Employee Status Forms

Starting a new status form

When starting a new status form, you will first need to provide information on 3 individuals: the initiator, the supervisor, and the employee.

• The initiator is the person who is completing the form. The initiator may also be the supervisor or the employee.
• The supervisor is the person overseeing the work indicated on the form.
• The employee is the person who the change or hire is applicable to.

Information to gather and confirm

There is information in required fields that you should gather and confirm before you start a form. Some of these include:

• Email addresses and Mac IDs – The email addresses and Mac IDs control the automatic routing process of these forms. If they are not correct, the forms will not work. Some ID numbers have two leading zeros, please be sure you are adding those when applicable. You can confirm this by having the employee check their Mac ID card or reaching out to Human Resources.
• Position Information – This includes, but not limited to information about the job title, rate of pay, hours worked, and start/effective date.
• FOAPAL & Job Number – Your supervisor or senior leader should provide you with this information. However, Human Resources is able to assist as needed.
• Pay Schedule Information – This includes, but not limited to information on FLSA status (Exempt/Salaried or Non-Exempt/Hourly), next paid date information (review the payroll calendar), and total number of payments.

Resources

January Thaw PowerPoint Presentation

Change to a Current Employee Status Form – Detailed Instructions

Departure Status Form – Detailed Instructions

Short-Term and One-Time Payments Status Form – Detailed Instructions

Requisition Intake Worksheet for Temporary Hires

 

When should I use this Form?

You should use the Departure Status Form when one of your employees is leaving their role with Macalester.  This form applies to employees leaving regular ongoing roles or temporary/casual employment.

What information will I need?

You will need to include your employee’s full name and Mac ID number, as well as your employee’s last work date.  You will also need the basic information related to your employee’s position, such as job title and why they are leaving employment with Macalester.

What happens next?

You will need to send Human Resources any relevant documentation, such as a resignation letter or retirement notice.  Once Human Resources has received these documents, we will process the departure. Part of that process includes applying any additional payments, such as a vacation payout, to your employees final paycheck.  Please also review the Manager’s Toolkit for Departing Employees, and direct your employee to review the Departing Employee Resources webpage.  Please note, your employee will lose access to their Macalester accounts after their last working day.

 

Departure Status Form (e-Form)

When should I use this Form?

You should use the Requisition Intake Worksheet for Temporary Hires for any new employees who do not go through the traditional recruiting process. This will generally include employees working less 6 months or with inconsistent working hours who are not already active employees. Some positions include: seasonal coaches, studio instructors, and leave of absence coverage.

What information will I need?

In order to hire a temporary employee, you will need to provide some specific information to Human Resources at least three weeks before the desired start date.  To complete the worksheet you will need:

• Completed job description
• Job title, department, supervisor
• Start and end dates of the position itself, and total number of hours
  • Please note that in order to allow enough time for a position and compensation review, candidate application, and candidate background check, you should not have a start date less than three weeks out
• Candidate’s legal name and personal email address

If you don’t have a copy of the job description, or if there isn’t one on file, reach out to [email protected] for the most current version or a template. Once the Temporary Requisition Intake Worksheet is submitted with complete information and a job description, HR will complete a job and compensation review which will provide you and with the necessary information to make a hire. Offers cannot be made prior to engagement and approval from HR.

What happens next?

Once the Temporary Requisition Intake Worksheet has been completed and reviewed, the Talent Acquisition Manager will reach out to you regarding the hiring process. For external hires, HR will create a job opening in our hiring platform iCIMS. If a candidate has already been identified, we will utilize the name and email address provided in the worksheet to invite them to apply directly to the temporary position. Once the candidate has updated their personal information and uploaded their resume we can begin the hiring process.

We’ll first send the candidate an offer confirmation letter and wage notification form as well as a background check request via Accurate, our third-party vendor. It generally takes two to four business days for background check results to come back, but can take up to two full weeks. Once we’ve received notice that the candidate has cleared the background check, HR will begin the candidate’s logistical onboarding activities, such as I-9 verification.

Finally, after the candidate has completed their onboarding tasks, HR will transition them to an employee and move them into our primary HRIS system. This step will allow the new employee to get a Mac ID number, and depending on timing, they may receive their username/email. During this time, it will be important for you to review the Hiring Manager’s Onboarding Checklist. Many of these tasks require you to have the Mac ID and/or email address, but it will help you plan accordingly.

 

Temporary or Casual New Hire Status Form (e-Form)

When should I use this Form?

You should use the Short-Term and One-Time Payments Status Form when a current Macalester employee will receive additional compensation. This may be for interim duties, workshops, overload responsibilities, or any other planned compensation for work outside of their normal job duties.  This may also include seasonal employees returning to their positions such as assistant athletic coaches, studio instructors, or event support staff.

What information will I need?

You will need to include basic information about the position, such as job title, department, rate of pay, expected hours, and FOAPAL. Additional approvals will be required for positions in Academic Affairs or grant-funded positions.

What happens next?

Once Human Resources has received the form, we will review it and reach out with any clarifying questions. Your employee can expect to receive payment per the details provided on the form.

 

Short-Term and One-Time Payments Status Form (e-Form)

When should I use this Form?

You should use the Change to a Current Employee Status Form when there is a change to your employees primary role. This may include a job title change, supervisor change, new rate of pay, change to FTE, or promotion.

What information will I need?

You will need to include basic information relating to the new status, such as, their new job title or their new rate of pay. You will also need to provide us with the date that these changes go into effect. Additional approvals will be required for positions in Academic Affairs.

What happens next?

Once Human Resources has received the form, we will review it and reach out with any clarifying questions.  Depending on the type of change, Human Resources may be in further contact with you and your employee regarding an updated job description or payroll & benefit implications.

 

Change to a Current Employee Status Form (e-Form)