Submitting a Re-Hire Form in MSS

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Self-Service HR 5.2
PROHRI41 [ 20-APR-07 ]

Scope

This procedure covers submitting a Re-Hire Transaction via Manager Self-Service, which initiates the rehire of (reactivation) an employee's record in Parnassus.

Policy

Only employees with Manager Self-Service responsibilities can access MSS. Here managers view or submit changes to information in the records of employees who directly report to them, or who are in departments that directly report to them.

Re-Hire Transactions in Manager Self-Service

Unless otherwise indicated in the Manager Self-Service transaction, salaries/hourly rates will be charged to the default salary account number for the employee's primary organization (department).

Manager Self-Service transactions and associated workflows serve to ensure accurate processing and provide authorization to change employee records.  All MSS transactions must include an electronic copy of written communication to employees to help meet the stated goal (not to mention minimize employee confusion, etc.)

Distribution

Manager Self-Service User*

Ownership

The HRIS Director [bgriffin@Ithaca.edu] is responsible for ensuring that this document is necessary and that it reflects actual practice.

Activity Preface

This activity is performed whenever you have received approval to hire from Employment Services and the Director of Equal Opportunity Compliance.  You must have all the details in front of you to complete the Re-Hire Form, including:

When a record change is submitted through Manager Self-Service, the information goes through a workflow for approval.  There is a time-delay as the transaction is processed.  When it has gone completely through the workflow, you will receive an email notification. 

Refer to An Overview of the MSS Approval Process [REFHRI01] for details on the MSS Workflow.

The job title Manager refers to:

Manager

1. Access Manager Self-Service

Refer to Accessing Manager Self-Service [NAVHRI04]

2. Select “Re-hire an Employee”.

This pulls up the first page of the Rehire Form.  There is a decision point on this page.  You must select the FLSA status for the new employee’s position.

3. Select the form appropriate to the new employee’s FLSA status

4. Enter Biographical Information.

Use dashes.  For example: 111-11-1111

5. Enter Office Details.

6. Enter Current Address.

7. Enter Phone Numbers.

8. Enter Primary Assignment information.

If Rehire is Exempt, goto task #9. Otherwise, if Rehire is Non-exempt, goto task #10.

9. Enter Work Schedule for Exempt employees.

If the employee works less than 12 months/year, you will need to indicate in the fields below the actual dates that the employee begins and ends their work at Ithaca College.

If the employee works 12 months/year, please indicate such.  If the employee works partial months, please indicate with a decimal.

10.    Enter Working Hours (in military time) for the Non-Exempt employee.

If the employee works less than 12 months/year, you will need to indicate the actual dates that the employee begins and ends their work at Ithaca College.

If the employee works 12 months/year, please indicate such.  If the employee works partial months, please indicate with a decimal.

These are the times that the shift begins and ends.  The time is in Military Time; that is, 8:00 AM appears as 08:00 and 5:00 PM appears as 17:00.  Noon is 12:00, and Midnight is 00:00.

11.    Enter Additional Assignment Detail

If the employee is 100% full time, please indicate such.

12.    Enter Account Number

Enter Account Number ONLY if it is different from default account.

13.    Attach supporting Documentation such as offer letter, resume, etc.

This is a critical step as the transaction is verified against the offer letter by the workflow approvers. All attachments become a permanent part of the employment record within Parnassus. Every document attached to these transactions is another piece of paper that does not need to be filed!

14.    Add any additional comments to approver on the review page

15.    Print the Re-Hire Transaction for your records.

If you would like to keep a hardcopy of the Re-Hire Transaction, you must print now before submitting the transaction.  Once you submit the Transaction, you will not be able to print.

If you are using a PC, you may also right click within the page to choose print from the drop-down menu.

If you are using a Mac, you must click inside the Rehire page, then click File > Print Preview > Print Background.

16.    Click the "Submit Information" hyperlink to submit the form.

17.    Click the “Close Form” link at the bottom of the form to exit the Rehire Form when you are finished.

You can continue to work with Manager Self-Service from the main menu.

18.    Click the Logout link when finished with Manager Self-Service to properly disconnect from Parnassus.

End of activity.


Submitting a New-Hire Form in MSS: Flowchart Start Manager Task #1 Task #2 Task #3 Task #4 Task #5 Task #6 Task #7 Task #8 Decision Manager Task #9 Manager Task #10 Task #11 Task #12 Task #13 Task #14 Task #15 Task #16 Manager Task #17 Task #18 End