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New Hire

Resource Guide and Training Materials

Human Resources has a resource guide with step-by-step directions on how to hire each type of employee and a training manual for using the PageUp Hiring system.

The resources service portal is the spot to find the link to submit a conviction check and PageUp User Access Request.

If hiring is part of your daily responsibility, use the buttons to the right to navigate to the page you need.

Hiring Guidelines

Employee Transactions

Conviction Checks

Faculty Employment Types

Human Resources Service Portal

Human Resources Forms

Search and Selection

HR Banner Guide

Hire Dates

To ensure timely payment and processing when a new employee is hired or an existing employee changes roles, please following these guidelines:

New Employees:

May start on any date as long as
- Their New Hire form in PageUp is completed a minimum of three (3) working days prior to the start date.
- The conviction check is successfully completed.
Job entry cannot be completed between the salary overtime and retro entry and the end of payroll dates listed on the payroll schedule. For start dates after this time, information must be received and conviction check completed three (3) working days before the salary overtime and retro entry date.

Existing Employees:

Existing employees who are moving to a new job within the university should only have start dates at the beginning of the pay period – the 10th or 25th of each month.
The employee must complete their abbreviated New Hire form in PageUp a minimum of five (5) working days prior to the start date.
To prevent interruption of system access, new job entry for existing employees is completed on the start date.
New job entries for existing employees cannot be completed between the salary overtime and retro entry and the end of payroll dates listed on the payroll schedule.

If you have questions about the guidelines, please contact the HR Service Center at 540-231-9331 or hrservicecenter@vt.edu.

New Hire Center & Information for I-9 Processors

New Hire Center Awareness Training

I-9 Processor Training

New Hire Center User Guide

I-9 Processor Tools and Resources

Acceptable Documents

Onboarding

Human Resources launched an expanded onboarding program, developed to engage new hires, create a faster time to proficiency, increase satisfaction, and help with retention. Visit the onboarding website.

Offboarding & Employee Transfers

Offboarding is the process used to help prepare the employee, supervisor, team and/or other representative for the employee's separation from the department or Virginia Tech. Offboarding includes returning Virginia Tech property and other job related items, and processing transactional items including payroll and benefit actions. The offboarding program is designed to ensure a smooth transition of duties and assets prior to the employee’s departure. To view more information, including supervisor and employee checklists, visit the offboarding and employee transfer website.

Updating Employee information in Banner

Any new employees hired after May 16, 2020 will need their supervisor information entered through the PAF process in Banner. This field will be included for the following positions:

WAHIRE/WAJOB - Non-Student Wage/Sporadic Hire
STHIRE/STJOB - Student Wage/Work Study Student
P14HIR/P14JOB - Instructional/Non-Instructional Adjuncts
GAHIRE/GAJOB - GA/GRA/GTA

For new staff/faculty, a supervisor change PAF is needed to assign a supervisor.

HR Banner Enterer Manual

P14 Payments

The Adjunct and Wage Faculty Payment Process (P14 payments) at Virginia Tech is designed to compensate faculty and staff for part-time, temporary professional services in support of instruction or research. These payments are appropriate for services such as non-credit instructional programs, adjunct teaching, university-sponsored consulting, and one-time honorarium-equivalent payments.

Key Procedures:

Assessment of Need: Departments must determine if a P14 payment is appropriate and ensure the employment type is correctly reflected. It's advised to review University Policy 4296 and consult with Human Resources to select the most suitable payment method.
Documentation of Credentials: For teaching roles, adjuncts must possess at least the minimum academic credentials required for the level they are teaching. Generally, an earned doctorate or terminal degree is required; however, a master's degree may suffice for lower-division courses. In exceptional cases, professional experience may substitute for academic credentials but must be documented. Departments are responsible for reviewing, certifying, and retaining these credentials.
Arrangement of Services: Once a suitable candidate is identified, the department finalizes the terms of service. It's important to note that some foreign nationals may have restrictions on employment at Virginia Tech; therefore, the Controller's office should be consulted for guidance.
Position Classification: Departments must select the correct position type to be entered in Banner when setting up a P14 appointment, ensuring compliance with the maximum employment level and FTE limits. The maximum workload for a P14 appointment is 0.725 FTE, approximately 29 hours per week. Exceeding this may result in the employee becoming full-time and eligible for healthcare benefits under the Patient Protection and Affordable Care Act.
Completion of Paperwork: A conviction check is required for all non-student hires. Departments should complete the necessary forms, such as the Part-Time Faculty Appointment Authorization For Payment (P14A) and the Wage Employment Appointment Record (P12W), and provide the candidate with a formal offer letter outlining job responsibilities, compensation, and anticipated end date.
HR Banner System Entry: Departments must enter the employee's biographic information and approve the P14 appointment using the HR Banner system. The P-14 should be approved using the NOAAPSM Banner form. Any changes to the pay rate or FTE, or early termination of the appointment, should also be processed through HR Banner.

Common Mistakes to Avoid:

Do not use the same date for the effective and termination dates, as this will result in the employee being paid for only one day.
Enter one-time payments for a single pay period only to prevent multiple payments.
P14 payments for Graduate Assistants are typically only permitted during the summer. Payments during the academic year require an exception approved by the Graduate School, and Human Resources must be notified if an exception is granted.
Academic Year (AY) faculty cannot exceed 33.33% of their AY salary, including summer and winter sessions.

For detailed steps and additional information, departments are encouraged to consult the Banner Canvas training site and contact the HR Service Center for assistance.