If the employee is NOT working fall semester or spring semester, terminate the employee:
Department action required: Terminate in Manager Self Service using End Temporary Employment as the Termination Reason
Employee forms/action required: None
If the employee was on an unpaid Leave of Absence over the spring or summer and will be returning to work fall semester, return the employee from leave:
Department action required: Complete and route a Change Form 101
Employee forms/action required: None
If the employee is currently active in any department at NDSU and is being hired to work in a second department at NDSU, hire the employee in the second department:
Second department action required: Initiate Hire in Manager Self Service and upload Employment Information Form as an attachment, as well as any other required attachments (see Manager Self Service Onboarding Manual for other possible requirements or attachments)
Employee forms/action required: Employment Information Form (completed in department and uploaded as attachment by department)
If the employee is currently termed from all jobs at NDSU, rehire the employee:
Department action required: Send employee to Human Resources and Payroll to complete I-9. After I-9 is completed, employee returns to department with I-9 Approval sheet. Initiate Hire in Manager Self Service and upload I-9 Approval sheet and Employment Information Form as attachments, as well as any other required attachments (see Manager Self-Service Onboarding Manual for other possible requirements or attachments)
Employee forms/actions required: I-9 (completed in Human Resources and Payroll) and Employment Information Form (completed in department and uploaded as attachment by department). Other forms/actions are completed online through Manager Self-Service Activity Guide. Employee notified via emails when they must take action.
- Be aware of deadlines and where MSS Hires and 101 Change forms need to route. Time & Labor and Absence Management (TLAB) modules are dependent on information being fully entered and approved in HRMS before the effective date. Hires and 101 forms that are late may cause issues and delays with approvals for both Time & Labor and Absence Management. All payroll information is due in Human Resources and Payroll (whether online MSS or paper 101) with all required signatures at least 2 business days before the EFFECTIVE DATE for that form. For example, August 16 Hires and 101 forms should be in Human Resources and Payroll on August 14. Hires and 101 forms received after the effective date cannot be guaranteed to be entered, may not be accurate for time reporting, and may require additional steps at the department and supervisor level for approval of time and/or leave.
- Do not use the Timesheet/Time & Labor screens to make payroll or funding corrections for time that has been previously reported and paid. If an error in hours or funding occurred on a previous pay period that has already completed and paid, the department must contact Human Resources and Payroll for pay corrections and/or the appropriate Budget office for funding corrections.
- Section 1 and 2 of the I-9 form are required to be filled out by all new non-benefited employees in Human Resources and Payroll on or before the first day of employment. The yellow I-9 Approval sheet is given to the employee when the I-9 is done to return to the department. That Approval sheet, and the Employment Information Form, are required to be uploaded to the MSS Hire when it is initiated by the department. It is important to have these forms completed and uploaded at the time the Hire is initiated. Forgetting to have them completed or forgetting to upload them them causes compliance issues and delays in getting the hires approved.
- Reference the Manager Self Service (MSS) Onboarding Manual for information and guidance on the steps and requirements for initiating Hires in Manager Self Service.
- Use the correct position number, tied to the correct job code for the work being done, for all employees. Information on job codes can be found Job Family/Job Code Information.
- Do NOT fill in the Campus Address/Campus Phone, Contract Length and Tenure Accrual fields when initiating MSS Hires for non-benefited employees. All of those fields should be BLANK as they are not used for non-benefited employees.
- Use the most current versions of all 101 Change forms and all other forms, and use the correct Action/Reason combinations. Incomplete or old forms and inaccurate Action/Reason combinations do result in delays in processing of forms. The most recent forms, and the Action/Reason table are found in the Human Resources and Payroll section of the NDSU Forms page.
- Use the correct compensation rate on the From and To sides of Change Form 101. Benefited employees are paid Annually. Graduate Assistants and Part-Time Academic Staff are paid Monthly. Temporary and Undergraduate employees are paid Hourly.
- Reflect accurate standard hours and FTE on all MSS Hires and 101 Change forms. These fields are used for reporting, auditing and other important information. Do not leave these fields blank or report inaccurate information. Recent changes and updates for the Affordable Care Act (ACA) make these fields even more vital to be filled in and accurate. If they are left blank, you will be contacted and it will delay the form being entered. If you have questions on what job code, hours or FTE should be used for graduate student employees, part time academic staff employees or any employee, please contact Human Resources and Payroll for assistance. Information is also available on the Human Resources and Payroll website in the ACA Toolbox.
- Do not hold or delay payments to employees while waiting for grants or other funds to be approved, class sizes to adjust, or even if the employee requests it. Payment for work must be made as the work is being done, it should never be delayed for any reason.
- When an employee is hired, termed, or on leave in the middle of a pay period, the employee will only be paid for a partial pay period. The employee will not receive a full pay period salary. For example, if an employee is termed effective dated 8/11/17, the employee will only receive pay for 8/1 - 8/11. He/she will not be paid for 8/12 - 8/15.
- Undergraduate and graduate student employees are required to be enrolled at least half time at NDSU in order to be exempt from FICA. During the standard August-May academic year, undergraduate students need to be registered for a minimum of 6 credits; graduate students need to be registered for a minimum of 5 credits. If a student employee is registered for less than the minimum credits he/she will have FICA withheld from their wages and the department will have required FICA matching charged to their funds.