Good evening!
In preparation for the end of the spring semester and the beginning of the hiring and assignment changes for the summer and fall semesters, we thought it would be helpful to provide you with information and resources to help make this busy period as smooth as possible.
HR Service Center (HRSC) Office Hours
The HRSC will begin hosting Office Hours starting on Thursday, April 27th at 9 am. The meeting information can be found on the Events page of the imagineOne site, along with the Zoom links. Each meeting will be recorded and the recording will be made available online as well. Our plan for the April 27th meeting will be to provide information and resources related to the end of the semester and beginning of summer and fall semester activity and to answer your questions. More importantly, our goal overall for each of our Office Hours meetings is for it to be a forum for best practices sharing amongst HCMIs and for HR to be of service to you in any way that we can.
The topics to be discussed during the Office Hours haven’t been set yet – that’s where you come in! Want to know more about a particular subject? Or, how to process a specific transaction? We’ll take your discussion topic suggestions as your needs for education and training will drive the meeting agendas. Please send your requests to Ija Mujahid, our HR Specialist, and your host for the Office Hours.
Stay tuned to the Events page as the dates for Office Hours will fluctuate throughout the summer and the rest of the year.
Resources and Job Aids
Through the combined efforts of HR, Payroll, and VPAA, we were able to create a comprehensive resource called the HCMI Guide to Best Practice for iO Actions. It includes information about hiring and ending assignments, including start and end dates, I-9 completion deadlines, iO transactions, payroll and pay date information, Journeys, links to job aids, etc. This document will be discussed during this week’s Office Hours.
Additional hiring tip: if you perform a ‘Search All Columns’ search of the iO Training Catalog with the keyword ‘I-9’ you’ll have access to hiring job aids for employee assignment types. Links to those job aids are also included in the HCMI Guide above.
Completion of the Federal I-9 Form – important information
All active employees must have a current I-9 on file with HR. The status of an employee’s I-9 can be verified in iO by following the steps provided in these job aides: student employees or all other employees. The HRSC is notified that an employee is being hired when the iO hiring transaction (i.e. Add a Pending Worker or Add an Assignment) is received. The approved transaction for new hires will trigger the auto-email to the employee with the link to fill in Section 1 of the I-9 form. The employee’s next step is to visit the HR Service Center with their original, unexpired employment authorization documents to finish the form. The auto-email includes all of the information necessary to complete the I-9. IMPORTANT NOTE: All of these actions need to be completed before the employee may begin working. I-9s will be discussed during Office Hours but it is also important to highlight the information here.
If you have any questions, please reach out to me or any of these HR Service Center team members:
- Ija Mujahid (dm82@rice.edu or x4663) for questions related to the HR Office Hours, I-9s, onboarding, immigration services, and iO job aids and resources
- Samia Ishaq (samia.ishaq@rice.edu or x4973) for questions related to I-9s, hiring actions, onboarding, and iO transactions
- Ashley Evans (ae52@rice.edu or x3124) for questions related to I-9s, hiring actions, onboarding, and iO transactions
- Megan Keener (mk156@rice.edu or x2232) for questions related to I-9s, hiring actions, and onboarding
- Jennifer Guzman (jg163@rice.edu or x 2232) for questions related to I-9s, hiring actions, and onboarding
Thank you for your partnership and we look forward to having you join us for an upcoming Office Hours session!
Kelly Cline