Human Resources, Compensation and Payroll for Administrative Units

• New Position, change of grade and adjustment to salary processes:
• Posting, recruiting and hiring eRecruit for Staff
• Recruiting and hiring Temporary Jobs: Non Students/Students/WorkStudy
• Termination for Staff employee and Temporary Jobs (Non Students/Students/WorkStudy)
• HRIS Reports
• Vista
• NetID Automation
• Conflict of Interest for Staff (COI)
• NU Performance Excellence & Performance Review
• Self Service
• ETES

New Position, change of grade and adjustment to salary processes:

1. The unit director makes a proposal to ORPFC with justification for the personnel action. The proposal identifies the funding source and clearly outlines any impact on the unit budget.
2. ORPFC reviews the proposal and funding source and makes an initial determination as to the appropriateness of the action given the staffing structure of the unit, the requested level of the position and funding availability. Evaluation of these elements is necessary for submitting the final proposal to the Compensation Analyst. ORPFC will engage the unit director should modifications be deemed necessary.
3. ORPFC presents the initial proposal (modified if necessary) to AVP-RO and/or the VPR for review and action.
4. If the proposal is approved, the unit director drafts an appropriate job description and works with ORPFC staff to finalize the job description, organization chart, and rationale for the request to the Compensation Analyst. Forms can be found under Jobs/Position Description Template at http://www.northwestern.edu/hr/forms/
5. ORPFC submits the documents to the Compensation Analyst for review.
6. As needed, ORPFC works with the Compensation Analyst to clarify the proposal, answer questions, and make appropriate changes to the documents. Should Compensation determine that changes are necessary, the unit director will be engaged in these discussions until agreement is reached.
7. Once approved by Compensation, the proposal is submitted to the AVP-RO and/or VPR for final approval. If further changes are necessary, the AVP-RO and/or VPR work with ORPFC and the unit director until an agreement is reached.
8. AVP-RO and/or VPR notifies by email appropriate ORPFC staff and the unit director of the decision.
9. ORPFC works with the unit director and HR to implement the decision.
   Note: under normal circumstances, review of current employees for potential grade change and/or mid-year salary adjustments will occur only between November and February. Unless there are compelling circumstances, no such reviews will be performed the rest of the year when the focus is on annual evaluation, salary planning and salary implementation.

Questions: please contact Mary Tobin.

Posting, recruiting and hiring eRecruit for Staff:

Posting request of Vacant Staff positions:
No change: The unit director may request approval directly from the AVP-RO and/or VPR to fill the position, as long as there is no requested change to the exiting position. Once approved, the unit director may then request posting the position through ORPFC.

With change(s): If changes to the existing position are needed, the unit director follows the process, "New positions, change of grade, and adjustment to salary."

Recruiting and hiring

1. ORPFC data coordinator enters the job description and associated information into eRecruit to post the position.
2. HR staffing consultants (recruiters) assist the unit director and/or position manager in sourcing and recruiting. Unit director or formal designate is responsible for ensuring that all eRecruit Hiring Manager functions are appropriately completed.
3. Unit director and/or position manager interviews, seeks references (or asks HR to seek references) and makes the selection decision. Unit director informs HR and ORPFC about the candidate of choice.
4. Unit director, HR, and ORPFC agree on a salary offer and start date.
5. For senior positions (exempt 8 and above), the AVP-RO and/or VPR reviews the final offer. If changes are necessary, the AVP-RO and/or VPR work with ORPFC and the unit director to reach agreement; ORPFC relays the change to HR to gain their approval.
6. Once a final offer is approved, the unit director may make a verbal offer to the candidate. The unit director should inform ORPFC and HR about the candidate's acceptance.
7. HR drafts the offer letter, which is reviewed by ORPFC and unit director. This is particularly important for positions with end dates, such as backfill or other termed appointments.
8. HR sends the formal offer letter to candidate for signature. This is the legal offer of employment.
9. The unit director works with ORPFC and ORIS staff on any set-up issues associated with a new hire and completes internal OR paperwork "New HIRE form" (Reports to, computer access, Meeting Maker account, phone, etc.).
10. The unit director ensures that employee attends a New Employee Orientation session, appropriate training classes, and is familiar with the performance excellence framework (schedule and content of evaluations).

