Prior to creating any new positions, please evaluate the organizational structure of your department. SAP\u2019s Position Status report can be used to evaluate existing vacant positions to determine if you can maintain a vacant position and open it for hire or if you need to create a new position. You must also ensure that you have recurring funding to cover both salary and fringe for any additional hires. One-time savings cannot be used for positions. <\/span><\/p>\n Whether you are maintaining an existing position or creating a new one, a Position Description Template<\/a> and a Memorandum (detailed instructions on the different types of Memos can be found in the Office of Research Personnel Action Matrix<\/a>) must be submitted to the Office of Research as the initial step in the hiring process. Please note that positions that are changing substantively, either in duties, subfamily, or moving between career levels (Support, Professional, Management) will require a review by HR Compensation via the <\/span>Position Evaluation Request<\/span><\/a>. Please allow up to 15 business days for this review. <\/span><\/p>\n All requests for new positions or salary increases for existing positions require approval of the Vice President and Associate Provost for Research (in some cases, the University Provost\u2019s approval is required as well; the Personnel Action Matrix<\/a> explains such scenarios). By submitting both documents, a completed Position Description Template<\/a> and a Memo to the Office of Research, you are initiating the approval process. The paperwork will first be reviewed by the Office of Research administrative team, and then it will be routed to the Vice President and Associate Provost for Research, and if necessary, the University Provost and Chief Academic Officer of Boston University, for approval. Once the memo has been reviewed and approved by all parties, it will be returned to you and the hiring process can continue. The signed\/approved memo needs to be included as an attachment to the OM (maintain or create) form. If the approval is not attached, the position will not be approved. For new positions, the Provost\u2019s office is the last approval in workflow. <\/span><\/p>\n Please refer to the materials and information on the BU Human Resources site and BU TechWeb\u2019s HCM <\/span><\/p>\n Help Guides once the memo has been returned (links provided below): <\/span><\/p>\n Training sessions for HCM are available and the schedule can be found on this <\/span>TechWeb page<\/span><\/a>.<\/span><\/p>\n If you have any questions about the hiring process or positions within your unit, please contact the Office of Research at research@bu.edu<\/a>. <\/span><\/p>\n A position description is needed to create a new position. Please refer to the materials and information on the BU Human Resources site, which describes steps to writing a thorough and accurate position description: <\/span>Writing Position Descriptions<\/span><\/a>.<\/span><\/p>\n It is important to take time to review tips and instructions provided on the HR Compensation page because a well-written position description can reduce the amount of time the Compensation team needs to turn around a position evaluation. <\/span><\/p>\n All Position Description Templates<\/a> need to include the career level, family, subfamily, and job title. <\/span>Career and Job Level Guide level guide<\/span><\/a> is available on the <\/span>Career Categories and Levels page<\/span><\/a> of the HR website. Job families, subfamilies and a list of job titles are available on the <\/span>Job Families page<\/span><\/a> of the HR website. If a job title is not listed, naming conventions for job titles are based on level and subfamily. For example, a job in the financial subfamily at the P2 level would have the title Finance Manager II, with the II indicating the career level. For jobs that are in the management (M) category, the career level would come first. In this example if it was a finance role at the M3 level, the title would be Management III Finance.<\/span><\/p>\n If there are changes to a position, please complete a <\/span>position evaluation request <\/span><\/a>on the HR Compensation website. The <\/span>Position <\/span><\/a>Evaluation Request online form provides Compensation with the necessary information to classify the position. If you have any questions regarding the writing and evaluation of position descriptions, please contact: <\/span>hrcomp@bu.edu<\/span><\/a> or the<\/span> Office of Research at research@bu.edu<\/a>.<\/span><\/p>\n All requests for salary increases for existing positions require approval of the Vice President and Associate Provost for Research. Once you have received the VP\/AP approval, please submit <\/span>the Salary Increase form<\/span><\/a> located on the HR Compensation website. This form should only be submitted for recommended increases that are less than 10% of the current base salary. Requests for salary equal to or greater than 10% of the current base salary should be done via a <\/span>Position Evaluation request<\/span><\/a> to allow Compensation to provide a full review of the level and equity. For Salary Increase Requests, it is helpful to provide a copy of the employee\u2019s resume, or information regarding relevant experience prior to Boston University. Please allow up to ten days for a recommendation from the date of submission. There are also information and resources on the HR Website: <\/span>Manager Resources Compensation. <\/span><\/a><\/p>\n For general questions regarding compensation processes, please contact <\/span>Lena Tamutiene<\/span><\/a>, Director, Finance & Administration in the Office of Research<\/span><\/span>, or submit your question to <\/span>hrcomp@bu.edu<\/span><\/a>.