Classification and Compensation: Post-implementation information
We successfully implemented the new classification and compensation structure in GMS over the weekend! All Staff and AAP positions (filled and vacant) and employee records have been updated to reflect their new Job Profiles and Compensation Grades.
As we begin to operate in this new structure, we wanted to highlight some areas of note and necessary actions moving forward.
As part of the conversion, all vacant positions were assigned new Job Profiles and Compensation Grades. You can run the Positions Report for any supervisory organization to pull this data. You can select the “NO” box for position filled, and this will return a report of just the vacant positions in that supervisory organization.
Open Job Requisitions have been assigned a new grade and profile. Workers placed in these positions will be in the new structure, but the underlying positions will need to have their details edited. Once you hire a candidate into a Job Requisition, HRCs must remember to then perform an Edit Position Restrictions task to match the underlying position’s Grade and Job Profile to the new structure.
Temporary/Intermittent Compensation Grade
Please note that all temporary positions must be created with a Job Profile in the Temporary Employment Job Family and must be assigned to Compensation Grade GU-T.
Retroactive Business Processes
Any retroactive Change Job processes that impact classification and compensation should not pre-date June 19, 2017. If a retroactive transaction needs to be initiated for an Administrative worker with an effective date prior to August 7, 2017 the HRC will need to submit a help desk ticket to firstname.lastname@example.org as the Classification and Compensation data conversion will prevent users from selecting a date prior to August 7th.
In addition to converting all Staff and AAP positions and workers to the new classification structure, the University has updated its compensation policies. These updated policies provide additional guidance around how this new structure applies to workers and positions within the organization. Please visit the HR Policy Manual Section 700 for more detail.
In addition, GMS training materials for Change Job and Request Compensation Change have been updated to reflect changes to these business processes as a result of these new policies. Please visit the GMS Training website to review these updated job aids.
Questions can be directed to the Department of Human Resources at email@example.com.
The Department of Human Resources
cc: Managers, HRCs, SBMs, Finance Partners, Comp Analysts, DAs, CFO, HR
Electronic I-9 Form Goes Live!
As of July 29, the electronic I-9 Form is live in GMS for use by Staff, AAP and Student employees. Federal law requires that all employees verify their identity and eligibility to work in the United States by completing the I-9 Form within 3 business days of hire. Employees who are updating their work authorization documents must also complete the re-verify process though the I-9 form.
The Electronic I-9 process is initiated through the Administrative or Student worker’s GMS onboading tasks and requires that the Hire transaction for the worker be completed in GMS before the Electronic I-9 can be initiated. Please refer to the New Hire Payroll Calendar (https://gms.georgetown.edu/payroll-calendar) for deadlines to process and onboard new hires.
Although the Electronic I-9 is not part of the onboarding process for Faculty, the form can be completed by all workers in GMS (please refer to the Electronic I-9 job aid for details). Newly hired Faculty will be able to complete the I-9 Form both electronically and via paper form.
The electronic form through GMS will provide greater efficiency in our new-hire onboarding process by ensuring usage of the most current I-9 Form, enabling digital record keeping, improving reporting, and maintaining privacy of personal information. Section 1 of the I-9 Form will be prepopulated with information from the employee’s background check (please see the Job Aid for more details on the business process in GMS). New hires will be instructed on the completion of the form through email alerts during their onboarding process; and hiring managers will receive emails advising them of the employee’s I-9 completion status. Additionally, new offer letter templates are being updated to reflect the new procedure.
The visual inspection of I-9 identification documents is not changing. Human Resources Contacts and the I-9 Analyst for Main Campus will still be responsible for reviewing documents presented by employees and entering the information into GMS. A copy of the identification documents will also be scanned in GMS.
Please remember, the U.S. Citizen and immigration Service (USCIS) requires employees to present their original, unexpired documents from the List of Acceptable Documents, in person within 3 business days of hire. Failure to complete this process will result in the employee being removed from payroll.
For questions regarding the GMS process for electronic I-9s, please email Help@Georgetown.edu.
For questions regarding the I-9 Form or acceptable documents, please email i-9@Georgetown.edu.