Recruiting & Rehiring Employees

Recruiting & Rehiring Staff

RFCUNY’s hiring process includes recruitment, completion of the applicable hire or rehire process in OneRF, verification of employment eligibility through Form I-9 and E-Verify, and completion of required documentation.

Recruitment and Employee Classification

Principal Investigators (PIs) are responsible for recruiting individuals for projects administered by RFCUNY. Recruitment is initiated through OneRF. The appropriate job profile, position information, compensation, work schedule, and funding information must be provided as part of the recruitment and hiring process (position & job requisition). Required approvals must be completed in OneRF before the employee’s appointment is finalized.

An employee’s classification is based on the number of hours the employee is scheduled to work during a bi-weekly pay period. Classification determines eligibility for certain benefits and the applicable fringe rate charged to the sponsored award/grant.

The primary employee classifications includes

• Full-time: employee works 70 hours per bi-weekly pay period
• Part-time A: employee works more than 38 but fewer than 70 hours per bi-weekly pay period
• Part-time B: employee works 38 hours or fewer per bi-weekly pay period

Hiring & Onboarding

Once a candidate has been selected, the applicable hire or rehire process is completed in OneRF. New and returning employees are required to complete assigned onboarding tasks and provide the information and documentation necessary to complete their appointment.

The employee receives notification from OneRF when tasks requiring their action are available. Employees should complete all assigned onboarding task promptly to avoid in completing the hiring process.

The PI and designated campus personnel staff are responsible for initiating and completing the appropriate OneRF business processes and obtaining required approvals. Human Resources Personnel staff reviews the applicable hiring employment documentation as part of the process.

Verifying Employment Eligibility: I-9 & E-Verify

All employees must complete Form I-9 to establish their identity and authorization to work in the United States. RFCUNY uses the E-Verify to electronically verify employment eligibility in accordance with applicable requirements.

A job offer must be made and accepted before the Form I-9 and E-Verify process is initiated.

• The employee must complete Section 1 of Form I-9 no later than the first day of employment.
• The PI  or designated campus personnel staff must complete Section 2 of Form I-9 and E-Verify within three (3) business days of the employee’s first day of employment
• Employee must present acceptable documentation establishing identity and authorization as provided on the Form I-9 list of acceptable documentation.
• Employee may choose which acceptable document or combination of documents or present.

Documenting an Employee

As part of OneRF onboarding process, employee are required to complete, review, acknowledge or electronically sign applicable employment, payroll, tax, and policy documents.

• Notice and Acknowledgement of Pay Rate and Payday (must be signed on or before hire date)
• Background Check Authorization and Disclosure Notice
• Acknowledgement of RFCUNY Employment Terms and Conditions
• IRS Form W-4
•  Form IT-2104 Employees Withholding Allowance Certificate OR IT-2104E as applicable
• HireNYC Consent Form
• Review Procedures
• Review Policies

Rehire

Individuals who previously worked for RFCUNY and are returning after their prior employment has ended must be processed through the appropriate rehire process in OneRF.

Before initiating a rehire, the employee’s existing RFCUNY record should be reviewed to determine the rehire process, including the applicable break in service reason. Returning employees should not be processed as new employees when an existing RFCUNY worker record is available.

Rehired employees are required to complete applicable OneRF activities. Human Resources will determine whether a new Form I-9, reverification, or other employment eligibility action is required based on the employee’s existing Form I-9 record and current employment authorization.

PI  or designated campus personnel staff should contact their Human Resources Personnel Coordinator with questions regarding the appropriate rehire process.