Hiring a New Employee

CHECKLIST FOR HIRING EMPLOYEES

Click the link above for the checklist to use when hiring new employees. 

Keep in contact with the new hire and ensure all onboarding tasks are completed before the person begins working.


STEP ONE:  HIRE

Departments are responsible for hiring new employees.  Upon hire, the employee will be prompted through Workday to complete their new hire personal information entries. Information on hiring through Workday can be found in the Job Aid section of Workday Help through your SSO. The UIN will be created by HR during the hiring process.

Search for the employee in Workday to determine if the individual has a record in Workday. 

NO RECORD IN WORKDAY

Employment Authorization Checklist

Background Check Authorization Form    

NEW HIRE CHECKLIST

RECORD (EMPLOYEE) IN WORKDAY

  • Discuss with your new hire if they will be employed with two different departments, or just yours. 
If already hired in to a position on campus, follow the "Add Additional Job" job aid.
  •  
  • Ensure there is a vacant position to seat this individual in.
Use the "Create Position" job aid to create a position.
  • If employee had previously worked for A&M, open up the desired position, click on related actions and select hire employee.
The "Hire" job aid can assist further, as needed.

STEP TWO: WORKDAY TASKS FOR HR CONTACTS

Complete Export Controls
  • Employers have certain obligations when employing foreign nationals and must comply with export control rules and regulations.
  • What to do?
    • If a worker is a foreign national, be sure no special action is required. Call Human Resources for guidance.
    • If there are export-control implications, consult with the Research Compliance Office.
    • In comments, enter not applicable or consulted with Research Compliance Office and submit.
Complete Selective Service
  • Texas state law requires an offer of employment to a male age 18 through 25 to be contingent upon proof of compliance with federal selective service law.
  • HR will verify selective service when criminal background check form is received. In comments box indicate "HR handling" and submit.
Complete Minor's Employment Release
  • Obtain parent or legal guardian consent for employment for any employee who is younger than 18 years of age.
Complete Degree Verification
  • Every offer of employment for a faculty or staff position shall be conditioned on verification of education degree status of the candidate if required for the position being filled.
    • What to do?
      • Student Worker: in comments, no degree required or n/a and submit
      • Graduate Assistant: in comments, degree verified at enrollment and submit
      • Faculty: in comments, transcripts sent to Provost and submit
Complete Background Check
  • System regulation provides minimum procedures to be used by system members in performing criminal background checks of current employees and applicants for employment. 
    • What to do?
      • Ensure Step One is complete.
      • In comments (once sent to HR), Forms sent to HR and submit.

STEP THREE:  ELECTRONIC I-9

  • Section 1 of the I-9 will be prompted through the onboarding procedure in Workday, and will be delivered directly to the employee for completion.
  • Employees must bring their identification documents to Human Resources before their first day of employment.
  •  More information on I-9's can be found here.

STEP FOUR:  ONBOARDING STATUS SUMMARY REPORT

Run the Onboarding Status Summary Report in Workday.

Keep in contact with the new hire and ensure all onboarding tasks are completed before the person begins working.


Remote Employee 

Hiring Department must contact the I-9 Administrator, ext 2630 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, fax, or overnight courier

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


Records Management