Request Access to the New Hire System—Charles River Campus
Access to the CRC online New Hire System is granted to payroll coordinators or departmental approvers for Faculty and Casual hires only (FY, OT Level 2 codes). All other new hires are initiated by Human Resources. The New Hire System set-up requires permits with security values and Electronic Authorization (EA) roles.
To request a new user set-up, back-up user set-up, or to modify an existing user set-up (i.e., add/remove permits, roles or values to existing users), you need to submit the CRC New Hire Security and Electronic Authorization Request Form.
NOTE: Please do not submit your requests for these permits via Galaxy Task US50.
Once the permits are implemented, go to the Business Link, click on Payroll/Personnel and you will see that Employee New Hire is active on the menu.
PLEASE NOTE: Once we receive your access request, we will need to confirm with your Employee Relations Representative that you have the authorization to access the range of values specified in your request. Please consult with your ERR before submitting this request.
To process a new hire on this system, you need to obtain a University ID number (UID) for the new employee. To find information on how to obtain the UID, please go to Requesting a University ID (UID) Number.
For training on how to use the New Hire System, please contact your ERR in Human Resources.
Following describes of the Security Values and EA roles that you will find on the CRC Turnaround Security and Electronic Authorization Request Form.
There are two permits associated with creating/initiating and reviewing the new hires. If you need to initiate a new hire you need the permits: HRNH and HRNR. However, if you only need to approve and not initiate, only HRNR is required.
NOTE: Each department needs to have a back-up user set up for initiating new hires.
Following are the values associated with each permit:
| HRNH (initiate) | |
|---|---|
| Level 2 code(s) | FY and/or OT |
| Employment code(s) | FY, FZ, FP, OT |
| Unit-Dept code(s) | The home-base unit-dept you are responsible for initiating |
| Mail code(s) | The mail code(s) you are responsible for initiating |
| Distribution Unit-Dept | Additional unit-dept values you are responsible to review |
| Object code(s) | Additional Object Codes you are responsible to review
|
The following values are only required if you are responsible for distributions (salary splits) in another department other than your own home base; these values will provide a limited view (excluding over-base and benefit-base distributions):
| HRNR (review) | |
|---|---|
| Level 2 code(s) | FY and/or OT |
| Employment code(s) | FY, FZ, FP, OT |
| Unit-Dept code(s) | The home-base unit-dept you are responsible for reviewing |
| Mail code(s) | The mail code(s) you are responsible for reviewing |
Electronic Authorization (EA) (Approving New Hires)
The New Hire System uses the same roles and values as the Turnaround System. If your department is already set up with EA on the Turnaround System, you do not need to submit values again using the CRC New Hire Security and Electronic Authorization Form. Otherwise, you need to provide the values for each applicable role.
Role—Primary Signer: the first user who will be prompted to sign the new hire in the department.
Role—Secondary Signer (if applicable): The second user in the signature path who will be prompted to sign the new hire in the department. Most departments only the primary signature role set up.
| Level 2 code(s) | FY and/or OT |
| Employment code(s) | FY, FZ, FP, OT |
| Unit-Dept code(s) | The employee’s home-base unit-dept |
| Secondary-ACK |
|
NOTE: Each department needs to have a back-up user set up for signing new hires. You also need to provide values for the back-up signer(s).