How to Hire a New Employee

The entire process takes place in UKG.   Once we have the background check or fingerprint results, Checkster Report, an offer of employment can be made. The hiring manager will navigate to HR Actions and Hire the applicant. HR > HR Actions 

New Scribe: How to Hire a New Employee

This is accomplished through a workflow in UKG. Once submitted, the request will move to the HRIS Specialist for approval and processing. Once the HRIS Specialist approves, the applicant's status moves from Applicant to Preboarding status. A Preboarding Checklist is assigned and must be completed on or before the employee's first day of work. An employee with a Preboarding status can not clock in or work until their I9 is Verified, so please plan to submit the HR Action three to five days before the expected start date. Once the Preboarding Checklist is complete, a New Hire Checklist is assigned. 

All forms/paperwork are completed in UKG. Within the New Hire checklist is a link to update personal information, including date of birth and all forms: OH Tax, W-4, signed Job Descriptions, and Direct Deposit information. Also included in the checklist is a link to the online orientation, NEO I & II.  The hiring manager will monitor the progress of completing the New Hire Checklist in UKG. 

Documentation not collected in the Checklist but still needed are Degrees/Transcripts. The hiring manager will upload these to the employee's Documents. Hiring managers will send a Change Request - all changes form to add any secondary positions/cost centers needed. Please take a look at the UKG FAQ for more information, including a Scribe detailing how to submit a Change Request.

Once you are ready to hire someone:

Under the Team Menu, navigate to HR / HR Actions   

Select Hire a New Employee by clicking on Start on the right 

Use the Look Up icon to search for your applicant, and select the Job Application drop-down menu. 

Leave the Effective From Date as the current date and click Continue.

You can use the current date in the Hired field but be sure to enter the date that the person will start working in the Started Date field. The person's name will be populated from the applicant's profile.

The Account Status must be set to Preboarding.

Delete the info in the Username and Employee ID fields - the system will generate the correct username.

Update the Default Cost Center, Location, and Employee Type fields if they are not fully populated or are not correct.

On the far right click + Add to add the Base Comp (pay rate) information.

Enter the hourly pay rate and change the Per field to Hour (if hourly)

If the person is PTP be sure to enter the total number of hours they will be working per week.

Do not edit anything in the Autopay Amount Earning field.

Select the Reason Code New Hire.

Click SAVE

The Dashboard Layout Profile must be set to Preboarding. Click Save and Continue

Update the Direct Supervisor and Next Level Supervisor fields and click SAVE

This will move you to the Profile section. You can leave all the Profiles as they are. The HRIS Specialist will update these fields once the employee is Active.

Click Save and if there are no errors, click Submit