nc state onboarding center - nc state research & innovation · – via start employment (kicks...
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NC State Onboarding Center
Shared Service CenterUniversity Business Operations Division
919‐513‐1278http://[email protected]
Who knew?!
What is NC State’s official name?
Who knew?!
North Carolina State University at Raleigh
What is NC State’s official name?
Employee Groups Supported at Onboarding Center
• SPA• EPA non‐faculty• Faculty• Post Docs• Non‐student temporary
– We can help during mass hiring campaigns
RehiresWill depend on the individual.
– How long was break in service? • >33 days will trigger new emails• <33 days will not trigger new emails
– Were they previously temporary, EPA, SPA?– Is their new assignment temporary, EPA, SPA?– How long has it been since they went through NEO (if at
all)?– Is I‐9 still current?
What is done at department/college?• Issue offer letter• Background check• Let employee know what to expect next (Welcome email, Onboarding
appointment)• Personal Information Form (PIF)• PeopleSoft hire action ASAP
– via Start Employment (kicks off onboarding process)****Be sure to include their email address.****
– Action approval by HRIM triggers additional emails and gives unity access for checklist and new hire employment processes (fed overnight)
• Ensure employee has an appointment with OBC on their first day• Help make sure employees are aware of the two NEO sessions (NEO100 &
NEO200/201)• Let them know whether a C or CD parking pass is best for their location, or B
waitlist.• Be sure employee knows their start date.• Submit SAR requests• Grant key card building access• Issue keys• Assign workspace• Manager’s safety checklist
How is employee impacted if hire action is not approved prior to start date?
CHAOTIC!
I can’t do my tax withholding
I can’t login to the portal to access the New Hire Checklist
System Generated Emails• Welcome (as soon as first page of Start Employment is saved)
– Employee– Onboarding
• Unity (fed on the night hire action is approved)– Employee– PS Initiator– “Reports To”– Onboarding
• Gmail (fed on the night hire action is approved)– PS Initiator– “Reports To”– Onboarding
**Note: If action is entered directly into base and not through Start Employment, the emails will not be triggered**
What is done during the Onboarding appointment?
• Campus One Card• Parking pass• I‐9 (Part 1 on/before first day,
Part 2 within first 3 days)• Tax withholding (W‐4, NC‐4)• W‐2 consent• Direct deposit• Emergency contacts• Emergency alerts• Tax assessment reminders• Assist with any incomplete
checklist items• Secondary employment• Conflict of interest
• NEO100 registration • NEO200 benefits registration• Complimentary coffee and
water for new employees
New Employee Orientation• NEO100‐New Employee Orientation held on Tuesdays at
Joyner Visitor Center.• Campus bus tour• Group lunch at dining hall
• Alternate NEO100 (one Friday a month) on Centennial Campus from 8:00‐12:30 (for new hires with schedule conflicts)
• Benefits orientation done separately (or online).
• Post Doc benefits orientation• Generally conducted same day as NEO100
• Employee can register via portal (if hire action approved), call OBC, email OBC, or manager can register them via Manager Self Service. Confirmation email sent to employee and “reports to” (supervisor).
Communicate with New Employee and Hiring Manager
• Let the new employee know what to expect at the time the offer is made. – Welcome email will be coming– Coordinate with hiring manager on the best time for
Onboarding appointment on first day
• Let hiring managers know about the new process and what their role is.– Communicate with the employee on best time to make
the appointment as to not interfere with any plans the department may have for the new employee.
– Notify department of new employee start dates ASAP so that action can be entered/approved ahead of start date.
Department Resources
New in 2014
3 bell tower tours
2 Hunt Library tours
Upgraded New Hire Checklist coming soon……
Who knew?!Who is G. E. Jefferson?
Who knew?!Who is G. E. Jefferson?
Although 33 alumni died in the war, the memorial plaque contains 34 names. Before the Armistice the name G. L. Jeffers, Class of '13, was wrongly reported killed in action. Many years later, however, when the memorial plaque was made, a list was furnished to the manufacturer from which Jeffers' name had never been removed. When the error was noted on the finished plaque, a decision was made to alter the extra name beyond recognition. It was therefore changed to G. E. Jefferson, a symbol of unknown soldiers at State and elsewhere.
