Hire Xpress User’s Training A Human Resources guide to Hire Xpress

1. Hire Xpress User’s TrainingA Human Resources guide to Hire Xpress (New Hire Packet & I-9 Compliance)

2. Hire Xpress • Hire Xpress is the NAU new hire packet process that uses secure online forms to collect personal information such as address, emergency contacts, DOB, SSN, etc. required to set up a new employee. • This process includes the Department of Labor and Homeland SecurityI-9 and eVerify requirements for employment identity and work authorization. The above processes are fulfilled in the Equifax Compliance and I-9 Management center.

3. Training Guide Table of Contents • The hiring department begins the Hire Packet process in PeopleSoft • When is a Hire Packet Required • Initiating a Hire Packet • SSN Mismatch • Hire packet Life cycle (Slide 5) • New Hire completes the Hire Packet • Completing form I-9 Section 2 • eVerify issues • How to request security access to create a New Hire Packet

4. When is a Hiring Packet Needed? • A Hire Packet is required when: • The employee has never worked for NAU • Employee has not had an active NAU job in the past six (6) months. • No Hire Packet is required if: • Employee has had an active NAU job in the past six (6) months. • A Hiring packet has already been initiated (created) and is pending completion by the employee • Employee has a current active NAU job

5. Functional Hiring Packet Process

6. Initiate Hiring Packet - Peoplesoft • Log into LOUIE using your NAU credentials and navigate to:Main Menu > Workforce Administration > Personal Information > Administrator > HireXpress > Create Employee Hire Packet. • A New Hire packet cannot be created with a start date that is greater than 180 days from the date of the Hire Packet creation. This will generate and error notification that the date is out of range. NOTE: If the employee is working outside the state of Arizona please contact the HR/Payroll office as this is a separate process that requires a manual packet and presidential approval for the hire.

7. Initiate HirE Packet - Peoplesoft • Collect and enter the appropriate information requested. If there was a prior affiliation with NAU the NAU employee or student ID should be used. • If NAU ID is not available you can search by the criteria listed below: • First Name • Last Name • Social Security Number • Date of Birth • Search

8. Initiate Hiring Packet - Peoplesoft • If an affiliation is found or you are able to use the ID - select “Create Packet” to generate a new hire packet for the employee. • If multiple individuals are returned, please ensure that the following information matches: • Date of Birth • Social Security Number • If SSN is all nines (999-99-9999) but DOB matches please use this packet If there are questions please contact the HR office

9. Initiate Hiring Packet – Peoplesoft Cont. • If no affiliation is found select “Add New” to create a new person in LOUIE and generate a New Hire Packet.

10. Social Security Number Validation • The SSN exists with another name: • If the SSN Exists with another name • Check the Employee’s name • Has there been a name change • Get assistance from HR if needed to prevent creating a duplicate ID • NOTE: It is important that we only have one ID associated with an SSN. If the individual has had a name change, it is OK to create the packet using the previous name. The employee makes the name change when completing the HX packet and it loads back into our system with the correct NEW name.

11. Notification when a packet is not needed • System Displays preventing a new hire packet • Currently has an active job at NAU • Has had an active job in the last 6 months • Hire packet has already been initiated If message indicates a packet is not needed, generate the ePAR and background check if required. No other action is needed at this time.

12. New employee completes the Hire Packet in the NAU Employment Center • After a New Hire Packet has been generated, an auto generated “Welcome to NAU” email is sent to the new employee with a link to the NAU Employment Center, which is housed outside of the NAU website. • The email provides the employee with their User ID and Password Configuration for accessing the Hire Packet. If there is a question about the format for the initial User ID and Password, please contact HR. • If the employee has difficulty, the hire packet initiator or HR may resend the “Welcome to NAU” email by logging into the Equifax Compliance Center. • If the employee’s password needs to be resent, please contact the HR/Payroll office directly through HR.Contact@nau.edu or 928-523-2223 for assistance.

13. New employee completes the Hire Packet in the NAU Employment Center • Once Logged into the system the new employee will be taken to the following page with information about what is needed to complete the packet. • They would continue to begin the packet and at the end of each section.

