Know Your Forms: Closing Reports

11/07/2012HR Operations

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The Closing Report

• Required for all new hires, promotions, demotions, and transfers

• Not seen by the department• Generated by Staffing and sent to Records after a requisition

is sent to the “HR Wrap Up” status by the department and all of the criteria necessary to fill the requisition has been met

• This process provides Staffing with a way to be sure that new hires are in compliance

• Contains all of the necessary information for Records to enter the applicant into the employee database

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Closing Out the Requisition

1. Send the offer letter to employment@uchicago.edu for approval and inclusion in the personnel file

2. After the offer is accepted, initiate all applicable reference checks and background checks, including MVR and/or drug screens

3. Change the status of the requisition to “Closed”

4. Dispense all active candidates

-Mark the selected candidate as “Hired”

-Mark all other candidates as “Not Hired”

5. Complete the “Hired Details” tab

6. Change the status of the requisition to “HR Wrap Up”

7. Staffing will review and approve the requisition then submit the Closing Report to Records

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Hired Details Tab

Required Fields• Check Delivery Code and Department Number (often the same)• Action Code (New Hire, Promotion, Demotion, Transfer)• Applicant Selected• Start Date• FAS Account Number (can include more than one account

number, so long as each account includes percentage, totaling 100%)

• Rate of Pay• Primary and Secondary UC Time Approvers with Chicago ID’s• List any extra recruitment efforts if applicable

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Action Codes

• 01: New Hire – For benefits eligible position, can be external hire or internal hire who

was previously benefits ineligible– For benefits ineligible position (< 20 hrs/wk), external hires only

• 06: Promotion– Different job classification and pay increase for employee

• 08: Demotion– Different job classification and pay decrease for employee

• 10: Lateral Transfer– Same job classification in same or different department, with or

without pay change for employee

• 14: Reinstate (use sparingly for laid off employees)

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Staffing Review

• Have all the necessary background, drug screen, and/or MVR checks been completed?– Internals who are moving into a new role must clear any

required drug screen or MVR checks specified for that position even if they have completed and cleared these checks previously

• Does the selected applicant meet the education and experience requirements specified in the job description?

• Has the applicant submitted the proper documents required in the requisition?

• Does wage rate for union job code follow contract?• Does wage rate comply with Fair Labor Standards Act (FLSA)?• Have we received and approved the offer letter?

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Why hasn’t my requisition been filled yet?

• Background check not submitted, not complete, or not yet cleared by Staffing

• MVR or Drug Screen results are missing• MVR or Drug Screen fields are improperly marked as

required• Staffing has not yet received a copy of the offer letter• Hired Details information is incomplete or incorrect, in which

case the status will be changed to “Needs Department Attention”

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Consequences of a Delayed Closing Report

• Delayed start dates• The new employee may not be paid in a timely manner• The employee will not be able to obtain an I.D. card or

access important University systems, i.e. UC Time• The HRA must complete a biweekly payroll adjustment form

if the assignment start date is retroactive• The new employee could lose/run out of time in which to

makes benefits elections (31 days)

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• Closing report electronically transmitted from Staffing to Records

• Department submits original companion documents to Records (if new hire)

• Records matches companion documents to closing reports (if applicable) and enters new assignment details into employee database

• Data entry occurs in accordance with pay cycle• Sub account number must match sub account attached to

job code in EDB

What Happens Next

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Companion Documents for New Hire Closing Reports

• ILDCFS Mandatory Reporter Acknowledgement form• Completed and Signed Employee Survey• Signed Employee Profile

– From UChicago Jobs– Print before marking candidate as “hired”

• I-9 (and supporting I-9 documentation)

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Related Links

UChicago Jobs for Hiring Managers

https://jobopportunities.uchicago.edu/userfiles/jsp/shared/frameset/Frameset.jsp?time=1352150107885

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If you have questions:employment@uchicago.edurecords@uchicago.edu