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New Employees Checklist Form document sample
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STATUS CHANGE INFORMATION SHEET Hiring Supervisor completes
Initiated by Hiring Supervisor at least one (1) week prior to start date. information for 'Incoming Staff
Member' section and then
(for all HR areas: Central, HFS, and PF) forwards this form to:
____ June Burk (first)
____ Diane Muffett
____ Rita Jackson
Incoming Staff Member Return form to June for filing.
Last Name: First Name: M.I.: Status:
Start Date: Transfer -- from which department? _____________________________
Replacing (vice): New Hire (new to the University)
Title: Temporary
Pay Rate: Intern
Student
Birthdate:
Work Study
Social Security Number:
Address: Applications:
Apt. LAN Access
Mainframe Access
City State Zip
*For new positions, provide the following information: What applications are needed? ________________________
Position ID: Access to basic programs (like our current staff has)
Funding (fund & cost center): ________________________________________________
Supervisor:
Computer Number: ______________
Documentation needed for new hires: offer letter
Outgoing Staff Member
Status:
Last Date Worked: ____________________________ Transfer out -- to which department: ________________________
Termination -- PA Form Competed? ________
Documentation needed for outgoing staff: resignation letter Retirement -- PA Form Completed? ________
Partial Voluntary Early Retirement -- PA Form Completed? ________
Name Change
Change Name From: Change Name To:
Print Date: 4/18/2011
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STATUS CHANGE CHECKLIST
Employee's Name: __________________________________
Transfer
Name
Item Person Responsible Staff Type New Hire from another Termination RIF
Change
department
Update Shaded Areas = No Action Required
Departmental File Account Clerk Dept. hires
Birthday & Univ. Service Anniversary - HR Social Calendar Director's Secretary Regular
Access to HR Social Calendar Director's Secretary Regular
Seating Chart Director's Secretary All
Phone List Director's Secretary Regular
Staff Anniversary & Birthday list
Director's Secretary Regular
s:\BS\Limited\HR\DIRECTOR\comm\Staff anniv and bday.xls
Business Contact List
Director's Secretary All
https://www.purdue.edu/account/BPM/Business_Contacts/bcontact.shtml
Send email to HR Communication Specialist, Receptionist,
and Building Deputy Director's Secretary All
(include: name, title, area, phone number, email, and vice)
Organizational Chart(s) Director's Secretary Regular
E-Mail Distribution List(s)
*Mailman=https://lists.purdue.edu/mailman/admin/ OPER Regular+ Long-
*Word Document=S:\bs\common\users\HR\GENERAL\Mailman Lists Term Temps.
*Including Spotlight-l
Roles and Directories Spreadsheet (LAN) OPER All
Access by Area Spreadsheet (Systems) OPER Regular
Forms Shaded Areas = No Action Required
Request for Privileges (For new Purdue hires, request right after offer accepted)
OPER All
http://www.purdue.edu/bscompt/pdf/e-acess1.pdf
Form 182 (ACID)
OPER All
http://www.itap.purdue.edu/infrastructure/systems/mainframe/processstep.cfm
Form 183 (systems access)
OPER All
http://www.itap.purdue.edu/infrastructure/systems/mainframe/processstep.cfm
Form 183a (PageCenter access)
*Only needed if dept number doesn't default for applications
OPER All
http://www.itap.purdue.edu/infrastructure/systems/mainframe/forms/HR%20Form%20183a.p
df
Print Date: 4/18/2011
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STATUS CHANGE CHECKLIST
Employee's Name: __________________________________
Transfer
Name
Item Person Responsible Staff Type New Hire from another Termination RIF
Change
department
Forms (cont'd.) Shaded Areas = No Action Required
Form 4 (Accounting systems access)
OPER All
https://www2.itap.purdue.edu/bs/Account/FORM4.pdf
DSS Access Request: http://www.purdue.edu/SSC/DSS/dssaccess/dss.htm OPER Regular
WebView Request Form (document retrieval-Cent File)
OPER Regular
http://www.purdue.edu/frehoper/WebView/doc/Webview_Access_Request_Form.doc
