1. Onboarding Partners for Grad School and High Volume Wage Units​
July 17, 2017

2. Overview
The Grad School and some units with large wage populations (e.g. ABS, ICA, etc.) have agreed to retain the onboarding functions for wage payroll and graduate assistants “in house”. This document outlines specific unit responsibilities for the interim period leading up to the implementation of Workday on December 10, and beyond.

3. Decentralized Wage**
Wage
FOOD SERVICES (H&FS)
INTERCOLLEGIATE ATHLETICS
AGRICULTURAL SCIENCES (AG EXTENSION)
STUDENT AFFAIRS
OFFICE OF THE PRESIDENT
BRYCE JORDAN CENTER (A&BS)
COLLEGE OF ENGINEERING
EBERLY COLLEGE OF SCIENCE
HOUSING (H&FS)
POLICE & PUBLIC SAFETY
Units listed on left will assume primary ownership of the following transactional tasks***
Task
Timing
IBIS Entry
June 26 - Workday Go-Live Dec 10
NeoCase Forms (EA Forms)
Starting Workday Go-Live Dec 10
Onboarding (I-9s and New Hire Paperwork)
As of June 26 – Indefinitely (Leverage the “Onboarding Partner” Role effective Workday Go-Live Dec 10)

4. Decentralized Grad**
Units listed on left will assume primary ownership of the following transactional tasks***
Grad
AGRICULTURAL SCIENCES
COLLEGE OF ENGINEERING
EARTH AND MINERAL SCIENCES
EBERLY COLLEGE OF SCIENCE
GRADUATE SCHOOL
HEALTH AND HUMAN DEVELOPMENT
LIBERAL ARTS
SMEAL COLLEGE OF BUSINESS
Task
Timing
IBIS Entry
June 26 - Workday Go-Live Dec 10
NeoCase Forms (EA Forms)
Starting Workday Go-Live Dec 10
Onboarding (I-9s and New Hire Paperwork)
As of June 26 – Indefinitely (Leverage the “Onboarding Partner” Role effective Workday Go-Live Dec 10)

5. Decentralized Wage/Grad Responsibilities During Interim Period (July 24 – December 9)
Unit
Shared Services
Posts wage/grad position in EJMS (optional for grad)
Enters background check request and notifies manager once completed.
Submits “Request Background Check” Form to Shared Services (spreadsheet available for multiple wage/grads)
Contact wage/grad with any instructions; answer questions
Completes onboarding including I-9 and associated paperwork
Enters IBIS form

6. Decentralized Wage/Grad Responsibilities at Workday Go-Live (December 10 – ongoing)
Manager or Designee
Shared Services
Onboarding Partner *
Submits “Request to Post – Part-Time” Form to Shared Services to post position in EJMS (optional for grad)
Posts wage/grad position in EJMS (optional for grad)
Completes onboarding including electronic I-9
Submits ”Initiate Hire/Appoint – Part-Time” Form to Shared Services
Enters background check request and notifies manager and onboarding partner once completed.
Verifies wage/grad completion of electronic onboarding forms in Workday; and enter I-9 information in Workday
Contacts wage/grad with any instructions; answer questions
Enters hire/appointment into Workday
* Units will receive formal Workday Onboarding Partner and electronic I-9 training in November

7. Wage/Grad Onboarding Process Flow During Interim Period
(July 24 – December 9)
Submits Initiate Hire/Appoint – Part-Time Form
Contacts Wage/Grad
Completes Onboarding
Completes IBIS Processing
Shared Services (SS) Units
Contacts new hire and copies manager when paperwork and background check have been completed and new hire is cleared to begin working.
Enters appointment in IBIS
Submits Initiate Hire/Appoint – Part-Time Form to Shared Services via , attaching spreadsheet for multiple wage/grads
Meets with New Hire
Completes I-9 and new hire paperwork
Issues PSU ID (non-student only)
Sends welcome with background check instructions and onboarding information (cc to manager)
Submits Request Background Check Form
Submits Background Check
Contacts Wage/Grad and Completes Onboarding
Completes IBIS Processing
Decentralized Wage/Grad Units
Submits Request Background Check Form to Shared Services via , attaching spreadsheet for multiple wage/grads
Enters background check request and notifies manager once completed.
Meets with New Hire
Completes I-9
Issues PSU ID (non-student only)
SSC Staff
Manager or Proxy
Onboarding Partner (for decentralized wage, grad, and campus hires)
Note: This process assumes that the manager has ensured funding is available, any necessary approvals have been obtained, the job has been posted, interviews have been completed, and a top candidate has been selected.

8. Wage/Grad Process at Workday Go-Live (Dec. 10 - ongoing)
Submits Initiate Hire/Appoint – Part-Time Form in Neocase
Processes Hire
Completes Onboarding
Completes Post-Hire Items
Submits Initiate Hire – Part-Time in Neocase, attaching spreadsheet for multiple hires
Upload any paper forms not uploaded by New Hire
Monitor background check completion (for 2-wk exceptions), provisional hires, completion of I-9 files/SSNs)
Shared Services (SS) Units
Enters background check in Workday
Enters hire/appointment in Workday (ideally after background check is complete, but may be completed prior)
Meets with Wage/Grad
Completes electronic I-9
Ensures Wage/Grad completes remaining Onboarding steps in Workday/wet signature forms
Completes Onboarding/Onboarding Fields in Workday
Submits Initiate Hire/Appoint – Part-Time Form in Neocase
Processes Hire
Completes Post-Hire Items
Upload any paper forms received from Onboarding Partner
Monitor background check completion (for 2-wk exceptions), provisional hires, completion of I-9 files/SSNs)
Decentralized Wage/Grad Units
Submits Initiate Hire – Part-Time in Neocase, attaching spreadsheet for multiple hires (could also be done by Proxy Role)
Enters background check in Workday
Enters hire/appointment in Workday (ideally after background check is complete, but may be completed prior)
Meets with Wage/Grad
Completes electronic I-9
Ensures Wage/Grad completes remaining Onboarding steps in Workday/wet signature forms
Completes I-9 fields in Workday
Sends any paper forms to SSC (i.e. paper I-9 and wet signature forms)
SSC Staff
Manager or Proxy
Onboarding Partner (for decentralized wage, grad, and campus hires)
Note: This process assumes that the manager has ensured funding is available, any necessary approvals have been obtained, the position has been posted, interviews have been completed, and a top candidate has been selected.