NEW HIRE CHECKLIST



NEW HIRE CHECKLIST Revised 08/31/12 (2 Pages)

Detailed information follows in tabs. All forms are in this binder.

Name:______________________________________Date of Hire:______________Employee #________

Note: Items typed in blue do not have to be done for union, temporary, part-time or recurring employees.

Note: Items typed in black may or may not need to be done for the above mentioned, field or office.

Review each of these items for every new hire to determine whether the step applies.

Items to Complete before Orientation or Working:

1. Complete drug testing form, send employee to Occupational Health.

2. Retrieve results on . (D.O.T. drivers make take a couple days and be by mail).

3. Give employee a copy of “Welcome to L.L. Geans Construction” letter.

4. Give employee job descriptions. Point out what tools they must have the 1st day.

5. If employee is a CDL Driver check the expiration dates of CDL and “DOT Medical Examiner’s Certificate” to verify that they are current. Copy the complete certificate for DOT file.

6. Run a MVR on license if not already done. (Should have been done before interviewing).

7. Is this person being hired on as an apprentice? Tell them to bring high school diploma and e-mail address to orientation.

8. Tell person to bring a second form of I.D. with them to orientation. From I9 form list, no credit cards or student I.D’s can be accepted.

9. Print a copy of the policy manual, attach the New Hire Orientation Form and (do not hole punch at this time). File: F:\llgeans\Human Resources\Hiring\New Hires\New hire packet.doc

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Items to Complete before Employee begins Working on a Job:

13. E-mail driver name, license and birthday to Cassady Neeser and Brasser as a new driver.

14. (Field Only) Prepare magnets for scheduling board.

15. Payroll change form completed with agreed wage rate, department, class and signature of management.

16. Have employee fill out W-4 and WH-4 forms (MI if applicable). Review marital status, number of exemptions, signature and date. Nothing can be crossed out, employee must complete a new one if this was done.

17. Employee Emergency Data Form completed.

18. Photo copy of second from of I.D., social security card, passport, resident alien card or birth certificate.

19. Have employee complete and sign Employment Eligibility Verification - I-9.

20. Ask employee if they will be taking the company health insurance. Yes or No Ask if they will be adding any dependents. No Yes If yes, who__________________________.

21. Determine the 10% monthly deduction for the Health Insurance Contribution Form___________.

22. Setup on health insurance and prevailing wage schedules to determine employee’s prevailing wage fringe benefit credit. (F:\llgeans\Accunting\Payroll\Prevailing Wage\Prevailing Wage Credit Calculations)

23. Setup employee in Timberline. See instructions in the “Additional Payroll Information Binder”

24. What size t-shirt does employee wear_____________. Add to F:\llgea/Accounting\General Accounting\Benefits & Human Resource Issues\Clothing Order.xls

25. If employee has a CDL – see DOT binder for driver setup checklist. Complete the file: F:\llgeans\Operations\CDL and DOT\DOT Packet

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Items to Complete at Orientation:

29. If a security code will be required, get a 4 digit number that can be easily remembered. Code________ (See Per Mar Security File to setup).

30. Give employee Health Insurance form, instructions, description of plan, Heath Savings Account information, and Health Insurance Monthly Premium Contribution form. Give them a deadline to turn back in.

31. Give employee 401(k) forms to complete with example.

32. Give employee direct deposit form.

33. Complete key form if needed at this time, bobcat key given to field employee.

34. Safety orientation, video, safety program test, and all safety forms read and signed.

35. Advice the Executive Assistant that the apprenticeship paperwork must be completed.

36. Briefly review the Policy Manual with employee and ask that they take home, read thoroughly, initial each page, sign all places where indicated (mention in particular the drug testing section, and when to return the office. The Procedures Manual must be returned before the employee can receive their first payroll.

37. Train on security system if given keys.

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Items to be Completed after Orientation:

41. Make sure the sound is on and employee is able to hear through the headphones. Explain how to pause and proceed on the power point. Complete now________Complete on rain day__________.

42. Set-up employee in ACT! Database, add to Employee and Monthly Newsletter groups.

43. Enter prevailing wage credit in Timberline.

44. Log on to E-Verify and verify employee can work in the country, must do in 3 days. File I9 in I9 binder.

45. Print updated office and foreman employee lists and distribute.

46. Setup direct deposit in Timberline. See Additional Payroll Information Binder for employee setup instructions.

47. File drug test results and record in drug testing binder. Record in DOT packet if CDL driver.

48. Put a note in the payroll file to return drug test money after one week of work.

49. Company handbook returned, signed orientation form, all pages initialed and drug policy form signed.

50. File CDL forms in DOT binder (if applicable).

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53. Leave blank for future changes.

Items to be Completed after One Week or Later of Employment:

54. Setup on Benefits spreadsheet and years of service worksheet. File: f:\llgeans\accounting\general accounting\benefits human resource issues\benefit schedules.xls

55. Set-up benefit eligibility dates on ACT! Calendar.

i. Enter near the sixty days to make sure they are on health insurance bill.

ii. Enter near sixty days, one free t-shirt.

iii. Enter near one year to send card and setup vacation.

iv. Enter near 401(k) eligibility date when employee can begin making contributions.

56. Following returned: ___Health insurance forms ___401(k) forms.

57. Fax 401(k) forms to First Source Bank.

58. Fax health insurance forms to Federated Insurance. File forms in insurance files (not in employee file).

59. Safety test checked and filed. Or returned if not 100% correct, 2nd return________.

60. Setup on New Hire Reporting.

61. Put a Double Checking Paycheck memo in payroll file to put with their first check.

62. Prepare new employee binder, name and hire date. Or file in Temporary Help binder if applicable.

63. Copy PI graph, Copies to Rocky and Dave.

64. Advise executive assistant to create a new “thumbnail P.I. for Rocky.

65. Advise executive assistant to meet with employee as the EEO officer.

66. Insurance packet received and given to employee on __________.

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69. Leave blank for future changes.

Office Only – Completed by Executive Assistant

70. Train on voice mail.

71. Set-up computer, e-mail, scan and ACT!

72. Train on telephone use.

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