LAN Account Request (Request 1 week prior to start date)
http://www.purdue.edu/hrfzone/Forms/Welcome.html OPER All
and choose Human Resource/Financial LAN Account Request
Benefit Package Trigger
Account Clerk Regular
http://www.purdue.edu/hr/Benefits/benefitsEnrollment.htm
PA Form Account Clerk Regular
Name Plate Account Clerk Regular
Business Cards Account Clerk Reg. A/P
Name Tag Account Clerk As appropriate
MERS Number Account Clerk/Area As appropriate
Signature Authority Account Clerk As appropriate
Students/
Yellow Timeslip Account Clerk
Temps
Freehafer Hall Building Key Director's Secretary As appropriate
Central Files - Access to Personnel Files Director's Secretary As appropriate
New Hire Meeting with Account Clerk (first day form completion) Shaded Areas = No Action Required
I-9 Account Clerk All
Tax Forms (WH-4/W-4) Account Clerk All
Direct Deposit Account Clerk All
Form 13 (will change personnel records, payroll and PUCC web lookup)
-New Employee: https://www2.itap.purdue.edu/bs/HR/form13.pdf Account Clerk All
-Update info: https://www2.itap.purdue.edu/bs/HR/form13_update.pdf
Parking Permit Form Account Clerk Regular
Form 182 for ACID - form needs to be signed by staff member OPER All
Computer Log-in assistance (OPER should make arrangements for Zone
HRF Zone All
staff to meet with new staff to get signed into the computer.)
Print Date: 4/18/2011
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STATUS CHANGE CHECKLIST
Employee's Name: __________________________________
Transfer
Name
Item Person Responsible Staff Type New Hire from another Termination RIF
Change
department
New Hire Meeting with Supervisor (first day) Shaded Areas = No Action Required
Prepare packet that the hiring supervisor will use with new staff Director's Secretary All
Schedule Shaded Areas = No Action Required
Meeting with Director (welcome & pre-PSP mtg) Director's Secretary Regular
Print Date: 4/18/2011
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Notes for Completing Status Change Checklist
Policy Procedure
Update
All new employees need to have a departmental file set up by
Establish a department file for new individuals and remove files for
Departmental File the Account Clerk. All exiting employees need to have their
individuals leaving the department.
departmental file purged.
List individual's name on the date of their birthday on the calendar.
Birthday & University List individual's University service anniversary year on the
All employees' birthdays and University service anniversaries
Service Anniversary on appropriate date on the calendar.
should be added to the HR Social calendar.
HR Social Calendar The HR Social Calendar is located in Outlook in the 'Folder
List'…Public Folders…All Public Folders.
Add all regular employees as follows:
-Right-click on the HR Social Calendar (this is in Outlook under
Folder List…Public Folders…All Public Folders) and select
'Properties'
All regular employees should have access to the HR Social
- Click on the Permissions tab
Access to HR Social Calendar so they can add their own vacation time as needed.
- Double-click on the HR Social Calendar Members
Calendar This will also allow them to view when others in HR plan to be
- Click on Modify Members and select 'Add'
out of the office.
- Type the employees name (last name, first name) and click ok
- Click 'ok' on the Distribution List Membership screen
- Click 'ok' on the Social Calendar Members Properties screen
- Click 'ok' on the HR Social Calendar Properties screen
All new employees' names and locations should be added to the Add the new staff member's name to the appropriate box on the
Seating Chart departmental seating chart. All exiting employees should be seating chart (S:\BS\Common\Users\HR\Business
removed from the chart. Office\SPACE\MAP.xls).
All new employees' names and phone numbers should be added Add the new staff member's name and phone number on the
Phone List(s) to the departmental phone list. All exiting employees should be departmental phone list (S:\BS\Common\Users\HR\Business
removed from the list. Office\Phone List\HR Phone list.doc).
