Blue links available in each section for easier access to forms. Click link and “Control” key simultaneously.
HIRING PROCESS — TRANSFERS
Transfer refers to a staff, student, graduate assistantship or non-affiliated student employee transferring within the College of Engineering or TEES with no break in service (transfer from an EPIN to another EPIN).
Transfers from outside TEES/COE/TTI require all orientation paperwork. *Refer to appropriate New Hire Process guide.
When transferring an employee to your division, work closely with the current division to ensure there is no break in service.
In addition, work with them to transfer any necessary employee records including updating LeaveTraq and TimeTraq managers.
Employee Name: / Employee UIN:NOTE: You will also need the
Social Security Number / Employee Email Address: / PIN:
Hire Date: / Title: / Title Code: / FTE Rate (Hourly/Monthly):
/ Source of Funding (Account/Project):
Date Completed / STEP / Date Completed / STEP
Step 1-Determine if individual is an Active Employee Check Canopy to see if individual is in the system and working / Step 9-Form I-9 & E-Verify
Step 2-Hiring Approval Process – including Initiation to Hire (I2H) / Step 10-EPA (Employee Payroll Action)
Step 3-Skeleton Record in Sharepoint / Step 11-Upload Docs into Sharepoint Record
Step 4-Dual Employment-for employees
currently employed with any TAMUS member(s) / Step 12-Shred Original Hiring Paperwork (when confirmed employee is on payroll)
Step 5-Skip unless Foreign National-(Sponsored Students require approval prior to being employed) / Step 13- TimeTraq
(for employees to be paid biweekly only)
Step 6-Glacier- Foreign Nationals only / Step 14-LeaveTraq
Step 7-iBenefits / Step 15-Position Description and Personnel File
Step 8-Transfer Orientation/
Email to Employee
Notes:
STEP 1: Determine if individual is an Active Employee
1. Login to Canopy to determine if individual is currently employed or has ever worked within the TAMU System.
2. Perform an EPA search using the employee’s SSN (searches for Position Results). (NOTE: You will need the SSN for the preparation of the EPA.)
3. If individual has worked within the TAMU System but is not an active employee (i.e. terminated status), proceed to Step 2.
4. If individual is currently employed (“active” status), you will need to determine if he/she is employed within the COE/TEES.
A) If NOT employed within the COE/TEES, then you will need to proceed to Step 2 as he/she will be considered a “new hire” to your department/division in regard to new hire paperwork. He/She will be considered a “rehire” on the EPA for the Recommended Occupant Action.
B) If actively employed within the COE/TEES,
a. If the individual is in Canopy and is in an “active” status with the E workstation (in an EPIN), then the Initiation to Hire (I2H) form IS needed for transfers within EPINs.
b. You will need to check with the employee to see if he/she will continue to work with the other COE/TEES department.
If yes, then the employee will be considered dual employed. The EPA (submitted as a “rehire”) will need to include a statement that he/she will be dual employed and include the department/division and PIN of the “current” position. Orientation paperwork will not be required. Proceed to Step 10.
c. If the employee will not be dual employed you will need to work with the current department and proceed as a transfer to your department, if applicable (see NOTE below). Initiation to Hire will be needed, proceed to Step 2.
**Be sure that the employee has already contacted his/her current department regarding the “new” position with your department**
C) If not actively employed within the COE/TEES, then you will need to work with the current department to terminate the employee. **Be sure that the employee has already contacted his/her current department regarding the “new” position with your department**
You will need to proceed to Step 2 and submit the Initiation to Hire form. He/She will be considered a “new hire” to your department/division in regard to new hire paperwork. He/She will be considered a “rehire” on the EPA for the Recommended Occupant Action.
NOTE: “Active” status for a biweekly employee means the employee has NOT missed more than 2 consecutive pay periods of not working (to determine no break in service).
Step 2: Hiring Approval Process (including Initiation to Hire (I2H)
NOTE: Requests to transfer an individual from one EPIN to another will require the Initiation to Hire (I2H) process to be completed for the background check and degree verification (as applicable).
