Request Access to the New Hire System—Medical Campus
Access to the CRC 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. 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 existing user set-up (i.e., add/remove permits, roles or values to existing users), you need to submit the UIS Account Request 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 Business Link, click on Payroll/Personnel and you will see that the Employee New Hire is active on the menu.
PLEASE NOTE: Once we receive your access request, we will need to confirm with your administrator/supervisor that you are authorized to access the range of values specified in your request. Please consult with your administrator/supervisor before submitting this request.
| Distribution Unit-Dept | Additional unit-dept values you are responsible to review |
| Object code(s) | Additional Object Codes you are
responsible to review
|
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 visit Requesting a University ID (UID) Number.
For training on how to use the New Hire System please contact Payroll at 617-638-4590.
Following is a description of the Security Values and EA roles that you will find on the online 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) | MD, DR, OT |
| Employment code(s) | FY, FP, OT, DR, RD |
| 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 |
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):
Electronic Authorization (EA) (Approving New Hires): The New Hire System uses the same roles and values as the Web 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 online form. Otherwise, you need to provide the values for each applicable role.
| Level 2 code(s) | MD, OT, DR |
| Employment code(s) | FY, FP, OT, DR, RD |
| Unit-Dept code(s) | The employee’s home-base unit-dept |
| Primary-ACK |
|
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.
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).