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HR deadline tomorrow for Feb. 9, 2020 starts

Tomorrow—Friday, Jan. 17, 2020--is the deadline for offer letter submission to Human Resources for any staff or student bi-weekly new hire or rehire starting on Feb. 9, 2020. 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 rehires will be Feb. 23, 2019.

There is a deadline within the matrix for document submission to HR. Please encourage your new hires and rehires to deliver their offer letter acceptance and ALL enclosures along with original I-9 identification documents to HR by this deadline (Jan. 23, 2020) to ensure that there will be no immediate delay in start date of 02/23/20. All documents should be submitted together; a complete new hire/rehire packet makes for a smoother onboarding experience.   

Offer Letter Templates:

The offer letter templates for students and staff were updated July 3, 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. The HR Intranet can be accessed by following the steps below:

1)    Login to Unify

2)    Click on Service Apps, then scroll down and click on Human Resources.

3)    Toward the middle of the screen on the right side, there's a gray menu box--click on Employment Services.

4)    Click the blue box that says Employment Services Intranet Site.

5)    From the menu on the left side, click on Onboarding Employees.

6)    Select your Employment Type (Regular Staff, Temp Staff, Students, Graduate Assistants, etc.)

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
  • Rehires
  • 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 departments, 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. HR will issue a formal clearance email to the manager once the employee is clear to begin work. 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 February, March and April 2020 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 for review & approval prior to issuing to your new hires and/or rehires.

All PAFs must be sent to for processing.

Amber Collins
Assistant Director for Employment Services
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