New Hire/Job Data Change/I-9 FormHR Connect Training

Retail People Managers

December 2015

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I’ve Mute the Phones but I will Unmute Them Throughout the Webinar

Write Down Questions to Ask During Q&A; Or - Ask Whenever You Like

Session Best Practices

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Today’s Agenda and Learning Objectives

• Introduction to New Hire/Job Data Change/I-9 Forms

• Scenario 1: New Hire Form

• Scenario 2: Job Data Change Form

• Scenario 3: The I-9 Form

• Wrap Up and Q&A

Agenda

• Understand how to best leverage Employee Services and HR Connect to Assist

• Understand how complete a New Hire and JDC Forms in a timely manner

• Quick Overview of I-9 Completion

Objectives

Where to Find Forms hrconnect.elcompanies.com

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NEW HIRE FORM

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SCENARIO 1:

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New Hire Includes: All new employees who will receive a pay check from the Estee Lauder Companies, including Full-Time/Part-Time/Freelance employees, who are not currently paid by ELC including another brand or freelance/on call.

NEW HIRE FORM

The sections indicated in GREEN must be completed. If you have an issue with completing any of the sections necessary, please contact your ESO or Employee Services.

A New Hire form must be used to hire an employee who isnot actively employed by ELC.

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NEW HIRE FORM

Indicate the Employee’s mailing address:Note where the New Hire Packet 1 is to be sent. The packet can be sent via overnight mail or electronically to the Employee directly or to a store to be given my the manager directly.

The Organization Name, Cost Center, Job Title, Location and Grade Name are available to you from your ESO. Brands have published “Cheat Sheets” to guide you.

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NEW HIRE FORM

Additional Assignment must be completed only if an Employee will have more than one assignment in your business.

Assignment status must be indicated, please select only one. If the EE is a contract/temporary EE, this must be noted as well.

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NEW HIRE FORM

You must indicate:

1. The number of hours the Employee will be scheduled per week.

2. If this is a commission employee.

3. If a time card is required.

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NEW HIRE FORM

Please obtain the appropriate approvals.

This can be done via “wet signature” or electronically via email(as discussed previously).

You are done!

Approval Cheat Sheet: New Hire

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Process & Employee Population

Method of Submission

Approver - Level 1

Approver - Level 2

Approver - Level 3

Approver - Level 4

Approver - Level 5

Approver- Level 6

NEW HIRE - FT/PT Regular - POS only

New Hire FormGISI-9 Form

Manager Manager +1 HR ContactES (final review and input)

   

NEW HIRE - Freelance/On-call POS

New Hire FormI-9 Form

Manager or Manager +1

If salary is out of standard hourly rate for the Region: HRBP should approve

ES (final review and input)

     

*Please note, when using a manual form an approval is only acceptable from an ELC company email. We are unable to accept forms from personal emails due to compliance reasons. In addition, if the form submitted has a "typed" signature rather than an actual signature on the form, we require that the form is accompanied by an email approval.

Tips: New Hire

• Please send completed New Hire form to Employee Services at least two weeks prior to desired start date.

• If an employee is transferring to/from a different brand within ELC, or changing employment status (i.e. Freelance > PT/FT) this would be a Job Data Change and not considered a new hire. For example:

• If a freelance/on-call employee is moving to a PT/FT role, this would be a Job data Change completed in MSS.

• To expedite New Hire processing send complete, accurate and signed forms to Employee Services:– New Hire Form: Please identify if this new hire had previously worked for ELC on the New

Hire Form (rehires will receive adjusted service date)

– GIS Forms– I-9 Form

• HR Connect inbox will send confirmation when your inquiry is received. Employee Services will keep you posted on the status of your submitted New Hire.

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JOB DATA CHANGE

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SCENARIO 2:

Process Overview: Job Data Change (Location Change Example)

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Manager initiates the change in location

transaction in HR Connect directly, or

via manual form.Manager obtains

approvals (signs form or email) and sends to Employee Services.

Employee Services prepares necessary documentation for

Manager to review with employee..

Transaction is processed in HR

Connect or manually by Employee Services. HR

Connect notifies Manager or HRBP when

the transaction is complete.

Employee Services reviews submitted

information for accuracy and approves the

transaction or form.

Manager, Manager +1 and HRBP agree on the change in location (for

example).

HR Connect routes the transaction through automated approvals

Approval Cheat Sheet: Job Data Change

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Process & Employee Population

Method of Submission

Approver - Level 1

Approver - Level 2

Approver - Level 3

Approver - Level 4

Approver - Level 5

Approver- Level 6

JOB DATA CHANGE (POS)TransfersPromotionChange in Job

MSS (or form if access is not available)

Manager Manager +1 HR Contact      

*Please note, when using a manual form an approval is only acceptable from an ELC company email. We are unable to accept forms from personal emails due to compliance reasons. In addition, if the form submitted has a "typed" signature rather than an actual signature on the form, we require that the form is accompanied by an email approval.

