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.
[ ] 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: ______________________________________
[ ] I-9 completed within 72 hours and filed separately - supporting documents copied and 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
Follow Up Actions: Section I HR Orientation completed by: Date: Section II Supervisor Orientation to be completed by: © Copyright - Employers Associates Inc. 2011