All new regular staff University anniversaries and birthdays
Staff Anniversary & should be added to the listing in the director shown in the next Add University anniversary date and birthdate to:
Birthday List column. This is used to report dates in The Water Cooler and s:\BS\Limited\HR\DIRECTOR\comm\Staff anniv and bday.xls
for the HR Social Calendar.
Open this Web site:
All new regular employees should be added to the Business https://www.purdue.edu/account/BPM/Business_Contacts/bcontact.
Business Contact List
Contact List maintained by Accounting Services. shtml -- then click on Add or Change Address Book Information
and follow the steps indicated.
Print Date: 4/18/2011
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Policy Procedure
HR Communication Specialist should be notified of any staff
changes so the HR Web site can be updated.
------------
The Building Deputy should be notified of any staff changes in
Email to
offices with panic buttons (i.e., new employees, transfer out of
HR Communication
dept., termination, RIF, as well as name changes). Building One email can be sent to all three individuals notify them of the new
Specialist,
Deputy also notified of changes for general information. The employee's name, title, office location, phone number, email, who
Freehafer Building
building deputy will notify the police department of any they replaced, and if there is a panic button in the office.
Deputy, and
changes related to the panic buttons.
Freehafer Operations
------------
FREH Operations should always be notified of any new or
terminated employees, so that they may keep their mail and
floor records up to date.
All new employees' names should be added to the HR
These Microsoft Visio charts are at:
Organizational Chart(s) organizational charts as appropriate All exiting employees
S:\BS\Common\Users\HR\GENERAL\Org Charts
should be removed from the chart(s).
All new employees should be added to any e-mail distribution
E-Mail Distribution Add the new staff member's e-mail address to any necessary e-mail
lists necessary. All exiting employees should be removed from
Lists distribution lists.
the lists.
All new employees are assigned access to Human Resources Add new staff member's alias to the spreadsheet under the
Roles and Directories roles and directories based on their position. All exiting appropriate role/s. This should be completed in conjunction with
Spreadsheet employees should be removed from the lists. filling out the LAN Account Request Form.
All new regular employees are assigned access to Human Add new staff member's name to the spreadsheet under the
Access by Area
Resource Systems. All exiting employees should be removed appropriate position title. This should be completed in conjunction
Spreadsheet
from the lists. with filling out the Form 183.
Forms
Complete a Request for Privileges Form prior to the staff member
A Request for Privileges form is completed for all employees arriving on campus. The form is located at:
new to the University. This will enable them to receive an http://www.purdue.edu/bscompt/Systems/Accesss/Welcome.html.
Request for Privileges
email account and assign them a Purdue University The completed form should be placed in the appropriate hanging
Identification Number (PUID). file next to the front fax machine. The HR-Financial Zone secretary
will enter the data.
Notify HRS System Administrator immediately after hiring decison
This form sets up the new employee with an ACID or deletes
has been made for a new employee or transfer. Also used to change
Form 182 an ACID for an exiting employee. Name changes are also
ACID because of name change. When employee terminates, notify
accomplished with this form.
HRS System Administrator so ACID can be deleted.
Print Date: 4/18/2011
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Policy Procedure
This form gives the new employee access to mainframe Upon completion of Form 182, hiring supervisor will need to notify
Form 183 systems, and deletes exiting employees from the access list. HRS System Administrator of what exact access and system
Which systems will the new employee need access to? capabilities are needed.
www.adpc.purdue.edu/BSCompt/accsys.htm
Form 183a Page Center Access - only if dept isn't set up to default
www.adpc.purdue.edu/WAI/html/structure.html
Form 4 (Acct system) Access to Financial systems www.adpc.purdue.edu/BSCompt/accsys.htm
DSS Access Request Contact the WAI Skills leader in your area www.adpc.purdue.edu/WAI/html/waislcurrent_assignments.htm
This is to access forms scanned in Central Files. Currently,
www.purdue.edu/frehoper/WebView/doc/Webview_Access_Reque
WebView Request only accounting forms are scanned. Limited number of HR
st_Form.doc
staff need access to this.
