Early employee ID assignment

Human Resources and Payroll have a process in place to assign employee ID numbers to newly hired faculty and staff.

There are many situations where it would be convenient for new faculty and staff to have access to e-mail, a library card, WebCT, and other services prior to their actual start date. Many of these services require a CWL account (Campus Wide Login) or a UBC Card. Neither of these are immediately available to a new hire until they are added to the HRMS database and an employee ID is assigned. This is usually around their start date.

This problem has been solved by the creation of the new ‘Early Employee ID Assignment’ screen within HRMS.

This screen allows HRMS users in faculties and departments to assign employee IDs themselves via a new screen (you must also put the new ID on the appointment form). IDs assigned on this screen are made available to CWL immediately and to the UBC Card system within 2 days. No more waiting for the ID to assigned on the start date (which may be weeks or months later). If the new hire has previously worked at UBC, then the screen will tell you their previous employee ID number, which is reused.

If you would like the ‘Early Employee ID Assignment’ screen added to your existing HRMS access, please download a new copy of the HRMS Access Request form. Fill the form as follows:

  • Select ‘Change Access’ in the upper right corner of the form.
  • Fill in the ’Required For’ and ‘Authorization’ sections (ensure that you have obtained the required signatures).
  • In the ‘Access Requirements’ section, locate the row labeled ‘Access to Early ID’, click the check-box in the ‘Update’ column
  • Send the completed form to Human Resources or email to HRMS.Security@ubc.ca

Instructions on how to generate an Early Employee ID are located in Chapter 5 of the HRMS Employee Data Navigation Training Manual.

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