Procedure & Documentation

HR Representatives should consult ConnectCarolina documentation for procedural information on new employment actions, including providing required documentation, below.

EHRA Non-Faculty Posting Requirements: Tier I Senior Academic and Administrative Officer (SAAO) position vacancies must be posted for a minimum of thirty (30) calendar days. EHRA Non-Faculty Instructional, Research and Information Technology vacancies, and Tier II Senior Academic and Administrative Officers vacancies must be posted for a minimum of fourteen (14) calendar days. Required documentation includes:

In accordance with the University’s Background Checks for Faculty and Non-Faculty Employees, Student Employees and Affiliates policy,  background checks are conducted as a condition of employment.  A background check is required for all initial EHAR Non-Faculty permanent appointments and subsequent job changes resulting from a competitive recruitment.

The following exceptions may apply:

A background check is not required if a candidate has had a satisfactory background check completed within six (6) months of the effective date of the new position.  The Office of Human Resources background check unit will evaluate requests to use previous background check results and determine if the previous background check meets the criteria of the new position (see Background Check Policy and Procedural Supplement for more information).

A background check is not required if a candidate is being reclassified from an SHRA to EHRA non-faculty status but the job duties performed are substantially the same in nature and scope. This is considered a reclassification action.

Processing Actions with Incomplete Background Check

If the background check is not fully completed at the time a New Employment or Job Change process is initiated in ConnectCarolina, the background check policy does permit a conditional offer or conditional start under certain circumstances. Under these circumstances, attach any background check preliminary results received ConnectCarolina action with a notation in comments that final results are pending.

When the final background check results become available after the action is approved, the Department should attach the background check summary page to the employee’s ConnectCarolina action history using the Add File Attachment. For background check results with convictions, document attachment should not be used for confidentiality reasons and the results should instead be sent in hardcopy by hand delivery, fax, or via campus mail to EHRA Non-Faculty HR.

This is a required step to be completed at the Department and/or School/Division for all employees in a Healthcare Environment. Documentation specific to this requirement need not be attached to the action unless requested by appointing School/Division.

The Department of Environment, Health and Safety (EHS) establishes policy and procedures to support the University’s overall mission, which includes maintaining a safe environment; ensuring regulatory compliance; and recognizing and controlling health and safety hazards.

For the purpose of meeting EHS requirements, “employees in a Healthcare Environment” applies to those employees whose position requires that they enter facilities where patient care is provided, whether in a patient care area or in an administration wing. As stated in the Conditions of Employment, employees in a Healthcare Environment are required to comply with the University’s EHS policies and procedures regarding vaccines, medical surveillance or other required safety training within the first 10 days of your employment. Questions about which positions are impacted by this policy should be directed to the appropriate School/Division.

The Department and/or School/Division is responsible for ensuring this requirement is met. It is encouraged that a Department and/or School/Division with positions affected by this policy develop a process to have candidates complete this form during final selection of the recruitment process in order to ensure requirements have been met within the first 10 days of employment.

Questions about policy requirements should be directed to EHS (that office telephone number is 919-962-5507 and more information is available on their website).

The Form I-9 -Employment Eligibility Verification and E-Verify verification must be completed for each individual hired to work at the University after November 6, 1986. Click here for detailed information on these procedures, which must be completed under very strict deadlines through the university’s electronic I-9 system.

Questions about the Form I-9 and E-Verify process may be directed to the I-9 unit in the Office of Human Resources at (919)-962-0985 or eevquestions@listserv.unc.edu.

Note that Forms I-9 and supporting documentation are not submitted through ConnectCarolina or to the EHRA Non-Faculty HR unit. All such information is sent directly to the EEV Specialists.

Departments are reminded that they are required to comply with all requirements and procedures established by the Equal Opportunity and Compliance Office during the recruitment and selection process, which includes obtaining final approval from that office before making an offer of permanent employment to a specific individual. Visit their website or call their office number at 919-966-3576.

These are required steps for individuals being placed on the UNC-Chapel Hill payroll for the first time but are submitted directly to Payroll Services.

There are two different Payroll direct deposit forms used for EHRA Non-Faculty employees:

  • EHRA Post-docs and student employees should utilize the Form PR-8A
  • All other EHRA Non-Faculty employees should utilize the Form PR-8B

If the Initial Appointment or Job Change action is for a current University employee, the employee does not need to complete another direct deposit form unless the employee wishes to update their bank account information. Questions regarding direct deposit forms or issues should be directed to University Payroll Services (919-962-0046).

There are also various Tax Forms that employees must complete upon initial hire such as the Form NC-4 (Withholding Allowance Certificate for North Carolina Taxes), the Form W-4 (Withholding Allowance Certificate for Federal Taxes), and/or the Exempt from NC Withholding for Residency form. If the Initial Appointment or Job Change action is for a current University employee, the employee does not need to complete additional tax cards and/or forms. Questions about required tax cards and/or forms should be directed to Payroll Services.

Please note that Direct Deposit and required tax forms should not be submitted through ConnectCarolina nor sent to EHRA Non-Faulty Human Resources. Instead, these documents are all sent directly via campus mail or hand delivery to University Payroll Services.

The Conditions of Employment form (AP-2A) must be completed for an Initial Appointment or Job Change for EHRA Non-Faculty employees. Please verify that information provided on the form is correct and that the form is completed fully prior to submission.

Conditions of Employment (AP-2A)

This item should be completed and/or attached only if required by appointing school/division; it is not required by EHRA Non-Faculty HR.

The appointing department and/or school/division should maintain a copy of the employee’s resume/CV detailing education, previous work experience, and any other noteworthy information, such as memberships, certifications, research, publications and presentations.

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