Prior to employee's first day , complete the LAN Account Request
This form gives the new employee an account on the FREH-02
form, have the appropriate Business Contact approve the form, and
LAN Account Request LAN, and deletes exiting employees from the LAN. The form
forward it to the Zone.
also should be filled out for name changes.
www.adpc.purdue.edu/BSCompt/BPM/WebZone/
Web link for form:
http://www.purdue.edu/hr/Benefits/benefitsEnrollment.htm.
Select appropriate link based on monthly or biweekly status.
This form is completed by the Account Clerk so Staff Benefits
Benefit Package Trigger Request the Benefits Package a day before the employee's hire date
can prepare a Benefits Package for the new employee.
so the packet can be given to them on their first day. Staff
Benefits will assemble the packet and give it to the Account Clerk,
who will give it to the employee during their New Hire meeting.
Complete the PA form with the pertinent information about the new
The Account Clerk will prepare a PA form for all new or
employee. Have the Director sign the form, make a copy for the
PA Form terminating employees, as well as any employees involved in
employee's file, and take the original form to the Shared Service
reduction-in-force.
Center.
Ordered from Physical Facilities through mainframe (PFMM).
Work description is 'screen name plate (brn w/cr letters) ' type the
All new regular employees should have a name plate ordered.
Name Plate person's name as they'd want it displayed. Make a screen print for
Any name changes will require a new name plate.
the departmental file and press enter. An order number will appear
on the screen -- write this on the departmental copy.
Does the new employee need business cards? Employees with Business cards are made by Printing Services, and the order is
Business Cards
name changes will need new business cards. placed through Ariba.
Print Date: 4/18/2011
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Policy Procedure
Ordered from Awards Unlimited through a fax request.
As requested by Assistant Director, some regular employees
S:\BS\Common\Users\HR\Business
Name Tag may be requested to have a name tag. Any name changes will
Office\FORMS\Purchasing\Name Badges at Awards Unltd.doc
require a new name tag.
The departmental credit card is used for these purchases.
Complete the Form 139R (MERS Authorization Form) with the
All new employees are eligible to receive a MERS number to pertinent information, and fax it to the Telephone Office. The
make long distance business-related telephone calls. All Telephone office will set up an authorization number and send a
MERS Number
exiting employees' MERS numbers must be discontinued. The confirmation through campus mail. The information should then be
Account Clerk should be notified of any name changes. sent on to the new employee.
Will the new employee be authorized to sign for the Director
Update signature authority forms (Bus. Ofc. #0009) whenever staff
on any documents? If so, a signature authorization form must
Signature Authority changes affect those listed on signature authorization forms. See
be completed. A form must also be completed when an
"Signature Authorization" file for current forms for reference.
employee exits the department, or has a name change.
Complete a yellow timeslip with the pertinent information for new
The Account Clerk will prepare a yellow timeslip for all new student or temporary employees. After appropriate signatures are
Yellow Timeslip
student or temporary employees. obtained, the timeslip is forwarded to Payroll with the regular
timeslips for the pay period.
Some HR Staff need to complete work in the building during
If approved by the Director, the Director's secretary will obtain a
off-hours. In these cases, a building key is needed. At the
Freehafer Hall Building key card from Central Files. This card will need to be signed by
Director's discretion, keys can be issued to staff members for
Key both the staff member and the director. A key will be issued once
the duration of their employment in the department or on a
the signed card is returned to Central Files.
temporary basis as needed.
When appropriate, the Director's secretary will provide an
Acknowledgement of Responsibiilty form
(S:\BS\Limited\HR\DIRECTOR\Central Files\acknowledgement of
resp form.doc) to the supervisor of the new employee. Once the
form is signed by the employee and initialed by the supervisor, it
Many staff within HR need to have access to Personnel files
will be returned for the Director's approval. The Director's
stored in Central Files. If appropriate, new employees should
secretary will then update the access to Personnel files listing to add
Central Files be given access. All exiting employees' names should be
staff new to the department who need access. The document is
removed from the list. Central Files should also be made aware
located at S:\BS\Limited\HR\DIRECTOR\Central Files\central file
of any name changes.
access list.doc.
