Hiring - patrick-shamberger/PHATE_Lab_Handbook GitHub Wiki

(Guidance from Engineering HR as of Summer 2024)

Engineering Human Resources (HR) and Payroll have hiring processes in place with three goals in mind: timely hires, ensuring 100% federal, state, and Texas A&M University System compliance, and providing an engaging welcome to our new employees. While much of our process is electronic and handled by Engineering HR and Payroll, there are some conversations and actions that take place outside the system. If you are a hiring manager, we ask your help with these actions.

This information is provided so that individuals involved in the hiring process are aware of the guidelines. Working together will provide our new employees with the best possible onboarding experience.

Uniform Hire Dates

Engineering utilizes uniform hire dates on the 1st and 16th of each month, with added hire dates at the start of the fall and spring semesters. Hiring managers are asked to follow the four steps below:

  1. Notify your business office as soon as you have identified an individual to hire.
  2. Do not instruct employees to begin working until the confirmation of authorization to work has been issued by Engineering HR and Payroll.
  3. Communicate to your new employee the importance of attending in-person onboarding.
  4. Hiring managers should communicate the importance of completing all tasks issued by Engineering HR and Payroll, and all Workday tasks, within 24 hours of receipt.
  5. An employee working at a location other than the designated headquarters will require an approved Alternate Work Location (AWL) request prior to beginning work.

Federal Work Authorization

Federal work authorization is required before an employee begins work. In conjunction with Engineering HR and Payroll, hiring managers are responsible for ensuring federal, state and Texas A&M System guidelines are met.

  1. Do not instruct employees to begin work until you have received confirmation from Engineering HR and Payroll that the employee is authorized to begin working.
  2. Engineering HR and Payroll completes the work authorization as part of the required onboarding for new employees. This includes employees transferring with no break in service from another Texas A&M System member.
  3. Examples of prohibited actions:
  4. Bi-weekly employees add hours to a timesheet for time worked prior to hire date.
  5. Participation in work-related activities, such as team meetings prior to the approved hire date.
  6. Being asked to “volunteer” prior to start date with the implication that they will be paid.

Strict Deadlines for Health Benefits

There are strict deadlines for new employees to enroll in health benefits. The manager’s early communication with their business office on a new hire and prompt Workday processing will ensure the employee is not negatively impacted. Employees wishing to have benefits commence on their hire date have only seven days (maximum) to complete enrollment in Workday. The employee loses this option when the hire is not submitted in a timely manner, and onboarding tasks are not completed promptly. This results in a delayed benefit enrollment start date.

In closing, this information is provided so that anyone involved in the hiring process is aware and following guidelines. Working together will provide our new employees with the best possible onboarding experience.