Indiana University

University Human Resources

Hiring an Employee

Before hiring any employee, you should have conducted a search for the employee by following the Search/Match user guide. Based on the true match criteria, your search/match should have produced one of the two results below. Follow the directions that correspond with your result.

  1. You did not find a University ID for the person you are hiring.
  2. If this was your result, the person is considered a new hire and you need to go the user guide for Hiring an Employee with no Existing University ID.

  3. You found a University ID for the person you are hiring.

    If this was your result, the person is categorized as either an Employee or a Non-Employee (as indicated in red in the upper right hand corner of the Bio/Demo Data screen; this screen is accessed by clicking Detail on the Search/Match Result tab screen.)

    Follow choice A, B, or C.

    1. If the person is categorized as an Employee and is Staff or Hourly PERF and:
      1. they have a current/active job which they are leaving and you are hiring them into a new job, then:

        You should do a Transfer, Promote, or Demote transaction. DO NOT DO A HIRE TRANSACTION.

      2. you are hiring them into a second or multiple job(s), then:

        You should do an Add Concurrent Job transaction. DO NOT DO A HIRE TRANSACTION.

      3. their status is retired, then:

        You should do an Add Concurrent Job transaction. DO NOT DO A HIRE TRANSACTION.

      4. their status is terminated, then:

        You should do an Add Concurrent Job transaction. DO NOT DO A HIRE TRANSACTION.

    2. If the employee is categorized as Hourly and:
      1. they have a current/active job which they are leaving and you are hiring them into a new job, then:

        You should do a Terminate transaction and then do an Add Concurrent Job transaction. DO NOT DO A HIRE TRANSACTION.

      2. you are hiring them into a second or multiple job(s), then:

        You should do an Add Concurrent Job transaction. DO NOT DO A HIRE TRANSACTION.

    3. If the person is categorized as a Non-Employee then:
      1. You should do an Add Concurrent Job transaction. DO NOT DO A HIRE TRANSACTION.