Tomorrow--Friday, June 7, 2019--is the deadline for offer letter submission to Human Resources for any staff or student bi-weekly new hire or rehire starting on June 30th. Offer letter submission is the first step on the updated start date matrices for all new and rehires. All student and staff offer letters must be sent to HR for review and approval before extending them to the new hire or rehire. This helps ensure that we remain compliant with our many institutional, USG, state, and federal regulations.
The next bi-weekly start date for eligible new hires and re-hires will be July 14, 2019 due to OneUSG Blackouts.
Offer Letter Templates:
The offer letter templates for students and staff were updated March 2019 and are available on the intranet for review; this includes the Faculty & Staff Forms section of the Intranet and the HR Intranet, specifically the Employment Services section. Please discard any old saved templates and use the current documents online. We have added an enclosure to the offer letter templates as well; a Georgia Defined Contribution Plan (GDCP) form. An update to OneUSG in January 2019 automatically enrolls employees in GDCP if they fall under a certain set of criteria. By offering this form at the time we extend the offer, we will be able to identify employees who may be exempt from contributing and an exception to that default enrollment.
Start Date Matrices & Clearances for Start Dates:
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
- Changing position titles
- Adding concurrent position
- Changing managers/timecard reports to
- Funding source changes
This window of time allows for processing of pre-employment background checks, credit 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 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. If HR issues a clearance date, employees cannot “volunteer” before said clearance date unless they have met the appropriate clearances required of a volunteer.
I have attached the June, July, August, & September 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 changes to this process in October 2018; 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.
Offer letters must be sent to firstname.lastname@example.org for review & approval prior to issuing to your new hires and/or rehires.
All PAFs must be sent to PAF@gcsu.edu for processing.