E-Induction: Registering a New Hire Online Tutorial



e-Induction: Registering a New Hire Script

Slide 1: e-Induction: Registering a New Hire

Welcome to the e-Induction online tutorial for HR Users reviewing registering a new hire. e-Induction is the online system used to induct new hires to NIH, and this tutorial will walk you through step-by-step instructions for registering a new hire in e-Induction.

To view the narration script of this tutorial, press the “Slide Notes” button on the bottom right of your screen. You may also stop, pause, fast forward or rewind this presentation at your convenience by using the toolbar at the bottom center of your screen. Let’s get started learning how to register a new hire in e-Induction.

Slide 2: Overview Topics

This tutorial will cover the following topics:

Logging in to e-Induction

The different User Roles available

Creating a New Hire’s user profile

and selecting the appropriate forms for New Hires.

Slide 3: Logging In

Let's begin by reviewing how to log into e-Induction. To access the e-Induction system, go to:

In the 'Login ID' field, enter the email address that was assigned at the time you were registered in the system. Your email address ends in @mail..

 Next, in the 'Password' field, enter your password. If you forgot your password, click the 'Forgot your Password?' link. For additional information on logging into e-Induction, please see the QRG on Logging into e-Induction. Now, click the 'Login' button to access the e-Induction system.

Slide 4: User Roles

Before we review how to register a new hire, let's discuss the User Roles offered by e-Induction.

HR Representatives are able to register new hires, select forms, review and approve forms, print forms, access the sign-in sheet, and perform reporting functions. They also have a view of all NIH ICs.

 

Viewers are able to view or print the Sign-in Sheet and Blank Forms. This role is used by DPSAC to collect real time new hire information.

 Please note that it is important for all HR Users to enter their new hire information on time so the real-time report can reflect the most up-to-date list of new hires.

Lastly, New Hires are able to complete assigned forms for submission.

Slide 5: Registering a New Hire

Now we’ll move onto how to register a new hire.

To begin, click ‘Register New Hire’ located in the left menu, to access the New Hire registration page.

On the New Hire Registration page, you will need to complete all fields.

Slide 6: Registering a New Hire

The first name, middle initial and last name of the New Hire should match the information entered into Capital HR.

Enter the Social Security Number. If the social security number already exits in the system, you will immediately receive an error message on the top left corner of the page.

Enter the Phone number using the example format provided.

Enter the e-mail address of the new hire. If the email address already exists in the system, you will immediately receive an error message on the top left corner of the page.

Please note that the email address provided by the new hire for this field will be used for the new hire User ID to login to the system.

Slide 7: New Hire Information Already Exists in the System

If you receive an error message on the top left corner of the page when entering a social security number or email address, it is because the system recognizes that the information already exists in the system. It is possible that the new hire is in the system and the account is inactive. To activate the account information:

Select the ‘Employee Information report’

Uncheck the 'Active' box

Click on the 'Display' button to show all inactive accounts

If the new hire name is listed, click on the name.

Check the 'Active' box and click on 'Save' Information

You will now return to registering a new hire.

 If the new hire name is not found on the list, the new hire is transferring from another OPDIV. You will need to enter a WiTS ticket for the profile transfer before you can proceed with registering your new hire.

Slide 8: Registering a New Hire

Moving back to the 'Register New Hire' form, enter the EOD date by selecting the calendar icon or typing the date directly into the field. This is the same EOD date entered into Capital HR for final processing.

The HR Center field will always default to NIH.

Select the appropriate IC from the 'Agency' drop down menu.

Enter the position of the new hire in the 'Position' field.

Enter the organization name in the 'Organization' field.

Enter the duty station and zip code in the 'Duty Station and Zip Code' field.

Select the appointment type from the drop down menu. Based on the appointment type selected, the system will assign the appropriate forms.  Please note the new “Change of Appointing Office” appointment type option.  When selected, the system will not assign any specific forms and the HR user will have to manually select the appropriate forms. This field is used for transfers between OPDIVs within HHS and/or ICs within NIH.