The NU recruiter will forward the new hire paperworks. These should be completed prior to the new staff member arrival. The New Employee Orientation will take the new staff member through the benefits packet.

Once the new hire paper has been processed in payroll, the new staff member can be hired HRIS. A NetID is generated within 24 hours. Barbara Beeuwsaert contacts the new employee's supervisor with instructions on how to access the "Activate Your NetID" page. New staff must enter key personal information on this page to officially activate their NetID and password/passphrase. Once a NetID has been activated the employee can obtain a Northwestern WildCard.

Questions: please contact Mary Tobin, Barbara Beeuwsaert, or aaron-rosen@northwestern.edu.

eRecruit hands-on training
Hiring manager and resume receiver must be trained on eRecruit in order gain access to the system.
Register for hands-on training.

Questions: please contact Barbara Beeuwsaert or aaron-rosen@northwestern.edu.

Recruiting and hiring Temporary Jobs: Non Students/Students/WorkStudy:

- If Candidate has been identified by the Units:
Follow the process below to have the candidate directly hired in HRIS:

1. The identified candidate must complete the personal data form and other new hire forms.
2. All employees are required to provide proof of employment eligibility before receiving any payroll payment. Employees must complete form I-9 within 3 days of employment either in the employing department or in the Payroll or Human Resources offices.
3. Forward the completed personal data form to Barbara Beeuwsaert at ORPFC, 633 Clark Street, Crown Building 1st Floor, Evanston Il 60208.

   Please communicate starting date, hourly rate and the name of the timesheet ETES approver.

4. Once a temporary employee is hired HRIS a NetID is generated for them within 24 hours. Barbara Beeuwsaert contacts the new employee's supervisor with instructions on how to access the "Activate Your NetID" page. New Temporary employees must enter key personal information on this page to officially activate their NetID and password/passphrase. The NetID will allow the employee to access Electronic Time Entry System ETES.

   NOTE: Temporary Non student will be paid from account 60111 (previously known as object code 0110)
   Temporary Student will be paid from account 60120 (previously known as object code 0120)
   Temporary regular Fed Work Study will be paid from account 60122 (previously known as object code 0122)

- If Units require assistance from the Temporary Staffing Center to identify a candidate:
We are pleased to announce that Northwestern University has developed a Temporary Staffing Center. The Center was established to supply temporary staffing coverage for various needs throughout the university: vacations, leave of absences, temp to hires, special projects, seasonal peaks, and unexpected business demands. The core services provided by the Center will be recruiting, interviewing, and assigning individuals in temporary administrative and financial support positions, solely at Northwestern University.

1. Please communicate Mary Tobin your need for assistance from the Temporary Staffing Center to identify a candidate.
2. Once approved complete the "Temporary Staffing Center Requisition Form A". Temporary staffing recruited form the temporary Pool will be paid from account 60113 (previously known as object code 0111).
3. Once a temporary employee is hired HRIS a NetID is generated for them within 24 hours. Barbara Beeuwsaert contacts the new employee's supervisor with instructions on how to access the "Activate Your NetID" page. New Temporary employees must enter key personal information on this page to officially activate their NetID and password/passphrase. The NetID will allow the employee to access Electronic Time Entry System ETES.

