The New Hires page is where you enter, or review information used to create a record to onboard a new hire selected outside of USA Staffing. Once the Onboard New Hire request is approved, the record is created and added to the Request Information page and the New Hires to be Created page is no longer available. The New Hires Created section is now displayed on the Request Information page.
To access this page, select the Requests tab, select Create Request or select a Request Number link. Select Onboard New Hire in the Request Type drop-down list.
The following elements are displayed on this page:
The New Hire Header Information is where you review information associated with the new hire record. This information is visible across all pages of the New Hire record. The following elements are displayed:
- Documents. This page allows you to add and view submitted documents. Documents added to a Request prior to approval will be added to the newly created new hire record.
- Notes. This field allows you to enter or review notes for the new hire. For instructions, see: Viewing notes.
- History. This button displays a record of actions completed on a new hire; including the name of the user, action or change made, and the date and time it occurred. For instructions, see: Viewing history.
The New Hire information section allows you enter information about the new hire in the request.
- Email Address. This is the email address the new hire provides and will use to access the system.
- First Name. This is the first name of the new hire.
- Middle Name. This is the middle name of the new hire.
- Last Name. This is the last name of the new hire.
- Suffix. This is the suffix of the new hire (e.g. Jr. II, III etc.), if applicable.
The Position Information section allows you enter position specific information in the request.
- Position Description Number. This information flows from the Request Information.
- Series. This information flows from the Request Information.
- Grade. This information flows from the Request Information.
- Location. This information flows from the Request Information.
The Onboarding Details information section allows you select the office and workflow used for the new hire in the request.
- Office. This drop-down list allows you to indicate the office associated with the new hire record.
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Workflow. This drop-down list allows you to indicate the workflow associated with the new hire record. When multiple onboarding workflows are available and no default is set for the Office, users must select a workflow before proceeding.
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Notes:
- If no custom onboarding workflows are configured for the Office, Manual Onboarding will be automatically selected since it is the only option available.
- To prevent incomplete request approvals, Requests without a workflow will receive an error directing users to select a workflow before proceeding.
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Notes:
The Personnel Action Details section displays optional dropdown fields for Nature of Action Code, Legal Authority Codes that can be populated into the New Hire record. Users can search by full or partial code or description, select one value for each field, populate the legal authority code fields independently, and remove values no longer applicable.
Personnel Action Details
- Nature of Action Code. This drop-down allows you to choose the nature of action code associated with the new hire record.
- Legal Authority Code #1. This drop-down allows you to choose the legal authority code associated with the new hire record.
- Legal Authority Code #2. This drop-down allows you to choose the legal authority code associated with the new hire record.
Note: The selections are editable in Active, Inactive, and Complete statuses and are read-only when the record is Cancelled.
For additional information, see: New Hire Requests Related Tasks.