1. Ensure that approval to hire process has been completed PRIOR to the transfer of an individual. Refer to the appropriate Hiring Process guide for the initial steps to complete for the applicable position the employee will transfer to. For example, if the employee is currently a student worker and transferring into a budgeted position, reference the Budgeted Staff Hiring Process for the necessary approval to hire steps.
2. A contingent offer of employment may NOT be made until you have received a Hiring Request (a.k.a. Hiring Certificate) for non-student positions. In addition, (for all employees) they should NOT begin working until your department has received the email that the employee is cleared to begin employment (from engineering onboarding) and if necessary, the work authorization verification is documented via the completion of the Form I-9. See Step 9. An official offer of employment should be followed by a signed offer letter. Students may not begin working in a new student position until the department has received the email from Engineering Onboarding that he/she is eligible to begin employment (for the new position).
3. The Initiation to Hire form is located at http://tees.tamu.edu/personnel. Click the ONBOARDING button (in the middle of the page) then Click the Hiring Division Onboarding Information link. At the bottom of this page the I2H form is located under Links, Instructions, and Sample – Initiation to Hire Link
4. The I2H form will require the following information:
A) Prospective Hire’s Last Name and First Name
B) Prospective Hire’s Preferred Email Address
C) Hiring Department
D) Adloc
E) Full Title of Prospective Hire (do not use acronyms)
F) Position Type – Faculty, Staff, Student, and Postdoctoral Research Associate
NOTE: TEES Research Professor titles will fall under the Staff category; Research Professor (TAMU) titles will fall under the Faculty category.
Please select Postdoctoral Research Associate under the Position Type when the title is Postdoctoral Research Associate.
G) Hire Date
H) Department Contact Name and Email
5. Submission of the I2H form triggers an email to the prospective hire, with a copy to the hiring department, and provides a link to the secure pre-onboarding site where the prospective hire will complete the Prospective Hire form which will provide the information needed to complete (as applicable) the background check, UIN set up, degree verification, and initiate the remote login for the Form I-9 completion of Section 1.
6. An email will be sent to the department contact listed from engineering onboarding when the individual has completed the Prospective Hire form (email subject: Pre-onboarding Process for XXXX). Engineering HR will review this form and complete the necessary steps.
7. An email will be sent to the department contact listed to inform them that the employee has been cleared to begin employment.
STEP 3: Skeleton Record in Sharepoint
1. Refer to the Transfer Chart in Step 8. This will assist in whether orientation paperwork is needed.
2. If orientation paperwork is needed and the hiring approval process has been completed, create the skeleton record.
3. The department will create a skeleton record in the Sharepoint Hiring Packets List at:
https://collaborate.tamu.edu/tees/hr/SitePages/Home.aspx (Texas A&M Engineering - Onboarding)
A) Users should use as their username (replace NetID with your CIS NetID) and your NetID password. Note- logging in with accounts @tees.tamus.edu, @pe.tamu.edu, etc. will not work. For assistance with your NetID, go to http://gateway.tamu.edu or contact
B) You will click Add new item at the bottom of the Hiring Packets List
C) The following form will appear:
Department will complete the form items.
Please CHECK the Transfer within EPINs item since this will be applicable when transferring within EPINs.
Then click SAVE.
D) The department will be responsible for uploading the EPA and other applicable documentation when received. Refer to Step 14.
NOTE: Steps 4 – 7 are all part of the hiring review process that you will need to complete. Please ensure that you do review/complete these steps as applicable.
Once you have received the email that the student is eligible to being employment, refer to Step 8 for onboarding steps the employee will need to be notified to complete.
Step 4: Dual Employment
Dual Employment occurs when a department/division wants to hire an individual into an “E” Workstation PIN who is currently employed within the Texas A&M University System.
To confirm if an employee falls under dual employment:
1. Search for employee in Canopy (by UIN or SSN)
Is employee “active” in Canopy?
· No- Proceed to Step 5
· Yes- Is employee currently employed with another COE/TEES department?
o No- If current position(s) in non-Engineering workstation will continue, a dual employment situation is involved and the Dual Employment MOA (Forms page under Hiring) must be completed and signed by both hiring departments. Submit to Engineering Human Resources. Proceed to Step 5.
o Yes- Have they worked in the past month?
§ No- Have employee contact the department(s) to terminate his/her employment. Then proceed to Step 5.
§ Yes- The EPA will need to include a statement that he/she will be dual employed and include the department/division and PIN of the “current” position. Dual Employment MOA (Engineering Forms page under Hiring) must be completed and signed by both hiring departments. Submit to Engineering Human Resources. (Orientation paperwork is dependent on position hired into see Step 8.)
Step 5: Employment Eligibility for Foreign Nationals
1. Department/Division must confirm that the foreign national is eligible to work.
2. For Foreign Nationals students - Process is outlined on the International Student Services (ISS) website at: http://iss.tamu.edu/Departments.
A) F-1 Sponsored Students must have Sponsored Student Program approval BEFORE the department/division can employ them.
B) J-1 Sponsored Students must have International Student Services and Sponsored Student Programs approval BEFORE the department/division can employ them.
C) If the student is from Iran, department/division will need to complete an Iranian Supplemental Work Authorization Form for Iranian Students
D) Contact ISS at 845-1824 or via email at for questions regarding procedures/approvals for foreign national student employment eligibility.
3. Employment in a non-student position (Excludes Foreign Nationals hired into student positions)
A) The foreign national must provide the department/division appropriate work authorization via original documents on or before the start date of the non-student position.
For example, if you are transferring an F-1 student working as a graduate assistant to a postdoctoral research associate position, the work authorization presented for the graduate assistant position will not be valid and transferrable to the postdoctoral research associate position. The work authorization will be different than the student visa.
B) If work authorization needs to be updated, a revised or new Form I-9 will need to be completed via the Guardian System. Provided that you have received a Hiring Certificate/Hiring Request, the completion of the Form I-9 will determine the beginning date in the non-student position. The completion of the Form I-9 should be done on the day the employee presents the original and updated work authorization. NO retroactive beginning date will be allowable in the non-student position.
C) Contact IFSS (http://ifss.tamu.edu/) or Jamie Patterson () if you have further questions regarding procedures/approvals of employment visas for foreign national employees.
NOTE: See Step 9 (Form I-9 and E-Verify) for additional information regarding work authorization of foreign nationals.
Step 6: GLACIER (Foreign Nationals only)
1. Registering employee for Glacier (online tax questionnaire):
· http://www.arcticintl.com .
· Click client login (upper right-hand corner) and enter your UserID and Password.
· Click Submit.
· Select Add New Individual Record.
2. If employee already has a TEES Glacier Record, he/she should review and edit their information
A) No changes needed: Submit Tax Summary Report with W-4 Form.
B) Record Update/Change: Submit Tax Summary Report with all required forms and documents.
C) TEES employees MUST submit Glacier Tax Summary Report for TEES, not TAMU.
3. If you are notified that a Duplicate Individual Record(s) exist:
A) Do NOT click <Create New Individual Record>, click <Admin Activities Menu> which will take you back to the main menu.
B) Employee will still need to complete the required paperwork.
C) Contact Ruth Rios at . She will email the employee his/her Glacier access information.
Remind employee NOT to forward the Tax Summary Report and required forms and documents to the Engineering Budgets and Payroll Office, these required items should be submitted with a copy of the EPA via OnBoarding SharePoint (with any additional forms indicated on Chart in Step 8).
Step 7: iBenefits
Applies to transfers from a non-benefit eligible position to a benefit eligible position only (GAR/GAT/GANT and budgeted Staff/Faculty Equivalent positions employed 4.5 months or more at 50% effort or more).
1. Register in iBenefits via Single Sign On: (https://sso.tamus.edu/) Click on the iBenefits tab.
· Click on “Documents” tab, and select “New Document”
· Input employee’s UIN
· Follow instructions in iBenefits
· If EPA has been created, you can pull employee information from EPA. If EPA has not been created, enter data manually.
Contact Katie Cates at or 458-7693 regarding benefit eligibility.
Step 8: Transfer Orientation & In-Processing
1. Refer to Transfer within E PIN ONLY Chart on the next page to determine whether or not Transfer Orientation is required.