<\/span><\/p>\n If you have questions about how to submit a form in SAP, please visit <\/span>HR Systems<\/span><\/a> for guides and resources. <\/span><\/p>\n Our office has developed a Personnel Action Matrix<\/a> document to clarify the workflow process for personnel actions that include creating a new position, promotion\/salary increase, processing an overbase payment, and increasing an employee’s percent time. The purpose of the Personnel Action Matrix<\/a> is to describe the different procedures and to specify what kind of approval is required for each request. <\/span><\/p>\n If you have questions about the Matrix, please contact the<\/span> Office of Research at research@bu.edu<\/a>.<\/span><\/p>\n Please follow these steps to hire a new employee. <\/span><\/p>\n On the BU\u2019s recruitment page, newer postings push down older postings, and eventually older postings are removed from the \u201c<\/span>Latest Listing<\/span><\/a>\u201d section of the HR Recruitment page. Once the older postings are removed from the \u201cLatest Listing\u201d page, they are only displayed in the \u201c<\/span>Current Openings<\/span><\/a>\u201d section. If a position has been posted for over six months, you can request that your Talent Specialist refresh the posting so that it shows back up under Latest Listings. <\/span><\/p>\n Based on the requirements of the Immigration and Reform and Control Act of 1986, all new employees of Boston University must complete a Form I-9 within their first three days of employment. Employees who do not complete a Form I-9 within their first three days of work will not be able to continue working at the University until a Form I-9 has been completed. Access will be automatically suspended after 3 days, and they will not be able to access University systems or enter time sheets. <\/span><\/p>\n After an employee is hired into their new role, they will receive an email prompting them to create a unique BU email and password. Once the BU account has been created, an email will be sent to the employee with a link to BU\u2019s Red Carpet Portal. Here they will submit Section 1 of a federally required I-9 form (in addition to submitting their direct deposit information, updating\/verifying personal information, etc.). Section 2 of the Form I-9 should be completed on the new employee\u2019s first day of work in Human Resources. A new employee can complete their I-9 either in person or remote (the I-9 instructions will be included in the HR onboarding email).<\/span><\/p>\n Completing a Remote Form I-9<\/b><\/p>\n This process should only be used if you are physically not located in Boston during the first three days of employment. <\/span><\/i> If you are being hired for an off-campus location or will not be physically located in Boston during your first three days of work, please contact the HR onboarding team to discuss the possibility of a remote I-9 at onboard@bu.edu. <\/span><\/p>\n Remote I-9 instructions are linked <\/span>here<\/span><\/a>. <\/span><\/p>\n Failure to complete an I-9 will result in a loss of access to university systems and resources and could result in the termination of employment with the University. <\/span><\/p>\n Please note: All Boston University employees who are not U.S. citizens or lawful permanent residents must verify their employment eligibility by completing a Form I-9 Employment Eligibility Document at the International Student and Scholar Office within three days of beginning employment. Additional information, including location and appointments, can be found at the ISSO website<\/a>. <\/span><\/p>\n If you have any questions regarding the I-9 requirement, please contact onboard@bu.edu<\/a>\u202for visit the <\/span>I-9 Process page<\/span><\/a>.<\/span><\/p>\n If your department hired a non-compensated employee (visiting faculty and research scholars) and would like to request an Affiliate Account for the person, please follow the instructions described <\/span>here<\/span><\/a>. Prior to requesting the Affiliate Account, please review the <\/span>University\u2019s Policy on Visiting Faculty and Research Scholars<\/span><\/a>. <\/span><\/p>\n If a student employee needs access to SAP systems, they need to be hired into a non-compensated position.<\/span><\/p>\n Before your new employee\u2019s first day:<\/span><\/p>\n On your new employee\u2019s first day or shortly after:<\/span><\/p>\n Letter of Resignation<\/b> <\/span><\/p>\n Time Off Requests<\/b> <\/span><\/p>\n Make sure sick and vacation time has been entered and approved prior to the last workday. Note: employees cannot take vacation on the last day of employment. <\/span><\/p>\n Reconcile Travel and Purchase-card Charges<\/b> <\/span><\/p>\n Contact Your DSA<\/b> <\/span><\/p>\n Parking and Transportation Services<\/b> <\/span><\/p>\n Exit Interviews<\/b> <\/span><\/p>\n Keys and BUIDs<\/b> <\/span><\/p>\n Out of Office and Voicemail Messages<\/b> <\/span><\/p>\n Performance evaluations are conducted on an annual basis and managed by the <\/span>HR Business Partners<\/span><\/a>\n
\nPosition Descriptions<\/h2>\n
\nPosition Evaluations<\/h2>\n
\nSalary Increase Requests<\/h2>\n
\nOffice of Research Personnel Action Matrix<\/h2>\n
\nHiring New Employees<\/h2>\n
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\nNon-Compensated Positions<\/h2>\n
\nStaff Onboarding Checklist<\/h2>\n
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\nStaff Departure Checklist<\/h2>\n
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\nPerformance Evaluation<\/h2>\n