COVID-19 Guidance for Managers

November 9, 2020 5:59 PM


If you have additional questions, please contact your school or center HR designee for information. 

Hiring and Compensation

Hiring Freeze Exception Process

There is a freeze on hiring new and replacement positions through June 30, 2021 except for positions which are fully (100%) grant-funded or those with approval granted through the Hiring Approval for Essential Positions process outlined below. Requests for exceptions to the hiring freeze should only be submitted for essential positions.

The first step in beginning CORE HR’s Exception process for an open position (that is not 100% grant-funded) is to obtain documented approval from a senior leader (e.g., Dean or Vice Dean of Finance & Administration).

After both a completed Hiring Approval for Essential Positions form and the required supporting documentation are submitted, the Vice President of Human Resources and a member of Penn’s senior leadership team will review the request.

Grant-funded Positions

Remember, if the position is fully grant-funded it does not need to be submitted for approval through Core HR’s Exception process. However, any partially grant-funded or non-grant funded position will need to be approved using the Hiring Approval for Essential Positions form.

Hiring and Compensation Frequently Asked Questions

Recruitment and Hiring During Freeze

Yes, the hiring freeze applies to both internal and external candidates.
Yes, you can create a job requisition in Workday if the position has been submitted to be considered as an Exception to the Hiring Freeze. If you have submitted a requisition prior to approval, be sure to include the job requisition number, (i.e. JR000XXXX), on the Hiring Approval request form. Although the position can be posted in Workday to the Careers@Penn job site, allowing for candidates to apply, it is recommended that you wait until all approvals have been received through the hiring exception process before posting the role.
 

Although remote operations may continue for the foreseeable future, Penn staff will return to campus eventually. HR Partners and Hiring Managers are encouraged to recruit those individuals who will be available to work on campus when normal operations resume.
Typically, we do not recommend new hires to start working before their background check is complete. However, because of the pandemic, some state and local courts remain closed or are operating on a limited basis which has delayed the processing of background checks. So if your new hire’s background check is being delayed due to the pandemic, please ask your HR Director (or designee) to submit a request through the Solution Center to move the candidate to Ready for Hire in Workday in order for them to be hired and begin working on their start date. Please note that these background checks are considered to be in ‘pending’ status and will be completed at a later date. Additionally, because all offer letters include a statement that the offer is contingent upon their background check meeting University standards, if a ‘pending’ background check results in discrepancies that are not reconcilable, it will affect your new hire’s work eligibility status.

Temporary and student worker offer letters in Workday sometimes change. To ensure the offer letters you send comply with Penn's standards, please only use the links below:

Student Worker/Work-Study Offer Letter in Workday

Temporary Offer Letter in Workday

Regular staff offer letters should be generated only through Workday.

Postdoctoral Trainees can be hired and reappointed as normal and should work remotely when possible. We strongly encourage that only post-docs funded by external sources be hired.

Research Assistants and Fellows can be hired as normal and should work remotely when possible. These positions should be funded by external sources where possible.


Teaching Assistants and Fellows
can be hired as normal, recognizing that the University continues to operate on a hybrid instructional model and some classes will be taught virtually. Faculty should plan accordingly.

Lecturers can be hired as normal with no additional approvals.

Non-Work Study Student Workers, Interns and Co-Op students cannot be hired, unless an exception has been granted by the head of your School/Center.

Work-Study Students can be hired as normal with budget approval.

If a department believes that there is a compelling need to hire an IC, a request can made by completing the Compensation Approvals During Freeze form. Be sure to attach the supporting documentation requested, including the completed Service Provider Questionnaire form that has been reviewed and approved by the your School/Center HR Director, verifying that the contractor meets the IC criteria.

The Compensation Approvals During Freeze form requires the approval of the Dean, Vice Dean or Vice President before the exception request can be submitted to HR Compensation for further review by the Vice President of HR, and the Associate Provost for Finance and Planning or the EVP. Please note that services should not be rendered by, nor commitments made, to a new IC until all approvals have been received through the compensation approval process.

