Hr-Sure®: New Hire Onboarding Guide

Insert Client Name or Logo Here
HR-SURE®
NEW HIRE ONBOARDING GUIDE
Recruit, Motivate, Coach, INSPIRE
The first 90 day of employment (Introductory Employment Period) is the time for supervisors and mentors to execute
professional and effective onboarding processes. This includes reviewing administrative procedures, position
responsibilities and performance expectations.
The key to successful onboarding is COMMUNICATION. Supervisors and mentors must ENGAGE new hires by
continuously assisting them with acquiring knowledge about the company and their specific role, so they can become
increasingly productive. Remember, there is only ONE chance to make a great first impression.
All associates involved with the orientation and training of new hires (onboarding) should utilize this guide and
reference the steps, processes, forms and documents contained within when a new employee begins work, through
their Introductory Period of Employment.
Along with this guide, those involved with the onboarding of new hires should refer to the Job Description, Standard
Operating Procedures (including Safety) and Performance Standards that apply.
An authorized Human Resource Representative and/or our Compliance Officer will oversee changes or updates to this
guide and will notify all associates involved with new hire onboarding hiring accordingly.
NONE OF THE INFORMATION PROVIDED IN THIS GUIDE SHOULD BE CONSTRUED AS LEGAL ADVICE.
Color Code: Included in this guide; Forms provided under separate cover; Recommended best practice (optional)
NEW HIRE ONBOARDING GUIDE.................................................................................................................................................... 1
ONBOARDING STEPS:................................................................................................................................................................................ 2
1. One Week Prior to First Day of Work.........................................................................................................................................2
2. Day One – authorized HR Representative or Supervisor...........................................................................................................2
3. Post Day One up to 90 Days.......................................................................................................................................................3
4. Add Employee Information to Payroll........................................................................................................................................4
5. Create Employee File(s) –secure location, restricted access......................................................................................................4
6. Week Prior to Day 90.................................................................................................................................................................4
7. Day 90 (on or near)....................................................................................................................................................................4
NEW HIRE PACKET COVER.............................................................................................................................................................. 5
ORIENTATION & TRAINING SCHEDULE........................................................................................................................................... 6
SUPPLEMENTAL TRAINING SCHEDULE............................................................................................................................................ 8
NEW HIRE FORMS CHECKLIST......................................................................................................................................................... 9
NON DISCLOSURE & CONFIDENTIALITY AGREEMENT.................................................................................................................... 10
JOB DESCRIPTION - SAMPLE......................................................................................................................................................... 11
EMPLOYEE FILES GUIDE................................................................................................................................................................ 13
Employee Paperwork Checklist.........................................................................................................................................................13
© Copyright 2014 Inspiring HR, LLC. All Rights Reserved. 804-715-1920 www.inspiringhr.com Page 1 of 17
Completing Form I-9.........................................................................................................................................................................13
Creating Employee Files....................................................................................................................................................................14
Employee Benefits/Medical Files......................................................................................................................................................14
Storing I-9 Forms and EEO Information............................................................................................................................................14
Maintaining & Reviewing Employee Files........................................................................................................................................14
Disposal of Records – see below.......................................................................................................................................................15
EMPLOYEE RECORDS & FILE RETENTION GUIDE - FEDERAL.............................................................................................................................15
EMPLOYEE RECORDS & FILE RETENTION GUIDE – STATE(S)............................................................................................................................16
90 DAY PERFORMANCE APPRAISAL.............................................................................................................................................. 17
Onboarding Steps:
1. One Week Prior to First Day of Work
a. Review SIGNED offer letter to verify key information (start date, benefits eligibility, etc.)
b. Mail New Hire Packet Cover and applicable forms as listed to new employee’s home
i. CALL the new employee and advise them new employee packet is being sent.
ii. Ask them to bring completed employee specific sections of all forms on their first day.
iii. Confirm first day of work arrival information (where to report, to whom and when).
c. Further customize and complete the Orientation & Training Schedule.
i. Collaborate with new employee’s supervisor and/or others involved with onboarding for
additional content to be added.
ii. Assign a mentor or peer coach – coach should have lunch with new hire on first day
iii. Oversee and/or execute completion of pre-employment administrative, technology and
security tasks (supplies, business cards, logins, etc.)
d. Further customize and complete the Supplemental Training Schedule.
i. Applies IF the position or person hired needs offsite, classroom or individualized training
beyond the subject matter captured on the Orientation & Training Schedule.
2. Day One – authorized HR Representative or Supervisor

a. Entrance greeting & welcome - be on time!
i. Provide the new employee with a copy of the completed Orientation & Training
Schedule & Supplemental Training Schedule (if applicable).
b. Administrative Processing - FOLLOW the Orientation & Training Schedule.
i. Introductions and Tour
1. Restroom, