Stanford School of Medicine
Department of Medicine Resource Guide (DOMRG)–

Staff

Individuals on the University payroll who are neither Stanford students, faculty, academic staff, other teaching staff or postdoctoral research affiliates. This page is for "Regular Staff." A regular employee works 50% FTE or more, for a continuing or fixed term period of time and is eligible for staff benefits. (Admin Guide)

Staff Policies and Procedures

Below are some useful links that can provide you with Stanford's HR policies and procedures for your regular staff employees:

Workflow Guidance

Click on the personnel action below for specific DOM guidance and procedure. If you do not see your issue addressed, have a question, or see that information is missing from the steps below, please email us at .

Create/Update a Position
Position creation is handled by the School of Medicine HRG in conjunction with DOM HR. Anne Klause and Sarah Pokorny are the HRG Staff Compensation Analysts assigned to DOM.

1. New Staff Position: Send an e-mail to Anne Klause, Sarah Pokorny and DOM HR, with your request to create a new position. Attach the following documents/ information:
  • Completed Position Summary Form with Org Code indicated on first page.
  • Targeted Job Code and Grade (ie. JCC 2074, Grade 1A3)
  • Job Posting Text (Paste posting text on the last page of the position summary)
2. Vacant Staff Position: If a position has just been vacated, and you would like to hire into that position, send an e-mail to Anne Klause and DOM HR. Anne will update the position in PeopleSoft and authorize the posting or waiver of posting of the job. Attach the following documents / information:
  • Updated Position Summary Form with POSITION # and Org Code indicated on first page
  • Targeted Job Code and Grade (ie. JCC 2074, Grade 1A3)
  • Job Posting Text
  • If applicable, Request for Waiver documents/information (see below)

Please write the Position # and Org Code in the subject line of your email.

3. Request for Waiver: If you are requesting the waiver of posting of a position because you have a candidate already identified, send an e-mail to Anne Klause, Sarah Pokorny and DOM HR. Attach the following documents/information:

  • Identified candidate's resume
  • Reason for Waiver
  • Updated Position Summary Form with POSITION # and Org Code indicated on first page (if filling a vacant position)

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Create A Requisition
1. Once you have received a position number from Sarah Pokorny or Anne Klause, e-mail the "Create a New Requisition" form and required documents to DOM HR. Every field must be completed, unless it is marked "Optional."

2. DOM HR will create the requisition in Trovix and it will be approved/posted by HRG. DOM HR will then send the new Req # to the Hiring Manager. The requisition is now OPEN for applicants to apply via the Stanford Jobs web site. The Hiring Manager can now log in to Trovix and access the requisition and candidate information.

4. Compile your Search File. You must retain your search file for 3 years and include:
  • A Stanford Employment Application for all INTERVIEWED APPLICANTS. The applicant must fill out the application and sign it. Writing “See Resume” on the application is only acceptable in the “Describe Duties/Responsibilities” box of the EMPLOYMENT RECORD section.
  • Outside posted job ads
  • All correspondence with applicants
  • Interview notes and questions
  • Search Summary
  • Job description
  • Offers made
  • Reference check and notes
  • Job Requisition
  • Selection Criteria
  • Written references
Note:
  • Jobs (non-waivered) must be posted for a minimum of 10 days
  • Requisitions must be created for waivered positions
  • Interviewing may begin as soon as the position is officially posted
  • All applicants must apply via the Stanford Jobs website

    • Trovix Hiring Manager Info

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    Update a Requisition
    Use the "Update Existing Requisition" form to request the following actions:
    • Hold the Requisition
    • Cancel the Requisition
    • Fill the Requisition with Candidate Info
    • Change Hiring Manager
    • Other Updates (ie. change job category)

    E-mail the completed form to DOM HR.

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    Hire the Candidate
    1. If you have identified a candidate to hire, submit his/her resume and salary proposal to Anne Klause, Sarah Pokorny and DOM HR for review. Please write the Position # and Requisition # in the subject line of your email.

    2. Upon receiving an approved salary and hire from Anne or Sarah, communicate the offer to the candidate. Follow up with your selected candidate by sending a formal offer letter and include any documents as indicated at the bottom of the appropriate sample offer letter.

    3. If the candidate is currently employed at Stanford and this is not an additional job, submit a Termination webform to terminate the contingent position.

    4. Complete the Search Summary form and retain in your Search File. Everyone on your search summary report must have applied for the job via the Stanford jobs website. If they have not, they will not be represented in your applicant pool in PeopleSoft.

    5. E-mail your Office of Staff Employment Recruiter requesting that notifications be sent to all applicants, excluding the applicant who filled the position and those interviewed. Interviewed applicants who were not hired should be personally contacted by the Hiring Manager.

    6. Create a Hire Web Form for the incumbent, using the appropriate action code:
    • Hire - new to Stanford
    • Rehire - terminated employees, employees transferring from a contingent to regular position
    • Additional Job - employee already has a job record 0 or 70
    • Transfer from Existing Job - employee works in a different dept. and is now transferring to DOM
    7. For your Department Personnel File (7 Year Retention Following Termination):
    • Copy of Job Description
    • Copy of Offer Letter
    • Copy of Job Requisition
    • Copy of Resume
    • Copy of Stanford Application
    • Transfer or Promotion Request
    8. Fax or Secure Email the following documents to HRG, Attention: Bridget Grant:
    • Copy of signed Offer Letter
    • Copy of Stanford Application
    • Copy of Resume
    9. Send the following documents to Payroll, MC 6112:
    • Original I-9 within 3 days of hire
    • Original Visa Documentation
    10. Request a SUNet ID for the employee. Once a SUNet ID has been created, the employee can then submit/edit the following documents online, via Axess:
    • W-4 and DE4 Withholding
    • Direct Deposit
    • Opt to receive a paper Paystub
    • SU Patent Agreement (SU-18)
    11. Create Labor Schedule in Oracle.