Compensation During Hiring Freeze

Acting rates: No new acting rates or extensions of acting rates will be permitted without the approval of the Dean, Vice Dean, or Vice President and the Division of Human Resources (VPHR). Any requests for exception approval can be made by submitting the Compensation Approvals During Freeze form and the requested supporting documentation to Human Resources Compensation. The request will then be reviewed by the VPHR, as well as the Associate Provost for Finance & Planning or the EVP.

Those acting rates which already have been authorized by Compensation will continue to be approved in Workday until the specified end date. Please make sure that the authorization memo is attached to the requisition in Workday .

Additional Pay: No new additional pays will be reviewed without the approval of the Dean, Vice Dean, or Vice President and the Division of Human Resources. Any requests for exceptions should submitted to Human Resources Compensation with the Compensation Approvals During Freeze form along with the required supporting documentation, as outlined on the form. The request will then be reviewed by the VPHR, as well as the Associate Provost for Finance and Planning or the EVP.

Overtime: Overtime should be minimized to the fullest extent possible and carefully monitored. These requests need to be made in advance of the overtime being worked. Before hourly/weekly paid employees can be directed to work overtime, this must be approved by the Dean, Vice Dean, or Vice President. If employees work overtime without prior approval, they will still be paid for this time, but  the issue must be addressed with the Dean, Vice Dean or Vice President and a plan for future compliance put in place.

Mid-year salary adjustments: No mid-year adjustments should be submitted for the remainder of FY21.

Onboarding Employees During COVID-19

Visit www.onboard.upenn.edu for the latest information about completing I-9s and making sure newly hired employees are correctly onboarded for PennKey and payroll.

 

Frequently Asked Questions for Onboarding During COVID-19

Form I-9 Part 1 must be complete no later than their first day of work. Part 2 must be complete no later than the 3rd business day following the date of hire. For example, if a new hire starts on Monday, Part 2 of Form I-9 must be complete no later than close of business Thursday.

1.     Form I-9, Part 1: If you have not completed this, sign into Workday and access your Inbox to complete Part 1 of the Form I-9.

2.     Form I-9, Part 2:

a.     You are required to present documents that validate your identity and your authorization to work. Please review the Lists of Acceptable Documents to select the document(s) you will present. You must provide one (1) document from List A (Documents That Establish Identity and Employment Authorization) – OR – one (1) document from List B (Documents That Establish Identity) and one (1) document from List C (Documents that Establish Employment Authorization).

b.    For workers who will be on campus at any time, for any reason, original documents must be presented in person at Onboard@Penn. Make an appointment online.

c.    For those who are working remotely 100%, submit documents to Joe Marmo, Onboard@Penn Analyst, via SecureShare. You will need to login to SecureShare using your Pennkey and password.Visit www.onboard.upenn.edu for instructions

d.     After submitting your documents click “Submit” on the “To Do: Complete Part 2 of Form I-9” task in your Workday Inbox.

Please note: During normal operations, Part 2 of the Form I-9 must be completed in person at Onboard@Penn. Due to COVID-19, the Department of Homeland Security has given temporary flexibility allowing electronic examination of documents for those employees who work 100% remotely. When this flexibility expires and/or when you begin working on campus at least some of the time, you will be required to bring your original documents to Onboard@Penn for physical examination within 3 business days. If you begin working on campus at least some of the time, please see the Onboard@Penn website for additional information and to schedule an appointment within three business days of when you begin to work on campus. Likewise, if DHS determines that it will no longer provide Form I-9 flexibility to those working 100% remotely, you will receive an email notification when you are required to come to Onboard@Penn, and it is expected that you will comply with that notice within the time period allotted.

Federal regulations allow the employer to rely on the original Form I-9 and complete Section 3 when an employee is rehired within three (3) years of the date of the original Form I-9.

Here are a few potential scenarios:

1.     An employee who worked at Penn from 2016 to 2019 is rehired in 2020. This employee will be required to complete a new I-9 because the original Form I-9 is more than 3 years old.

