Auto Termination/I9 Update
Hello BU Payroll Coordinators,
We have recently implemented two new system updates to assist with student employee management: the Auto-Termination Program and First Advantage for completion of the I-9 Form.
Auto Terminations
What is the Auto-Termination Program?
- Student hires will be automatically terminated from SAP upon reaching the listed end-date from JobX. Hire Approvers and Hire Requestors will receive alerts at 30, 15, and 7 days ahead of the scheduled end date. At that time, they can either extend their student(s) or allow the termination to continue. A final confirmation will be sent out to the same individuals when the termination is completed.
- The Maintain Hours/Pay Rate Fiori tile was updated to also include End Dates. This is where you will update your student’s job end dates, rather than needing to go back into the JobX Hire Archive to extend a position. An update to JobX will run nightly for any changes made to end dates in Fiori. Please note that end dates cannot exceed 1 year in the future, as the intention is to audit and extend or terminate your student jobs on a regular basis.
What do we need you to do?
- Review the end dates in Fiori for the students you supervise.
- If the end date is approaching, you can update the field to extend their employment. If the listed end date is in the past, please either extend the student or manually terminate them through the Termination app.
- If there is not an end date listed, please enter that information. Those students will not be terminated automatically until an end date is provided.
- Communicate this program update to your internal teams to ensure that all administrators and payroll staff understand that the end date entered upon hire will now be meaningful and result in a termination if no action is taken.
Form I-9 Compliance
As of November 13, student I-9s are processed in First Advantage Form I-9 Compliance, rather than the current Dynamic Forms platform we have been using since the switch to JobX last year. This is the same system we utilized for student I-9s prior to the SIS change, with a few updates to the workflow.
What is the new JobX Workflow?
- Like the current process, a hire will need to be initiated to alert the student to the I-9 form. Students will have a clickable link in their JobX dashboard forms to complete Section 1. The new Form I-9 does work on a mobile device.
- JobX will no longer notify supervisors when Section 1 is submitted, and Section 2 can be done. Students and supervisors will need to independently coordinate completion of the process.
- When an I-9 is completed, it will not immediately update the job status in JobX so the hire can be approved. A continuity file will run to update JobX multiple times a day but anticipate a short delay between when Section 2 is finalized and when the hire moves into Pending Approval.
- Students that completed Section 1 but not Section 2 prior to the transition to the new system on November 13 will need to redo Section 1 in Form I-9 Compliance before they can finish Section 2. Students and their supervisors in this category will be notified.
Changes to Section 2 Authorized Users
- There will no longer be a 1:1 relationship where the selected supervisor is the only one that can access their form for Section 2. Instead, anyone with Form I-9 access in the school/college will be able to see and complete Section 2 with the student. First Point will still be an option for I-9 completion.
- Supervisors or Payroll Coordinators that had access to Form I-9 prior to the new SIS have stayed active in the system and will already have the necessary permissions. New supervisors and payroll coordinators will need to contact SEO to be added to the Form I-9 portal.
Our website training materials will be updated for both students and supervisor/payroll coordinators on these two system updates. Please reach out to our team with any questions.