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Sign-In Process for New Employees
PURPOSE:
To ensure that employee is eligible to work, information required by State and Federal governments is on file, and set up employee's benefits package.

OVERVIEW:
Think of the Sign In Process as a convenience.  Getting hired and getting paid requires the cooperation of several departments and people: your department, Office of Human Resources Technical Staff, the Benefits Manager, Financial Aid, the Comptroller's Office, Payroll, Accounts Control, the Vice President, event the International Advisor's Office.

All of these departments need to be aware of your status as an employee.  Without the Sign-In Process, you might have to visit each department separately!  But the Sign-In Process takes care of that responsibility for you, making sure that everyone who needs to know is aware of your status as a new employee.

Why is all this information necessary? Careful steps are taken to ensure that

  • you are paid on time
  • proper tax information is recorded
  • payroll errors are avoided
  • fraud is minimized
  • your benefits package is in place

The following Sign In Process will detail the steps to be taken by a new employee before they begin work.
Procedure 1:
Qualify Employee

Procedure 2:
Complete Long Packet

Procedure 3:
Complete Short Packet

Procedure 4:
Data Entry

Flowchart

  PROCEDURE 1:  Qualify Employee ^ Top ^
Purpose To determine which paperwork package needs to be completed by new Employee.
Before You Start Be sure the employee knows the importance of the Sign-In Process and visits Office of Human Resources to complete this process.
When to Start As soon as Employee is hired.
Step Action
Step 1 Send new Employee to Office of Human Resources.
IF THEN
Previously employed with UTPA & benefits eligible Go to Procedure 2: Complete Long Packet.
Previously employed with UTPA but not benefits eligible Go to Step 2.
End

  PROCEDURE 2:  Complete Long Packet ^ Top ^
Purpose To complete all necessary paperwork for benefits eligible employees.
Before You Start Complete:
Procedure 1: Qualify New Employee
When to Start After determining an employee is benefits eligible.
Note If employee is not benefits eligible, skip this Procedure, and go to
Procedure 3: Complete Short Packet.
Step Action
IF THEN
Employee is not a Non-Resident Alien (NRA) Go to Step 1.
Employee is a Non-Resident Alien (NRA)

Send new Employee to International Advisor's Office and Payroll Office.
Go to END.
Step 1

Employee must present to Office of Human Resources:

  • Social Security Card (not just SS number)
  • Picture ID

Employee will then complete Long Packet paperwork.
Step 2 Documents will be reviewed for completeness at the Front Desk.
IF THEN
Paperwork is OK

Front Desk will create a suspense file for Employee materials and schedule an orientation session for Employee.
Go to Step 3.

Paperwork not OK

Front Desk will highlight information to be corrected or completed.
Go to Step 2.

Step3 Technical Supervisory Staff will review documents and match the file to the Memorandum of Employment (MOE).
End

  PROCEDURE 3:  Complete Short Packet ^ Top ^
Purpose To complete necessary paperwork for non-benefits eligible Employee.
Before You Start Complete:
Procedure 1: Qualify New Employee
When to Start After determining a new Employee is not benefits eligible.
Note If employee is benefits eligible, skip this Procedure, and go to
Procedure 2: Complete Long Packet.
Step Action
IF THEN
Employee is not a Non-Resident Alien (NRA) Go to Step 1.
Employee is a Non-Resident Alien (NRA)

Send new Employee to International Advisor's Office and to Payroll Office.
Go to END.
Step 1

Employee must present to Office of Human Resources:

  • Social Security Card (not just SS number)
  • Picture ID

Employee will then complete Short Packet paperwork.
Step 2 Front Desk will review documents for completeness, certify I-9, and stamp all documents.
IF THEN
Documents are correct and complete Go to Step 3.
Documents are not correct and complete

Return documents to Employee, with areas for correction noted.
Go to Step 1.
Step3 Technical Staff checks whether documents are new or require updating.
IF THEN
Documents are new Go to Step 4.
Documents are updated Go to Procedure 4: Data Entry.
Step 4 Documents are placed in a suspense file to be matched against MOE.
Step 5 Technical Supervisory Staff reviews paperwork and matches to MOE.
End

  PROCEDURE 4:  Data Entry ^ Top ^
Purpose To enter new employee information into all appropriate systems, university-wide.
Before You Start Complete:
Procedure 1: Qualify New Employee
Procedure 2: Complete Long Packet
Procedure 3: Complete Short Packet
When to Start After completing necessary paperwork package.
Step Action
Step 1 New Employee information put into update queue for Data Entry
Step 2 New Employee information entered into system.
Step 3 Documents and new entry information will be audited by Office of Human Resources Technical Staff.
IF THEN
New Employee documents and information are correct Go to Step 4.
New Employee documents and information are not correct

Contact Employee for corrections. Return to Data Entry with corrections noted.
Go to Step 1.
Step 4 File a copy of new Employee's information.
End

[ Copyright 2005 UTPA ]