New Employees System Access Information

1. Hire packet created if needed
   • This generates the employee ID (emplid) if needed
   • If no emplid is needed a hire packet is created using the existing emplid
   • Hire packet must be completed – including I-9 verification before ePARs can be approved by final HR approver
     • General Guidelines for I-9’s – should be done within 72 hours before or after start date
     • The hire packet is active for 180 days in HireXpress.
2. Background checks are started
   • ePARs can be created while the background check is in process – departments do not have to wait – however internal departmental processes may require that the ePAR initiator wait until the background is cleared to start the ePAR
   • Employees should not start working before the background is cleared
   • If position is safety security sensitive, then finger printing is required which is a longer clearance process
3. ePAR is created – Once the service team has the emplid they can create the ePAR.
4. The ePAR existence allows people to do and have the following:
   • Inclusion to the HR feed to LDAP which causes the creation of an user id and entry in LDAP as a “Future Employee”
     • This allows the Solution Center and other support staff to see the future employee in the directory and ServiceNow ticketing system
   • Automatic provisioning of email address and Exchange account creation (prior to the person calling the solution center to gain access)
   • Creation of their NAU domain account so that they can login to a workstation at their desk
   • Allows the person to call in for IT support and get a password set
     • This then allows people access to many other online tools and services such as:
       1. Completing new employee training (like IT security training, FERPA, sexual harassment, etc.).  Note some training is not available until after the ePAR is executed and after the employee’s start date
       2. Access to parking passes
   • Allows the department staff to enter the future employee as an instructor to a course in LOUIE.
   • Access to Canvas: The new employee information loads into Canvas nightly, this is a long running process and does not complete until mid-morning. Employees must have completed FERPA in order to access Canvas.
5. Once the ePAR reaches HR for final approval the EPS team approves during the pay period in which the effective date falls. For Regular employees (full-time BE) EPS tries to approve a few days prior to the start date.
   • After the ePAR is executed to Job –
     • ePASS is accessible once the start date is the current date.
     • Update tax information in LOUIE once the start date is the current date.
     • Update direct deposit information in LOUIE once the start date is the current date.
     • New Employee Orientation Registration in LOUIE

Employee Pay Services (EPS) Constraints on Execution of ePAR to Job Data as Active Employee

During Monday, Tuesday & Wednesday of a pay week, ePARs can be generated by the Service Team, but due to system constraints the Employee Pay Services Team is unable to do final approval and forms will not execute or write Job Data information to the Job Tables.

ePARs for individuals who do not complete their hiring packet, which includes I-9 verification, on or before their effective start date, cannot be approved until these items are completed.