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JOB DATA CHANGE FORM

All Fields with an * asterisk are required to be completed.

Only complete the fields that requireto be changed.

Missing data and missing approvals will slow down the transaction process.

Please submit to HRConnectUS the completed form WITH ALL APPROVALS

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JOB DATA CHANGE FORM

Indicate the reason for the change.

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JOB DATA CHANGE FORM

Very Important

Indicate the details of the changes here.

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JOB DATA CHANGE FORM

Indicate any changes to the assignment category.

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JOB DATA CHANGE FORM

Very Important

Details of the Pay Change.

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JDC - FORM

Critical:

Cannot be processed without the necessary approvals.

Specific Tips: Job Data Change• Carefully select Effective Dates for this kind of transaction:

– For all hourly point of sales employees, you can only select payroll dates each Monday.

• Understand different assignment statuses :– Acting Assignment = Assign someone a temporary role with an end date. i.e.: Your counter

manager is on maternity leave and you temporarily assign your consultant to fill that job. They will return to their previous job as of the tentative end date.

– Multiple Assignments = An employee has two part-time assignments. Assignments usually have varying rates of pay. You will only view this employee in HR Connect if you are their primary supervisor.

– Important: In the past you may have separated an employee when moving between brands, now we treat it as a transfer.

• Remember that you may be an initiating manager or a receiving manager during the employee transfer process.

• Have conversations with your employees, your supervisor, and HRBP to discuss the terms of any proposed change before submitting the change.

• Any changes that occur involving your direct reports will be visible to them in the system as of the effective date.

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I-9 FORM COMPLETION

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SCENARIO 2:

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Form I-9 consists of three sections:

Section 1 – Employee Information and Verification Must be completed by the new employee on the date the employee begins employment or within three days of their first day of work. It can also be completed prior to the beginning of employment, after an employment offer has been made to the individual.

Section 2 – Employer Review and Verification Must be completed by the company’s representative before or within three business days of beginning employment.

Section 3 – Updating and re-verificationThis section is used only to update or re-verify Form I-9. We generally do not ask managers to update or re-verify information.

Completing the I-9

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Sample Form I-9

Section 1Completed by the new employee.

Completing the I-9

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Section 2Completed by the hiring manager.

Section 3Used to update and reverify eligibility of employment.

Completing the I-9

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1. U.S. Passport or U.S. Passport Card2. Permanent Resident Card or Alien Registration Receipt Card (Form I-551)3. Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed

notation on a machine readable immigrant visa4. Employment Authorization Document that contains a photograph (Form I-766)5. For a nonimmigrant alien authorized to work for a specific employer because of his or

her status:a. Foreign passport; andb. Form I-94 or Form I-94A that has the following:(1)The same name as the passport; and (2) AN endorsement of the alien’s nonimmigrant status as long as that period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form.

6. Passport from the Federated Stats of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI

List A consists of documents that establish both identity and employment eligibility.

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List B consists of documents that establish identity.

For persons over the age of 18:

1. Driver’s license or ID card issued by a state or outlying possession of the United States, provided it contains a photograph or information such as name, date of birth, gender, height, eye color and address.

2. School ID card with a photograph.

3. Voter’s registration card.

4. U.S. military card or draft record.

5. Military dependent’s ID card.

6. Driver’s license issued by a Canadian government authority.

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List C consists of documents that establish employment authorization.

1. U.S. Social Security account number card other than one that specifies on the face that the issuance of the card does not authorize employment in the United States.

NOTE: A copy (such as a metal or plastic reproduction) is not acceptable.

2. Certification of Birth Abroad issued by the U.S. Department of State (Form FS-545).

3. Certification of Report of Birth issued by the U.S. Department of State (Form DS-1350).

4. Identification Card for Use of Resident Citizen in the United States (Form I-179).

5. Original or certified copy of a birth certificate issued by a state, county, municipal authority or outlying possession of the United States bearing an official seal.

6. Native American tribal document.

7. U.S. Citizen Identification Card (Form I-197).

8. Employment authorization document issued by DHS.

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The new employee must present original and unexpired document(s) that prove his or her identity and employment authorization. Certified copies of birth certificates are acceptable.

o Documents from List A show both identity and employment authorization.

o Documents from List B show identity only (employers participating in E-verify can only accept List B documents with a photograph).

o Documents from List C show employment authorization only.

You must accept any document(s) from the Lists of Acceptable Documents presented by the new employee that reasonably appear on their face to be genuine and relate to the person. You cannot specify which document(s) an employee should present.

The hiring manager is to examine the documents presented and fully complete Section 2 by recording the title, issuing authority, number and expiration date (if any) of the document(s).

Completing the I-9

End

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