06/30/2023
By Ruby Carnevale

Following proper procedures and allowing time to complete all pre-employment contingencies will allow for smoother onboarding.

A few essential steps are important before other parts of the hiring process can be complete, such as ensuring email and other system access, UCAPS/Parking and, most critically, making sure employees are paid on time.

We want to remind the campus community — especially hiring managers and department administrators — that all new employees who are going to be paid through HR are subject to the same compliance processes. This applies to everyone – full-time, benefited faculty and staff; adjunct faculty; part-time temporary staff hires; as well as student employees hired through Student Employment.

Proof of work eligibility for paid employees

The I-9 employment authorization document is a critical component in the onboarding process. All employees must provide verification of their identity and eligibility to work in the United States, which is required under the Immigration Reform and Control Act of 1986. 

  • Section 1 of Form I-9 must be completed prior to, but no later than the first day of employment. 
  • Section 2 of Form I-9, Employment Eligibility Verification must be completed in person by HR or Student Employment within three business days of the first day of employment. They must present unexpired original documentation that shows proof of identity and employment authorization to work in the United States.

***Please note that the first date of employment should be the date they begin work for payment. This date should be reflected in the ePAF that is submitted for temporary employees and student employees.

Pre-employment paperwork

New hires are required to complete all pre-employment paperwork as part of the onboarding process. These forms are needed to ensure all new employees are entered into the HR system in a timely fashion.

Background check

Newly hired/rehired faculty, staff and some student employees (not all students) are required to successfully complete a background check prior to starting their employment. This could impact start dates, if that is the case, we will notify the hiring manager/department administrator that they are cleared to begin work.

***Employees (including student employees) who are subject to a background check should not begin work for pay until the background check has successfully been completed.
 
Tips for a Smooth Onboarding Process

  • Remind new hires to complete Section 1 of Form I-9 on or before their first day.
  • Ensure new hires are scheduled to meet with HR or Student Employment (as appropriate) for completion of Section 2 of the Form I-9 within 3 business days of the first day of employment.
  • Process all approvals in HR Direct/PageUp in a prompt manner and remind other approvers in your department to do so.
  • Be sure background check is complete before the new hire begins (if applicable).

Please visit the sources below for more information on hiring: