IUSM HRMS Processing Instructions

How to Process a Personnel Document Within the IU School of Medicine

If the action is adding a New Hire and the new employee does not have an HRMS Employee ID, complete the Add New Person eDoc. (The system will not allow you to complete the Hire Employee eDoc until the new person has been added to the database.)
- To find out whether the employee has an existing ID, open the Hire Employee eDoc and search for the person's National ID (SSN). If the person is not found, then the Add New Person eDoc is required.
- Within 24 hours of completing the Add New Person eDoc, you should receive an acknowledgment in your Action List with the newly assigned ID.
Identify and complete the correct eDoc. For example, if the action is a New Hire, complete the Hire Employee eDoc.
Add a Note to the eDoc describing the purpose of the document. If a New Hire, add the employee's campus address to the Note.
If the eDoc affects Work Study students, print the eDoc according to the Temporary Work Study eDoc Processing Instructions.
Once the eDoc is complete, click the "Route" button to go to the Document Confirmation page. If the eDoc is to hire a new employee, print the Cover Sheet for routing paper payroll forms.
If you need to create a remark for people to see while the eDoc routes, add an Annotation. Remember that an Annotation is a public note that EVERYONE in HRMS can read. It remains with the eDoc permanently. DO NOT put confidential information in the Annotation.
Confirm and Route the document. The IUSM Transmittal Sheet is no longer used to route eDocs.
If the document is a New Hire, complete the following steps:
1. If the employee is new to the university, use the printed Cover Sheet to route the appropriate paper payroll forms, etc. Attach the forms and documents to the Cover Sheet and send to the proper office:
  - Faculty and Other Academics - Send cover sheet and documentation to Academic Administration, FH 318. Make sure to include the IUSM Academic E-Doc Processing Checklist and other required forms.
  - House Staff (clinical fellows and residents) - Send cover sheet and documentation to House Staff Affairs, FH 224.
  - Work Study - Follow the Temporary Work Study eDoc Processing Instructions.
  - All other New Hires - Send cover sheet and documentation to Human Resources, UN 340.
Maintain a list of all initiated document numbers in order to easily follow-up on each eDoc's status.
Regularly check on each eDoc's status. Particularly during the first month of electronic routing, we recommend that you check the routing EVERY DAY to ensure that eDocs are routing properly.

How to Get Information on a Pending eDoc

In the EDEN system (the HRMS eDoc page in the One Start Portal), click on "Document Search".
Enter the eDoc number in the "Routing ID" field and click "Search". If you do not have the eDoc number, complete one or more appropriate fields (such as Initiator's ID, or the HRMS ID of the affected employee).
After you have identified the document, click on the appropriate icon under the heading "Route Log". Look for the "Routing Status" and review the "Actions Taken" to determine the location of the document. Clicking the question mark provides definitions and other helpful information.

Who to Contact with Questions or Problems

Contact Financial Affairs