I-9/E-Verify Processing

Did you know we have a comprehensive toolkit to answer all your questions related to I-9? Visit our toolkit for complete information related to everything I-9/E-Verify. We are aware that International I-9s are complicated and we’ve created a Supplemental Guide! Check it out! 

Minimum Wage

The student minimum hourly rate is $12, effective January 1, 2023. Visit the Salary Tables for information related to the current pay scales. 

Grad Assistant Hiring (salaried)
*Additional information coming soon! Check back frequently!*

Employment during the academic year is limited to 20 hours per week (0.5 FTE) for graduate assistants regardless of the funding source. Departments are responsible to consult with other departments, if hiring the same student.  Students may seek other graduate assistantships as long as the combined employment does not exceed more than the 20 hours or 0.50 FTE. 

Grade (G1, G2, G3): Departments must ensure each graduate assistant is hired with the appropriate grade per the Graduate Assistant Employee Guidelines available on the Graduate Assistant Hiring Toolkits.

Graduate Assistants may not hold a regular hourly student, temporary faculty, temporary staff, or regular position at the same time as their salaried Assistantship appointment.

• The Annual and Academic salaries have been applied
• Submit new spring GA hires through the standard EPAF process with the new correct salary. See Salary Table

New Hires Spring Semester 

Training Central accounts are created 24-48 hours after the employment start date, as long as the job record is in Banner.  If the job record is delayed, the Training Central account will also be delayed.

Posting

• If posting outside of the NMSU website, a draft advertisement must be attached to the action. All advertising must include: department name, position title, requisition number, link to full posting and Equal Opportunity and Affirmative Action Statement.
• If underutilization exists, departments must externally advertise (2 sources) to generate an expanded and potentially more diverse applicant pool. Departments are encouraged to post beyond the minimum 14-day period.
• Confirming Reports To information in banner – NBAPOSN
• Submit TERME PAF for current incumbent prior to routing posting.

Hiring Proposals 

• Missing updating workflow of applicants interviewed prior to hiring proposal submission (Interviewed Finalist Under Review)
• Non-Exempt – Interview one for every three qualified applicants or at least four, if there are twelve or more qualified applicants. Exempt – Interview a minimum of two qualified applicants.
• Selected candidate does not meet minimum qualifications. Minimum qualifications should be assessed prior to interviewing. We have tools including the applicant calculator available on the toolkits.
• Manager’s Guide: Qualifying Applicants
• Missing memo for salary justification if above mid-point (exempt) or 5/10% above entry (non-exempt)

Temp Staff Toolkit

For more resources for hiring temp staff, please visit the toolkit, here.

FTE

Temp Staff cannot exceed 0.74 Full Time Equivalent (FTE) and the average hours must not exceed 29 hours per week. Hours for Temp Staff employees will be tracked on a weekly basis.

Temp Staff may hold more than one temp staff position. However, all combined employment (university wide) cannot exceed  0.74 FTE and the average total hours worked must not exceed 29 hours per week.

Current Errors

Missing draft offer letter, resume, transcripts, job duties. Incorrect rates – not utilizing new scale.

Do not wait to send documentation, all should be sent to teamhrs@nmsu.edu at the time the EPAF is submitted!

Personnel Action Form (PAF) 

All PAFs must be sumitted here, using our new submission process that went live in October. A huge thank you to all Action Originators for making this submission process a success! Please do not fax or mail copies of PAFs. Combine all documents before routing for signature and processing. Please confirm information in NBAJOBS and NBAPOSN prior to PAF submission. Please refer to the PAF Toolkit for more information.

New Employee Data Form

This form should be used to create a new employee record – for candidates who either don’t have an Aggie ID or have an Aggie ID but have never held a job within the University system.

The form is not needed to create an Aggie ID for a student employee, only temp faculty & temp staff. 

Background Check Release Form/Sensitive Duties Checklist (non-regular hires)

The background check form has been updated to include Aggie ID. The form is available on HR Forms site (https://hr.nmsu.edu/general-resources/forms.html)The background check cannot be processed without a sensitive duties checklist. Please send the forms together if a background check needs to be run based on the sensitive duties checklist selection. If the sensitive duties checklist has “none” checked a background check form does not need to be completed and the Sensitive Duties Checklist form will need to be sent to teamhrs@nmsu.edu.