Hire Xpress Frequently Asked Questions
How do I gain access to HireXpress? Accordion Closed
To gain access, you will need to complete the training session online and complete the LOUIE – HR security request form.
Who should sign up for training? Accordion Closed
NAU personnel who currently assist new or rehired employees with their new hire documents.
What if our employee is out of state? Accordion Closed
You can still initiate the online process for the employee to complete their new hire forms through HireXpress, however the I-9 form will need to be signed off by the hiring department or Human Resources with notarized copies of their identification documents. Please contact Onboarding for more information to help you process out of state employees.
What if the employee does not have an email account? Accordion Closed
You can assist the employee with setting up a free email through ‘Yahoo’ or other internet providers. The employee can also come to HR for assistance.
After the new hire packet is completed and I’ve completed the I-9, does the employee automatically receive access to systems? Accordion Closed
Most employees will have system access once you have initiated the ePAR, which you may do after you have initiated the Hire Xpress packet.
Will students attending NAU appear in PeopleSoft when I enter their name into the search? Accordion Closed
Yes, they should already have an NAU identification number and should appear in your search. You may or may not have to create a hire packet for them depending on any previous employment at NAU.
Will the search let me know if the employee has worked in the past six months? Accordion Closed
Yes, the search will let you know when you click the ‘Create Packet’ button.
If my search brings up an employee with a Social Security number that is all ‘9’s, and a date of birth that matches the new employee’s will the system automatically update the Social Security number correctly when I click the ‘Create Packet’ button? Accordion Closed
Yes, this will override the Social Security number which is already in the system.
If I type in the incorrect information in the search page, what should I do? Accordion Closed
Incorrect SSN: No action is required. The employee will be asked to enter his/her SSN in the process and it will correct the SSN when the packet is complete and returned to LOUIE – HR . Because the employee’s default password contains the last 4 digits of his/her SSN, the employee may have difficulty logging in. Refer them to HR for assistance.
Incorrect Date of Birth: No action required. When the employee enters his/her correct date of birth, and completes the packet, LOUIE – HR will be updated with the correct date of birth.
Incorrect email address: Contact HR to change the email address so that the employee will receive the “Welcome to NAU” email that contains the information he/she will need to log into the online hiring packet.
Misspelled name: No action required. When the employee enters his/her correct name, and completes the packet, LOUIE – HR will be updated with the correct name.
Incorrect department number: Contact HR.
Incorrect Safety Security Sensitive Status: No action required.
What happens if I forget to type in some information in the search page? Accordion Closed
All fields except the middle name are required fields. The search page will not let you go forward.
What do I do if I get an email stating my employee has a conviction disclosure? Accordion Closed
You may need to initiate a background check and fingerprinting. You can verify with Human Resources if these processes have already been initiated or completed; Human Resources will receive the same email.
Can I verify the identification from copies the employee gives me? Accordion Closed
No, you must see the original documents. You are signing the I-9 form verifying you have seen the originals.
What if my employee does not have a Social Security card? Accordion Closed
The employee can satisfy the I-9 with another form of identification; please refer to the documentation on acceptable forms of identification.
What if my employee never comes to work? Do I cancel the new hire packet? Accordion Closed
It is helpful if you cancel the hiring packet, even though it is not necessary. If an employment form is not received by Human Resources, the packet will expire.
What if my employee does not complete their new hire packet within the three days of starting work? Accordion Closed
We encourage the employee to complete the packet in a timely manner; however, if they do not, we cannot begin their pay. The packet will remain within our system to be completed for a number of days after the start date.
If the name on the employee’s Social Security card does not match to the name the employee has given, how is this handled? Accordion Closed
Often an employee gets married and changes their name but may not have changed their name with the Social Security Administration. You should have the employee go to the Social Security Administration to get a new Social Security card. You can use a Social Security card receipt to verify identification for the I-9 form, or there may be other forms of identification that can be used. Feel free to phone Human Resources with questions.