Slide 9: Registering a New Hire

Select the desired Pay Plan from the drop down menu.

The User Role will always default to New Hire.

The Active checkbox will always be checked at the time of registration. Do not uncheck this box.

Once you have completed the mandatory fields, click Register.

Slide 10: Assigning Forms

e-Induction will now take you to the ‘Forms Selection’ page. Please note that you can select ‘Forms Selection’ at any time from the menu.

On this page the HR Center will default to NIH. The ‘New Hire’ field and ‘Agency’ will display the new hire’s name and the IC that was selected on the previous screen.

At this point if you need to make any changes to the new hire’s profile you may click on the ‘Edit’ button to make your changes.

Slide 11: Assigning Forms

A specific set of forms will be automatically assigned for each New Hire depending on the appointment type chosen when they were registered. Ensure that all forms have been appropriately selected. You have the ability to select or deselect forms by checking or un-checking the box to the left of the desired form.

For the FEGLI Life Insurance Election form and the Health Benefits Election form, two additional fields are available: 'Date Due to HR' and 'Send a Reminder Email'. If these forms are selected, by default, the 'Date Due to HR' field will be set for 31 days for the FEGLI form, and 60 days for the Health Benefits form. These dates are calculated from the new hire's EOD date (set on the New Hire Registration Form). The due date(s) are mandatory when the forms are selected and can be edited. The optional reminder email will be sent 7 days prior to the due date for that particular form.

Slide 12: Assigning Forms

The State tax forms are listed under a separate drop down menu. Choose the correct state tax form for where the new hire lives. For new hires who live outside of the local area (D.C., MD, VA, etc.), you may download the state tax form from the following web site:

When you have completed the Forms Selection process, click on the 'Assign Selected Forms' button.

You have now completed registering a New Hire in the e-Induction system.

Slide 13: Send Login Info

We'll now go over sending the new hire their login information. To send this information, click on the Employee Info link in the left menu. When the Send Login Info button is selected, the system sends two emails to the new hire. The first provides the new hire with the URL for accessing e-Induction and informs them that their username is their email address.

The second email contains a randomly generated password that will allow the new hire to login to e-Induction the first time. As soon as this password is used to login the first time, e-Induction will prompt the new hire to change their password.

The 'Send Login Info' button can only be used one time before becoming deactivated. When you click on the 'Send Login Info' button, the button will become disabled and the date you sent the login information will be displayed in its place. The only way to send the employee the login information at this point, is to click the 'Reset' button. This will enable you to, once again, send the system-generated emails to the employee.

Please note: You may need to inform the new hire that the emails sent from e-Induction will be from the following email address: einduction@. Providing them with this email address helps to ensure that the e-Induction emails don’t wind up in a spam folder in the new hires personal email account.

Slide 14: Send Login Info

PLEASE NOTE: You should inform the new hire that the emails sent from e-Induction will be from the following email address: einduction@. Providing them with this email address helps to ensure that the e-Induction emails don't wind up in a spam folder in the new hires personal email account.  

Slide 15: Logging Out

To register another New Hire, click the 'Register New Hire' link on the left menu, and repeat the same process. You can choose to quit the e-Induction application and logout of your account at any time by clicking the logout button, however be sure you have saved all of the information you have entered into e-Induction before logging out of the system.

Slide 16: e-Induction: Registering a New Hire

You have now completed the e-Induction online tutorial for HR Users reviewing Registering a New Hire. Please refer back to this presentation for answers to your questions regarding logging into the system, user roles, registering a new hire, and selecting forms.

For information on how to run reports, please see the e-Induction Reports Tutorial located on the e-Induction webpage at .

For other e-Induction questions, please contact HR Systems Support, via the online ticket form at:

Slide 17: HR SAID Online Tutorials

Now, please take a moment to answer 3 short questions about this tutorial, and recommend tutorials you’d like HR SAID to create, by clicking the link shown on the center of your screen. Thank you!

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