Send an email to Central Files with the document attached. The
email message should outline the changes made.
Place a copy of the listing in the Central Files Access folder in the
filing cabinet of the Director's secretary.
Print Date: 4/18/2011
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Policy Procedure
New Hire Meeting
Complete the Contract with all the necessary information (all new
All new A/P employees must have an employment contract
contracts expire on 6/30/XX and are renewed with the budget in the
Contract completed. This form requires the employee's signature on
new year). Have the employee and the Director sign the form.
the first day of employment.
Make a copy for the employee's file and send the complete form to
Information Systems with the Payroll Change.
Have new employees complete Section 1 and sign the form. They
must show originals of either one item on List A OR one item on
List B AND one item on List C. Record the pertinent info in
All new employees must complete a Form I-9 on their first
INS Form I-9 Section 2, make copies of the items shown from Lists A or B & C,
day of employment.
and complete the Certification. Keep a copy of the entire packet for
the employee's file, and send the form and a copy of the items
shown to the I-9 Clerk in Personnel.
All new employees must complete tax forms WH-4 and W-4
Have new employee fill out and sign both the state (WH-4) and
Tax Forms on their first day of employment. These forms require the
federal (W-4) tax forms. Send both forms to Taxes, FREH.
employee's signature.
All employees should have their paycheck directly deposited to New employees should complete this form to have their paycheck
their banking institution. This form should be filled out as directly deposited into their bank account. Give pink copy to
Direct Deposit
soon as possible, and requires the employee's signature and employee and send the remaining 2 copies and a voided check or
a voided check or deposit slip. deposit slip to Payroll. Add'l forms-FREH Oper.
New employees or employees who wish to change personal
All new employees must fill out a Form 13. The form is also information should complete and sign the Form 13. Keep a copy
used to report any address changes (campus or home), or any for the employee's file and give the original to Information
other personal information that changes for an employee. It Systems.
Form 13 may also be used to report a fowarding address for W-2 Instructions
purposes if an employee terminates. This form should be filled http://www.purdue.edu/hr/Resources/employee_info_forms.htm
out the first day of employment, and requires the employee's Forms
signature. -New Employee: https://www2.itap.purdue.edu/bs/HR/form13.pdf
-Update info: https://www2.itap.purdue.edu/bs/HR/form13_update.pdf
The new employee should fill out and sign this form if they wish to
All new employees have the option of buying a parking permit.
obtain a parking permit. The Director's signature is required before
Parking Permit This form should be filled out the first day of employment,
taking the form to Parking Services in the Visitor's Information
and requires the employee's signature.
Center (Northwestern Ave. Garage).
Print Date: 4/18/2011
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Policy Procedure
Form 182 for ACID -
All new employees need to sign the Form 182 to acknowledge OPER staff should have the employee sign the form on their first
form needs to be signed
responsibility for using their ACID. day.
by staff member
OPER staff should make arrangements with the Zone to sit down
Computer Log-in All new employees will have the assistance of one of the Zone
with the new employee after their meeting with the Account Clerk
assistance staff with logging into their computer for the first time.
on their first day.
Materials to Prepare
Materials are compiled for the hiring supervisor to discuss with Provide a packet of all necessary items to the hiring supervisor prior
New Hire Packet the new staff member. There is a check list that should be used to the new staff members' first day of employment in our
during the meeting and signed by the new hire. department.
Schedule
The Director meets with all new staff within one month of their
Schedule an hour meeting for staff new to Human Resource
Meeting with Director hire. The topic is Navigating Business Services and is required
Services with the Director.
before staff are enrolled in PSP.
Print Date: 4/18/2011
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