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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 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

Comments:

        Follow Up Actions:                                                                              
        Section I HR  Orientation completed by:                               Date:                     
        Section II Supervisor Orientation to  be completed by:                                          
        
        © Copyright - Employers Associates Inc.  2011

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