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Updates to DocuSign for Hire/Rehire Transactions

January 05, 2024
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The following email was sent to Departmental Administrators on Friday, January 5, 2024.

Dear Colleague,

This email is to let you know that CUHR has introduced two new hiring templates for academic officers in DocuSign, as well as made some enhancements to existing forms.

What is New

  • Two new templates to support academic hires are now available. The two new templates are Officers of Instruction, and Officers of Research.
  • The tax forms available through DocuSign have been updated to the most current versions.
  • The process for including the NYS 195.1 has been updated. The new process requires that you replace the document in the template with a pre-filled NY-195.1 in which the employer sections have already been completed.  A job aid has been created to illustrate how to replace documents within a DocuSign template.
  • The Stipend Authorization Form template has been added to DocuSign. This form is the usual one used for a fellowship, scholarship, or traineeship payment. A job aid has been created to illustrate how to replace documents within a DocuSign template (similar to the NY-195.1 mentioned above).

Preview Mode

We have noticed that a number of “test” templates have been sent to see what the forms look like before sending them to employees. Please note that each time you send a form or template to yourself or someone else within your department to test, DocuSign charges the University. Instead of sending a “test”, please use the Preview functionality:

  1. Once you have added the recipient and any additional documents you may want into the template, click on Advanced Edit
  2. From the Advanced Edit screen, click Next in the lower right-hand corner
  3. You will then see a Preview button in the upper right-hand corner
  4. When you click Preview, a new window will open that allows you to walk through the template/documents as if you were the recipient

For more information on using Preview, please review Preview and Send on the DocuSign Support page.

How to Access DocuSign

If you have access to initiate or approve Template Based Hire (TBH) transactions in PAC, you have access to log into the Columbia University-CHR account in DocuSign.

  1. Go to: https://account.docusign.com/
  2. Enter your Columbia email address [email protected]
    1. Note: other versions of your email, e.g., @law.columbia.edu, or @cumc.columbia.edu will not work. You must use [email protected]
  3. You will then be prompted to authenticate using DUO
  4. If you do not already have a DocuSign account, you will automatically be in the Columbia University-CHR account
    1. If your department already uses DocuSign, you can switch accounts using the navigation in the upper-right corner of the DocuSign screen
  5. Click “Templates” from the top navigation to view all of the CUHR documents shared with you

Training

We have created several Columbia-specific job aids to help you get started with DocuSign. In addition, DocuSign provides a library of videos to help you use the system.

Questions

If you have any questions, please contact the HR Service Center where you can log an incident, request a service, or call them at 212-851-2888.

Best Regards,
PAC Team

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