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HR Deadline: Friday, 11/9, Start Date Matrices

Friday, November 9th is the deadline for offer letter submission to Human Resources for any staff or student bi-weekly new hire or rehire starting on December 2nd. This will be the final bi-weekly start date for calendar year 2018; the next bi-weekly start date for eligible new hires and re-hires will be January 13, 2019.

I’d like to extend a reminder of the Start Date Matrices we have in place for our monthly & bi-weekly paid staff and students. These matrices are in place in order to allow for adequate processing of new hire/rehire paperwork, and to ensure that your new/returning employees have all access they need on the day they are scheduled to report to work. We need all pertinent paperwork (offer letters, PAFs, etc.) prior to the effective date. Please keep these dates in mind as you consider adding/changing information such as, but not limited to:

  • New hires
  • Rehires
  • Extending term dates
  • Changing position titles
  • Adding concurrent position
  • Changing managers/timecard reports to

This window of time allows for processing of pre-employment background checks and drug screens (when required), review and processing of PAFs in all pertinent areas, compliance checks regarding eligibility for employment based on federal regulations, and for data entry into multiple systems to ensure all necessary access is granted.

Please be mindful of your records and adhere to the start and end dates for all employees. This ensures that we remain compliant with institutional, USG, state, & federal regulations and that we minimize any risk to the institution. If you wish to extend an employee’s original term date, please contact us prior to that date and in accordance with the respective start date matrix per the employee type.

All employees MUST meet all required clearances before they are eligible to begin work. There are no exceptions.

I have attached the November & December 2018, and January & February 2019 matrices for monthly paid staff, bi-weekly paid staff, and students (all paid bi-weekly) for quick review of the upcoming months. We communicated changed to this process in October; be mindful of the revised timelines and deadlines in place. Please see the respective tabs/sheets at the bottom of the spreadsheet for each category of employee/pay schedule. If you have any questions about these dates, please don’t hesitate to contact myself or any member of the Employment Services Team.

*Please pay close attention to the 1/13/19 start date timeline. Given the scheduled campus closure during the month of December, the deadlines for this start date are split between December and early January. This odd timeline has been highlighted in green on both the bi-weekly student and bi-weekly staff tabs for quick review.

Offer letters must be sent to for review & approval prior to issuing to your new hires and/or re-hires.

All PAFs should be sent to for processing.

Amber Collins
Assistant Director for Employment Services
(478) 445-4236
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