Key considerations and tips for successful Onboarding processes:
- Set up (and commence) appointments in PeopleXD without delay, once the start date is agreed. Typically, two to three weeks in advance is sufficient.
- Request University card after the PeopleXD record has been created - share the personnel number if possible. This will help with ensuring that SSO and University email details are synched with the PeopleXD record, enabling timely creation of the HR Self-Service account.
- Check if you need to send a new starter form:
- Online applicants: usually*, no need to send the New Starter Data Collection form
- Casuals/direct appointments: send the shorter 'Onboarding new starter form' (to enable the creation of a basic personnel record)
- Exceptions: send the full New Starter Data Collection form to those who will not have access to HR Self-Service during their engagement/employment
- System-generated email alerts are sent to staff with pending tasks, every Sunday. These may filter into 'Junk', so please advise your staff to check their 'Junk' folder.
- There is no change in HR Self-Service access setup/timing or functionality for existing staff. Current staff still cannot update their existing bank details themselves and must contact local HR for changes.
- New HR Self-Service accounts are typically created within a week of somebody's start date.
*New starters details must be completed before the supplementary payroll deadline for payment in their starting month. If they start part-way through the month, you may use the new shorter version of the new starter form to collect pay-critical information (such as their bank details). This will ensure that you can enter this data on their behalf before the supplementary payroll deadline. If it is acceptable to delay their starting month's pay to the following month, ensure to approve their pay in the subsequent payroll period. For example, an employee starting on 27 November whose pay will start from December, should have their pay approved in the December payroll inputting period.