eRecruit Documentation: Payroll

Payroll – Moving New Hires from Recruiting

UBC’s Payroll unit uses the Manage Hires screen to move new hires from eRecruit.

Manage Hires Screen

  • The departmental recruiter uses the Prepare for Hire screens to submit new hire information.
  • Successful new hires appear on the Manage Hires worklist screen.
  • The hires on this screen can be sorted by Payroll portfolio (for staff hires), or alphabetically (for faculty hires).
  • The job start date appears in the list to assist the Payroll Service Reps in prioritizing their work.
  • To initiate the data transfer (from recruiting to Human Resources), the Service Rep simply clicks the name of the new hire.

Emplid / Empl Rcd# Tab

  • After clicking the name field on the Manage Hires screen, the system transfers you to a set of five tabs representing different parts of the new hire data.
  • The first tab (Emplid / Empl Rcd#) is used to assign the employee ID. This is not required if the new hire is a current or former employee as this employee will already have an employee ID.
  • This screen is also used to assign the Empl Rcd #. A hyperlink on this screen takes you to the Job Summary screen that can assist in selecting the correct Empl Rcd #.

Personal Data Tab

  • The Personal Data Tab gives you access to review and update (if necessary) the new hires contact information.
  • This includes name, address, date of birth, gender, email, phones, and Social Insurance Number (SIN).
  • When ready, click the Transfer Personal Data button on the bottom of the screen. This causes the personal data to be transferred to eRecruit.
  • You are then transferred to the Personal Data screens within eRecruit where you can review the transferred data.
  • After you save the data on this page, click the Return to Manage Hires button to transfer back to the Manage Hires screens to proceed to the next tab and transfer more data.

Citizenship Tab

  • The Citizenship tab allows you to review / update citizenship data for the new hire.
  • When ready, click the Transfer Citizenship Data button on the bottom of the screen. This causes the citizenship data to be transferred to eRecruit.
  • You are then transferred to the Citizenship screens within eRecruit where you can review the transferred data.
  • After saving the data on this page, click the Return to Manage Hires button to transfer back to the Manage Hires screens to proceed to the next tab and transfer more data.

Work Permit / Visa Tab

  • The Work Permit / Visa tab allows you to review / update work permit and visa data for the new hire.
  • When ready, click the Transfer Work Permit / Visa Data button on the bottom of the screen. This causes the work permit/visa data to be transferred to eRecruit.
  • You are then transferred to the Work Permit / Visa screens within eRecruit where you can review the transferred data.
  • After saving the data on this page, click the Return to Manage Hires button to transfer back to the Manage Hires screens to proceed to the next tab and transfer more data.

Job Data Tab

  • The Job Data tab allows you to review / update job information for the new hire.
  • When ready, click the Transfer Job Data button on the bottom of the screen. This causes the job data to be transferred to eRecruit.
  • You are then transferred to the job data screens within eRecruit where you can review the transferred data.
  • After saving the data on this page, click the Return to Manage Hires button to transfer back to the Manage Hires screens.

At this point, all data has been transferred and you can use the left-side navigation menu to return to the Manage Hires list. The person just transferred will no longer appear on the list.

Some tabs may not have any data to transfer. If that is the case, then the transfer button at the bottom of the screen will be greyed out and you can proceed to the next screen.

It is not until all the transfer buttons are greyed out (meaning all available data has been transferred), that the hire is complete and the person is removed from the Manage Hires list.

If, for some reason, the transaction cannot be transferred to HRMS, click the ‘Print Appointment Detail’ hyperlink located at the bottom of the Job Data page. A secondary window will open with an appointment form, pre-populated with the successful applicant’s hire details. Print and use this form to manually enter the employee’s hire information. Click the ‘Process Manually’ check box in the Job Data page. This will prompt the system to update the job opening in eRecruit (close the job opening, set the unsuccessful applicants to ‘decline’, and the successful applicant to ‘hire’).

For more information, see the eRecruit training materials on Manage Hires.

Updated July 2014

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