Hiring a New Employee

HIRING FREEZE

Texas A&M University-Corpus Christi is currently under a hiring freeze implemented by Governor Abbott.  Positions funded from non-appropriated funds, grants and public safety positions are not affected.  If there are departmental questions about funding sources, please call the Budget Office at ext. 2189.  Please call Human Resources with any other questions or concerns at ext. 2630.


STEP ONE:  NEW HIRE PACKET

NEW HIRE PACKET

Departments are responsible for providing the New Employee Packet to new employees.  Please ensure the packet is completed with accuracy, handled confidentially, and submitted to Human Resources by fax to ext. 5871 or email.  If an employee has worked for TAMUCC in the past 12 months, please contact HR to verify what paperwork is required.

STEP TWO:  ELECTRONIC I-9

Create Electronic I-9 Employment Eligibility Verification Form

    • An employee may not begin to work until Section I of the I-9 has been completed.

    • I-9s are no longer included in the New Employee Packet and you must create the I-9 in Guardian.

    • Go into the Guardian module in Single Sign On to initiate the electronic I-9 for the new employee. If you do not have access to Guardian, call ext 2198.

      • If, and only if, you are having technical difficulties and cannot access Guardian, you may create a paper I-9 form. Submit the completed I-9 and supporting documents to norma.lozano@tamucc.edu

STEP THREE:  CREATE UIN

Create UIN using your access to UIN Manager.  If the employee has worked for another A&M system member s/he should already have a UIN. If so, use that UIN. Do not create a new one. If the employee does not remember the UIN, call HR at ext. 2630 or 2627.  If you do not have access to UIN Manager, call ext 2198.


Remote Employee 

Hiring Department must contact the I-9 Administrator, ext 2198 as soon as offer is made and accepted.

    • I-9 Administrator will contact employee with instructions on how to complete the I-9 remotely
      • Provide remote employee’s name, phone and email address. 
    • Employee sends completed I-9 and supporting docs to I9 Admin by mail or overnight courier

    • I-9 Administrator receives and will notifies hiring department that employee may begin to work.


Records Management

  • Your copy now becomes the “convenience copy.”  You should keep the convenience copy as long as your department considers it necessary.  Convenience copies should not be retained beyond the retention period of the “record copy” retained by HR.  HR recommends only keeping forms long enough to make sure employee has been processed and paid once.  (Definition to “convenience copy” see link 61.99.01 Retention of State Records – pg. 4 Definitions