Temporary Staffing Center Chicago Campus contact:
Ashley Orchard Mackowiak, Staffing Consultant
Phone: (312) 503-1234, a-orchard@northwestern.edu
750 North Lake Shore Drive, 6th Floor, Suite 693, Chicago, Illinois 60611

Temporary Staffing Center Evanton Campus contact:
Theresa Barron, Staffing Consultant
Phone: (847) 467-0048, t-barron@northwestern.edu
1801 Maple Avenue, First Floor, Suite 1101, Evanston, Illinois 60208

Termination for Staff employee and Temporary Jobs (Non Students/Students/WorkStudy):

Unit Director or Supervisor works with ORPFC and ORIS staff on any issues associated with the employee's separation and completes internal OR Paperwork "Termination/transfer form" (Computer access, Meeting Maker account, phone, Unused vacation payout etc.)

Questions: please contact Mary Tobin, Barbara Beeuwsaert, or aaron-rosen@northwestern.edu.

Exempt Staff should complete the leave accrual usage online (available in Self Service) and submit the balance to their supervisor for approval prior to termination. If the approver listed is incorrect or have questions please contact Barbara Beeuwsaert.

***NOTE: Employees will not have their balances paid out until the supervisor approved their submitted leave accrual usage. Please refer to the Leave Accrual Instructions, Guidelines, Training and Procedures.

Questions: please contact Barbara Beeuwsaert.

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Management & Administrative Tools

HRIS Reports to:

If you need to change the approver (ETES, Exempt employee leave accrual, COI, Training (Learning & Development), Performance) please contact Barbara Beeuwsaert.

Vista:

Payroll Expenses Reports are sent to Directors on a monthly basis
Questions: please contact Crystal Boone.

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NetID Automation:

How are new NetIDs for Faculty and Staff Created?

Once a new faculty, staff member or temporary employee is hired HRIS, a NetID is generated for them within 24 hours and the NetID Coordinator is notified by e-mail. The NetID Coordinator contacts the new employee with instructions on how to access the "Activate Your NetID" page. New faculty and staff must enter key personal information on this page to officially activate their NetID and password/passphrase. Barbara Beeuwsaert is the NetID Coordinator.

If you have questions relating to your NetID or password, contact the NUIT Support Center at:
847-491-HELP (4357) or consultant@northwestern.edu

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Conflict of Interest for Staff (COI):

Each year, members of the University staff examine their activities for possible conflicts of interest between personal activities and University responsibilities. This periodic review is intended to remove any questions about conflict of interest and resolve any doubt about any activity that might present a conflict. Conduct in business and academia has been the subject of public scrutiny and legislation in recent times, and it is good practice for us to demonstrate that our work is free from any question about our motivation and our dedication to the University mission.

NU Performance Excellence & Performance Review:

http://www.northwestern.edu/hr/training/perfex.html

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Self Service:

Accessing the Self Service Sign-in Page

Self Service will allow you to view your paycheck/Employment info panel, process Direct Deposit, apply for Jobs at Northwestern, obtain information on how to update your Life Insurance Beneficiaries. But also to have access to:

• The Online Directory is available to faculty and staff throughout the year to update personal information coming from HRIS to Online Directory such as home and email addresses, job location, job title, name changes and phone numbers. HRIS updates the Online Directory nightly with any changes made through this panel.
  Questions: please contact Barbara Beeuwsaert.
  
  
• The Exempt staff Employee leave accrual pages are available throughout the fiscal year for employees to enter vacation, sick, and personal floating holidays taken.  The pages are also updated monthly to increment employees' vacation balances. At fiscal year-end, employees must review their leave accrual record and submit it to their supervisor for approval.
  Questions: please contact Barbara Beeuwsaert.
  
  
• Learning & Development: eDevelopement
  
  

Electronic Time Entry System ETES:

Northwestern University's ETES is used to record time for all biweekly staff and temporary employees. Access to ETES is only available on campus not including the dorms unless using VPN.

NOTE: Please contact Barbara Beeuwsaert to change ETES approver or ETES Backup Supervisors.

Having trouble accessing ETES call the ETES HELP Desk (8:30-5:00 Mon-Fri), Call: (847) 467- 7606 (7-7606), E-mail: eteshelp@northwestern.edu.

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