INTRODUCTION

5B.05

FRINGE RATES

Departmental Indexes (FOPALs) are charged a fringe rate, which is a preset percentage of salary expense as fringe benefit expense, depending upon the type of employee charged to that Index (FOPAL). The four employee types for Fringe Rate are:

1. Regular Employees
2. Temporary/Occasional Employees
3. Student Employees
4. Federal Employees

Rates are subject to adjustment each fiscal year. Fringe rate percentages and related salary Index (FOPAL) listing is available at http://www.nmsu.edu/~payroll/. For more information regarding fringe rates, contact the Accounting and Financial Reporting Department.

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5B.10

5B.10.05

E-Hire System (E-Hire)

E-Hire is a system used by University departments to hire employees. All necessary information will be submitted through the E-Hire System to ensure that an employee is successfully hired.

Within the E-Hire there are three sections that have to be completed:

• Staffing Authorization (SA) - requests approval for a position to be filled
• Permission to Offer (PTO) - requests approval to hire an individual
• Hiring Confirmation (HC) - contains specific information on the new employee

All three sections must be completed and approved for E-Hire to upload to the Human Resource System (HR).

The Financial Systems Administration Department maintains system security for E-Hire and provides employee training on E-Hire. Employees should contact 646-4357 to obtain additional information regarding the next available training session and for security related questions. Specific job application, recruitment and hiring procedures for employees are provided in the General Operating, Personnel and Benefits Manual, which is available online at http://www.nmsu.edu/manual.

Processing for Non-Student Employees

To process a regular (non-student) E-Hire requisition, initiate a requisition using the Banner System. Log into Banner using http://www.nmsu.edu/erp. Click on Banner HR. Enter your username and password and then click on Connect. The General Menu will be displayed. E-Hire consists of four forms: Position Requisition, Staffing Authorization, Permission to Offer, and Hiring Confirmation. Each section of the form (SA, PTO, and HC) is completed and routed for approvals. Once a section is approved, the next section may be completed.

To process a temporary (non-student) E-Hire requisition, follow the same steps as above. The SA and PTO may be completed and routed for approvals together. Once the SA and PTO sections are approved, the HC section may be completed.

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5B.10.10

Processing for Student Employees

Main campus and Dona Ana Branch campus regular student hiring is initiated through the SES Ventana on-line student employment system. The Student Employment Services (SES) office maintains the SES Ventana System and coordinates all job postings and hiring of students. For security, training or questions regarding hiring through SES Ventana, please contact the Student Employment Services office at 646-4711.

When the hiring process is completed through SES Ventana, the student job information is automatically uploaded to E-Hire and included in the nightly E-Hire upload to create the job assignment record on HR.

All other student hiring (Main campus/DABCC-workstudy, Crimson Scholar; Alamogordo/Carlsbad/Grants-all student hiring) is initiated through E-Hire.

All three sections of the form (SA, PTO, and HC) will be processed together prior to routing for approvals. Once all three sections are completed, the student's eligibility for employment will be checked automatically. If the student is eligible, the form will be automatically routed for approvals according to the template selected on the E-Hire requisition.

If the student is ineligible, the form will be sent back to the author of the transaction. The hiring department will have the option of requesting the Student Financial Aid Office or Student Employment Services to waive the eligibility rules on the VISTAS System. If eligibility is waived, the hiring department will need to resubmit the E-Hire requisition once the student record has been flagged on VISTAS.

NOTE: All student employees may be hired for an indefinite period of employment by leaving the "Stop Date" field at the default date of 12/31/2099.

Students hired indefinitely will be subject to automated eligibility checks each semester and their employment will be terminated in coordination with the appropriate student support office. In addition, students hired indefinitely who have not been paid for a consecutive period of four months will be terminated automatically by the Payroll Office.

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5B.15

FORMS-PAYROLL ACTIONS

In addition to the forms discussed in this section, the Payroll Department handles numerous other pay-related forms which are available at the Payroll website: http://www.nmsu.edu/~payroll/.

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5B15.05

5B.15.10

Deferred Pay Election Form (DPE)

Upon acceptance of employment at the beginning of an academic year, a new full time regular faculty member can choose to be paid on an annual basis (24 checks) rather than an academic year basis (18 checks). This selection must be indicated on the Hiring Confirmation Form. Exception: one time per academic year, prior to the beginning of each academic year, faculty will be given the opportunity to modify their pay selection.

One-Time Payment Request (OTPR)

• One-time employee cash awards
• Taxable bonus payments
• Taxable royalty payments

Reimbursement to an employee for work-related expenses incurred should be processed according to Financial Operations/Travel (Chapter 5C).

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5B.15.15

• Change in pay or date of employment
• Change to job assignment
• Termination

5B.15.20

5B.15.25

5B.15.30