Paperless New Hire FAQ
Who receives the email?
Employees who have a New Hire eDoc saved and have no other active jobs at IU. This includes new hire who have previously worked at IU. Employees hires into company IU2 or into pay groups NOP, FEL, or FNR, however, will not receive a new hire email.
When does the new employee receive the new hire email?
The email is sent to new employees in a nightly batch process the say after their New Hire eDoc is saved to PeopleSoft.
How does the payroll department determine who receives an email?
A payroll batch process runs every night. The process identifies new hires that do not have other active jobs at IU. New hires identified by this process are automatically sent an New Hire email.
The nightly process is driven by a program that selects new hires that meet the following conditions:
- Action: hire.
- Action date: yesterday.
- Hire record is the only active job today or in future (No Pay Volunteer and Fellowship jobs are not considered when determining active jobs).
- Exclude hires into 18/20 Retirement and hires of No Pay Volunteers and Fellowships.
When the nightly process identifies a new hire, it checks for an email address on file for the new employee. If an email address is on file, a New Hire email is sent. If an email address is not on file, the nightly process will mark the new employee as "unprocessed" until an email address is added to their record and the New Hire email is sent.
If an email is not added to the new employee's file within 14 days of the eDoc New Hire or Job Action Save date (whichever date is later), the new employee will be listed on a payroll action report. Central Payroll staff will then notify the employee's department and ask that they either help the employee set up an IU computing account or collect paper forms from the new employee.
What if the new employee does not have and will not set up an email address?
If a new employee's email address is not on file within 14 days of their Hire date or Job Action Save date (whichever is later), Central Payroll staff will notify the employee's department and ask that they help the employee set up an IU computing account and fill out the forms electronically. If the employee advises the department that they will not set up an email address, the department should collect paper forms.
What if the new employee does not complete the forms online?
No action is required by the department if the new employee does not complete the forms online. Note, however, that if a new employee has worked at IU previously, they may already have direct deposit information in HRMS.
If the new employee does not enroll in Direct Deposit, they will receive their first payment as a check that they will be required to pick up in person. At that time, they will be asked to complete the Direct Deposit enrollment form. If the employee is unable to enroll in Direct Deposit, they will be issued a paycard for future payments.
If the new employee does not complete the tax withholding forms, the default tax values will be withheld (single, 0, work locality).
What if the new employee prefers to complete paper forms?
FMS is still accepting paper forms if an employee would prefer not to complete the forms online, but do not give paper forms to new employees by default. If an employee fills out the forms both electronically and on paper, FMS will not be able to determine which values are valid. Paper forms also unnecessarily put the new employee's critical data into circulation.
What if the new employee is a future hire?
A new employee is considered a future hire when their Hire eDoc is saved prior to their effective start date. When a future hire is saved, the nightly batch process will send the new employee a New Hire email to the email address(es) on file. If no email address is on file, the nightly process will continue checking for an email address until 14 days after the new employee's Job Action Save date.
Example 1: a Hire eDoc is saved on 11/5 with a job effective date of 12/1. The employee has an email address (either IU or non-IU) on file. The employee will receive the New Hire email on 11/6, one day after the Hire eDoc is saved.
Example 2: a Hire eDoc is saved on 11/5 with a job effective date of 12/1. The employee does not have an email address on file. The nightly process will continue checking for an email address on file until 12/15, 14 days after the job effective date. If an email address is never added to the file, the 12/15 action report will show that the new employee does not have an email address, and Central Payroll staff will notify the employee's department and ask that they help the employee set up an IU computing account and fill out the forms electronically. If the employee advises the department that they will not set up an email address, the department should collect paper forms.
Note: new employees can complete the online forms prior to their job start date.
Can international new employees use the online forms?
International employees can enroll in Direct Deposit online but cannot complete their initial tax forms online. If the new employee has an F-1, F-2, H-1B, J-1, or J-2 visa and no previous tax forms, they will receive an email directing them to complete the International Tax Questionnaire. The employee's department will not need to collect any forms.
How can a departmental payroll processor help with the new hire process?
FMS needs the assistance of payroll processors to ensure that the Paperless New Hire process is successful! Please do the following:
- Advise new hires of the online process. Instead of passing out New Hire paperwork packets, let employees know they will receive a New Hire email with instructions for completing their forms online. Encourage new employees to complete these forms within their first week at IU. Direct Deposit is required, so help new hires avoid a trip to pick up a paper check by ensuring they enroll promptly in Direct Deposit.
- Record the new hire's alternative email address. When processing the Add/Update Person eDoc for your new hires, be sure you enter or update their non-IU email address. Having this address on record will allow FMS to contact employees before they have their network ID established so they can complete the online forms before starting work at IU.
- Don't distribute or collect unnecessary paper forms. To prevent confusion and potential exposure of critical data, do not collect paper forms if the employee has already completed or will complete their forms electronically.
- Contact your FMS Payroll Processor if you have any problems or questions.
A new hire in my department didn't receive the new hire email. Why?
New employees hired into company IU2 or pay groups NOP, FEL, or FNR will not receive a new hire email.