Employment http://www.utexas.edu/ogs/employment/

9. CNS Dean’s Office Policies and Procedures Human vs. Systematic audit HRMS will audit BCA, I-9 and work authorization for undergraduate and graduate titles System very stringent for graduate titles System will not audit for undergraduate titles, thus this process relies on human audit to ensure compliance and minimum requirements are being met. Document remarks: are not necessary for standard assignments are necessary to address pay increase or concurrent assignment All “ HRMS Warnings ” must be addressed in the document remarks section Documents will be returned for corrections “More information” means more efficient and quicker processing of documents

10. HRMS Remarks All pay increases must be entered in remarks section As general rule increases should occur in Fall semester, unless going into candidacy “ Increase approved by XX on mm/dd/yy due to XX ” Concurrent assignments must be addressed in remarks section “ Concurrent assignments do not exceed 20 hours ” if academic titles are being used “ Concurrent assignments do not exceed 40 hours ” if non-academic titles are being used “Concurrent assignments do not exceed 20 hours” if combination of Academic/Non-Academic titles

11. HRMS Processing Review This is where the concurrent assignment shows up for pooled positions or will say “none” Concurrent assignment indicator for non-pooled & pooled positions

12. Concurrent Assignments Once you click on the concurrent icon, this screen will show concurrent assignments within the date range listed

13. HRMS Processing Review Concurrent assignment indicator for individual positions Ever wonder what that little circle meant…? The little bust with pink and blue halves indicates concurrent assignment

14. Student Enrollment Click on this and it will show you enrollment status

15. Student Enrollment These two lines show enrollment status and hours

16. Special Circumstances Exceptions Hourly vs. Monthly Assignment To qualify for a resident (in-state) tuition entitlement, a student must work in a student academic title at least 20 hours per week, be assigned to a monthly (not hourly) position, and have an assignment that runs at least from the 12th class day through the last class day for a long semester, or at least from the 4th class day through July 15, or from July 16 through the last class day for the summer. The position also must relate to the student’s degree program. Enrollment is below the required minimum for academic or non-academic titles. Exception will be made for full time status with notification from students advisor that only needs X number of hours to complete degree Exceptions will also be made for students with SSD requirements. Please provide communication of this approval from SSD.