14. New employee completes the Hire Packet in the NAU Employment Center • The new employee will be required to provide an electronic signature on various pages of the packet. They will be presented with the information regarding the electronic signature process.

15. New employee completes the Hire Packet in the NAU Employment Center • The employee is not required to complete the packet at one time and can see where they left off. • When completed they will receive the final instructions page.

16. Packet completed ready for I-9/eVerify processing • Once the employee has completed the packet, it is now ready for the department or HR to complete the individual’s I-9 and eVerify. • In the Compliance Center, search for the employee and there will be a Complete I-9 tab available. Click on that box to begin the I-9/eVerify process. • For specific information on the I-9/eVerify process refer to the eVerify Instruction Manual • The employee must complete Section 1 of the I-9 by or before their stated start date. • NAU staff must complete Section 2 of the I-9 before or within 72 hours of the stated start date. • If either time period is missed NAU is subject to fines up to $1900 per incident. Contact HR if there are issues with the start date.

17. I-9/eVerify processing • Complete section 2 – This step determines an employee’s work eligibility. Select the appropriate list A or B and C to complete the form. The documents presented to you MUST be originals and NOT copies. • For foreign national employees, do NOT use a Social Security card that states “valid for work only with DHS Authorization” This indicates an individual is a foreign national and needs to come to HR for processing.

18. I-9/eVerify processing • If you are not familiar with what the required documents and what they look like, you can view sample documents directly in Section 2.

19. I-9/eVerify processing • After completing section 2 – you will attest to the fact you understood the process and personally saw the original documents required to complete this section. • As you finalize the process with the employee you are triggering the system to begin the automated eVerify process. NOTE: To avoid problems please be sure the employee’s information is correct!! Contact the HR/Payroll team if you have any questions during the I-9 process.

20. I-9/eVerify processing • Next step is to continue • If all has been completed correctly you will be taken to the following screen that shows Current Status as pictured in red below. If an employee uses a passport, another step of photo matching will be required.

21. I-9/eVerify processing • Photo Matching – Photo matching is ONLY required when a Passport is used. • If photo matching is required you will get the following message:

22. I-9/eVerify processing • The employee has a status of “employment authorized” and is OK to work however photo match process must be completed. • A copy of the passport should be emailed to HRI9.Passport@nau.edu and a member of our HR staff will complete the process and close the case. NOTE: Do NOT retain a copy of this document on your desktop or in files in your office. All copies should be deleted immediately after emailing to HR.

23. I-9/eVerify processing • If no photo match is needed after receiving the status “employment authorized” the case can be closed. • Step 1 - Select “Close Case” as pictured below • Step 2 – Select Case Closure Option the Close Case – “yes” even if future employee If employee is no longer working please contact HR before closing the case.

24. I-9/eVerify processing • Step 3- Select “Yes” – The employee IS currently employed with this company and “The employee continues to work after receiving an Employment Authorized result”. Then “Close Case” again. • Case is closed and no further action is required.

25. Process is complete • This employee’s hiring packet is now complete. • It will be forwarded and loaded into LOUIE. • Human Resources/Payroll will enter the employee’s pay data when they receive the hiring ePAR. For Questions call the Human Resources office at 928-523-2223 and ask for a member of the payroll team or email us at one of the following email addresses: HR.Contact@nau.edu or HR.PayrollServices@nau.edu

26. Gaining access to LOUIE and Hire Xpress • Complete an ePASS requesting the following role: • NAU_HR TALX Dept Manager and include the HR department numbers you administer. • Attach the Hire Xpress Training Completion Form with the ePASS. • You will be able to access both LOUIE and Hire Xpress (The Compliance and I-9 Management) 2 days after receiving confirmation of the ePASS authorization. • You will receive a temporary password for Hire Xpress – Log in and change your password before initiating a hiring packet. • Hire Xpress must recognize you as a user before it will accept packets from your user ID. • You can access the Compliance/I-9 Management Center through a link in the email or Through the Hire Xpress Link on our HR Web Page. Our employer code is 13881.

27. Questions?Please reference the NAU HR Web Page for additional information orContact the HR/Payroll office at 928-523-2223