2.     An employee was originally hired in 1985 and retired in 2018. In 2020, the employee was rehired for a temporary position. This employee will have to complete Form I-9 because their original hire date is prior to the Form I-9 regulation so there is no Form I-9 on file for them.

3.      A student worker was hired in 2018 and graduated in 2019. The student worker was terminated and then rehired into a staff position in 2020. This does not require a new I- 9; however, it does require a reverification of employment authorization.

Onboard@Penn resumed on-campus operations on November 9 on an appointment-only basis. Please visit the Onboard@Penn website for details and schedule an appointment. If you need additional assistance, please contact the Penn Employee Solution Center or call (215) 898-7372.

In order to satisfy this requirement the new hire will need to complete Part 2 of Form I-9 virtually via SecureShare They must submit their work authorization documents to Joe Marmo via Secure Share no more than 3 business days after their start date. To access Secure Share, your new hire will need to login with their Pennkey and password.

Here is a link to the Form I-9 Acceptable Documents so your new hire knows what to send https://www.uscis.gov/i-9-central/acceptable- documents/list-documents/form-i-9- acceptable-documents.

Important note: During normal operations, Part 2 of the Form I-9 must be completed in person at Onboard@Penn.

Due to COVID-19, the Department of Homeland Security has given temporary flexibility allowing electronic examination of documents for those employees who work 100% remotely. When this flexibility expires and/or when you begin working on campus at least some of the time, you will be required to bring your original documents to Onboard@Penn for physical examination within 3 business days.

If you begin working on campus at least some of the time, please see the Onboard@Penn website for additional information and to schedule an appointment for within three business days of when you begin to work on campus. Likewise, if DHS determines that it will no longer provide Form I-9 flexibility to those working 100% remotely, you will receive an email notification when you are required to come to Onboard@Penn, and it is expected that you will comply with that notice within the time period allotted.

The best solution for new hires who live outside the greater Philadelphia/Delaware Valley will be addressed on a case-by-case basis. Please submit an inquiry to the Penn Employee Solution Center (hcmsolutioncenter@upenn.edu), and Onboard@Penn staff will work with you directly to identify the best option for your new hire. For your reference, please see the link to the Form I-9 Acceptable Documents so your new hire knows what will be required: https://www.uscis.gov/i-9- central/acceptable-documents/list-documents/form-i-9acceptable-documents.

Submitting employment authorization documents virtually is just a temporary stopgap due to COVID-19. Employers are still required to verify all new employees’ documents physically, in person, per federal compliance. For more information about temporary I-9 requirement flexibility, review this DHS news release.

Yes, the I-9 can be completed without a Social Security number. Please note that when new hires receive their Social Security card in the mail, they will need to update their Social Security Number in Workday and upload the card so that a specialist can verify their Social Security Number and approve the update in Workday.

All new hires should review the Lists of Acceptable Documents to select the documents they will present for completion of Form I-9 Part 2. Other documents may also be required in order to complete their payroll record. The following are examples of the original, unexpired documents that may be required in addition to documents presented for completion of Form I-9:

  1. Passport
  2. Work Authorization Document
    1. I-20 for F-1 Visa (all pages)
    2. DS-2019 for J-1 Visa
    3. I-797 for H-1 Visa
  3. Most recent I-94 (printed from DHS website)
  4. Employment Authorization Card (if applicable)
    1. Student on OPT or STEM-OPT extension
    2. Pending Permanent Residency
    3. J-2 or M-1 work authorization status)

In addition to completing both parts of the I-9, employees also need to complete all of the onboarding tasks located in their Workday inbox. There should be nothing remaining in their inbox. Some of them just require hitting the submit button at the bottom of the screen. Once all of these tasks are completed, in addition to both Parts of Form I-9, direct deposit information will be processed.

Completing all the onboarding tasks not only makes sure payroll direct deposit is processed into the employee’s account, but also ensures taxes are withheld correctly from their pay.