New Hire Guidance

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					                      NEW HIRE GUIDANCE
                Process/EE Orientation/Documents


This information is designed to give you a general overview of the basic recommended and
federally required documents for hiring a new employee as well as general guidance for a
successful new hire orientation/on-boarding process.

We strongly encourage you to check with each state in which you employ and confirm hiring
requirements and required documents.


Table of Contents

New Hire Process .......................................................................................................................................... 2

New Hire Documents .................................................................................................................................... 2

New Hire Orientation .................................................................................................................................... 3




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The assumption is that you have already completed all of the pre-hire process and the employee is
starting his/her first day of employment.

New Hire Process
    1.   Schedule new hire orientation
    2.   Prepare new hire documents
    3.   Conduct hew hire orientation/on-boarding
    4.   Review new hire paperwork for completeness and accuracy
    5.   Create personnel and confidential file folders
    6.   Process new hire paperwork/Update HRIS
    7.   Provide payroll with a copy of the Personnel Action Form, W-4 and Direct Deposit (if applicable)


Recommendation: Create a New Hire Procedure that details the steps to hiring a new employee.
Please refer to this link to download a template.

New Hire Documents
The new hire packet should consist of required federal and state documents as well as those that are
company specific.

1. Federal Required Forms:
     W-4; Federal tax withholding form (IRS website)
     I-9; Employment eligibility form (USCIS website)

2. State Required Forms:
     State Income Tax Withholding (state government website)
     Wage Notice (NY & CA Requirement; Department of Labor/state website)
     Unemployment Info (state government website)
     State Disability Info (state government website)
     Workers Compensation Info (workers’ c omp carrier)

3. Recommended Forms:
     Offer Letter
     Job Description
     Personnel Action Form
     Org Chart
     Payroll and holiday schedules
     Direct deposit form
     Handbook/policies
     Safety
     Emergency Contact Info

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       Benefits Information
       Other
       Phone List

Recommendation: Create a New Hire Packet combining the documents listed above along with a cover
page that identifies the documents contained in the packet.

Please refer to this link to download the documents, templates and other resources.

State Specific Requirements
Check your state requirements on new hire reporting, employing minors and foreign workers. This
information can generally be found on the state government website.

New Hire Orientation
The purpose of the new hire orientation is to familiarize the employee with the organization’s
structure, mission, and policies. It typically includes completion of necessary new hire documents,
review of key policies and benefit offering.

The new hire orientation is generally followed by on-boarding which is a more comprehensive
approach, providing a more strategic plan for the employee’s long term success. The following new
hire orientation incorporates a few aspects of on-boarding.

            1. On the employee’s first day, greet and welcome him/her to the company.
            2. Inform the employee of the schedule for their first day
                     Orientation with HR
                     Orientation and training with manager (manager will discuss ongoing training
                        plan)
                     Safety training
                     Review the organization, as well as opportunities to understand the culture,
                        mission, and goals.
            3. Provide the employee with the New Hire Packet.
            4. Utilizing the New Hire Checklist, go through each document in the new hire packet with
               the employee, providing an explanation of each document.
            5. Review Key Company Information
                     Hours of Operations
                     Dress Code
                     Pay Days
                     Time off – vacation time, sick time, holidays
                     Employee Handbook & Policies
            6. Provide the employee with the Benefit Packet and review the company’s benefit
               offering. Be sure to highlight benefit enrollment eligibility and deadlines.
            7. Convey to the new employees who they should contact if they have any problems or
               questions (explain chain of command.)
            8. Tour the facility and introduce new employee to team.
            9. Conclude the new hire orientation and lead him/her to their next scheduled
               orientation/training.
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