    12. Email an FYI notice of the new hire to your Kronos Administrator.

    13. Email STARS Enrollment Administrator to request registration for New Employee Orientation for employee (if applicable).

    14. Email STARS Enrollment Administrator to request registration for required SoM Respectful Workplace Briefing

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    Update Personal Data
    1. Refer the employee to Stanford.You to change his/her personal information. Such as:

    • Name
    • Address
    • Phone Number
    • Mail Code
    • Email Address
    • Business Title
    2. If it is not possible for the employee to do so (ie. employee does not have a SUNet ID, recently terminated employee who needs to change address, etc.), email DOM HR with the request.

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    Change PAY/FTE Without Changing the Position Number
    Complete this process if employee is not changing positions, but is changing the number of hours worked or has a change in salary (ie. merit, midyear increase).

    1. E-mail DOMHR with a request to change FTE and/or pay. DOM HR will then review the request, and submit it to HRG for approval.

    2. After the FTE/Pay change has been approved, create an Employment Update Web Form, using the appropriate action/reason codes. If you need assistance determining the correct action/reason code, email DOM HR.

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    Job Reclassification

    Complete this process if the employee's job needs to be redefined (job code change), but the position number will still remain the same. Approval to do so is needed by both DOM HR and SoM HRG.

      1. If guidance is needed please contact DOM HR.
      2. The change should be approved by the Division Manager.
      3. Fill out a position summary and email it to Sarah Pokorny, Anne Klause / DOM HR. Include position # and Deptid code
      4. Upon approval from Anne or Sarah, email DOM HR to request a job reclassification action be done in PeopleSoft.
      5. If retroactive pay needs to occur, create a Supplemental Pay Web Form

    NO EMPLOYMENT UPDATE WEB FORM FOR RECLASSIFICATIONS!!

    Note: Reclassifications typically take 4 to 6 weeks for review and approval.

    Classification Review Process brochure

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    Paying a Supplemental Pay

    The Supplemental Pay Web Form is used for paying out multiple types of pay, including one time salary payments, bonuses, supplements, etc.

    1. Request an approval from DOM HR/HRG Comp to pay out your supplemental pay (not needed for retro salary payments).
    2. After you have received an approval notice, create a Supplemental Pay Web Form.

    Note:

    • Earn Start Date and Earn End Date should be the dates you want the Supp Pay to be paid out (retro dates should NEVER be used)
    • Be careful that your Earn Dates do not cross over more than one pay period (unless you are setting up a recurring pay over a certain time period)
    • If you are paying more than than one supp pay with the same Earn Code in the same pay period, make sure the Sequence #s are different and you use different Earn Start Dates within the same pay period.
    1. If you would like to disperse the supplemental pay before the next pay period, create an Off-Cycle Check Request Web Form. A $35 processing fee will be incurred.

    4. To change the end date, amount of pay, or paying PTA of a Supplemental Pay that is being paid over multiple pay periods, submit an Additional Recurring Pay Form with the appropriate changes to Payroll, MC: 6112.

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    Leave of Absence - Personal

    Personal Leaves of Absence - A regular employee may be placed on personal leave without pay at a department's discretion. Extra time off in conjunction with paid vacation or time off to take care of family circumstances are examples of situations which may be the basis for granting personal leave. Please see Admin Guide 22.7 for additional policies on personal leaves.

    1. Once the supervisor or HRA/O has received the request for a leave of absence in your division, contact DOM HR if you need help determining the type of leave, required forms and salary continuation if applicable. You may also want to contact SoM Employee Relations Staff for guidance.

    2. Once the leave is approved, create a Leave of Absence Web Form.

    3. Send a letter to the employee to document the leave.

    4. Send or FAX to HRG a copy of the leave documentation to Attn: Bridget Grant.

    5.Coordinate with your Kronos Administrator to record vacation or PTO as appropriate.

    6. If the leave is going to be extended, email DOM HR with a request to update the new Return from Leave date in PeopleSoft. Send a letter to the employee to document the new return from leave date.

    7. If the employee is returning from leave, create a Leave of Absence Web Form.

    HR data: leaves section

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    Leave of Absence - Disability

    Benefits Website- Disability

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    Layoff/Termination/Retirement
    Stanford Termination Policies and Procedures for Regular Staff Employees: If the employee is transferring to a position outside of the Department of Medicine but staying at Stanford:

    1. Email DOM HR with a request to Release the Job Record, including the following information:
    • Effective Date of Hire (into new job)
    • New Dept Org Code
    • New Position Number
    • Paid Annually or Hourly?

    If the employee is leaving Stanford:

    1.Contact DOM HR to determine next step based on the employee's current status. Be sure to note if the employee is in a Trial Period, Senior Staff, H1-Visa or any other extenuating circumstance.

    2. The employee should contact Benefits for termination benefits eligibility, including Retirement Eligibility.

    3. Create a Termination Web Form, including Vacation Accrual Balance Funding (if applicable)

    4. Fax copy of the termination documentation to HRG, Attn: Bridget Grant

    5. Contact your Kronos Administrator to close the Kronos Record.

    6. Pick up and deliver the final paycheck to the employee, if applicable.

    7. Complete the Termination Checklist.

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