New Hire Processing Checklist – Human Resources

New Hire Processing Checklist – Human Resources

Employee Name:                                                                                Start Date:                      
Position:                                                       Supervisor:                                          Location:                                     
Section I: Role of Human Resources Representative
Personnel File Contents — Collect and check off completed items. Indicate N/A if not required for the position.

[ ] Resume

[ ] Employment Application

[ ] Educational  Transcripts

[ ] Authorization for  Background Test and Drug Screen

[ ] Offer Approval Memo

[ ] Employment Agreement

[ ] Federal Tax  Withholding Form

[ ] State Tax Withholding  Form

[ ] Access to Employee  Handbook – electronic or hard copy if no computer access

[ ] Employee Handbook  Acknowledgment Form

[ ] Personal Information  Form

[ ] Direct Deposit Form

[ ] Property Receipt  Acknowledgment Form – cell phone, laptop, etc.

[ ] Driver’s License Copy

Insurance File Contents — Explain all plans and forms carefully. Discuss waiting periods and vesting schedules as appropriate.

[ ] Health Insurance  Carrier Form

[ ] Health Insurance  Waiver Form

[ ] Dental Insurance  Carrier Form

[ ] Vision Insurance  Carrier Form

[ ] Life Insurance Carrier  Form

[ ] Supplemental Insurance  – if offered

[ ] Short Term Disability

[ ] Long Term Disability

[ ] Other Insurance –  cancer insurance, long term care, AFLAC insurance, etc.

[ ] Retirement Plans – pension  plan, 401 (k), etc.

Other Actions

[ ] ID Badge Created

[ ] E-Mail Account  Established

[ ] Intranet Access Set-Up

[ ] Electronic Timekeeping  Access Set-Up

[ ] Telephone/Voicemail  Set-Up

[ ] Timesheets and Pay  Schedule Explained

[ ] Employee Entered into  HRIS System

Other Benefits and Key Policies Explained:

[ ]     Credit Union

[ ]     Vacation  Benefit

[ ]     Sick Leave  Benefit

[ ]     Holidays

[ ]     Tuition  Reimbursement

[ ]     Performance  Management

[ ] Other Job or Client  Specific Items: ______________________________________

Legal Requirements

[ ] I-9 completed within 72 hours and filed separately – supporting documents copied & attached

[ ] Collect  Self-Identification Form for EEO-1 and Affirmative Action Plan reporting – if  applicable

[ ] Collect Veteran’s  Status Self-Identification for Vet’s 100 reporting – if applicable

[ ] Submit State New Hire  Reporting Form to State Office with 20 days

[ ] Maintain confirmation  of State Reporting Form within HR

[ ] Have employee complete  and sign IRS W-4 form

Comments:

Follow Up Actions:                                                                             

Section I HR Orientation completed by:                               Date:                     

Section II Supervisor Orientation to be completed by: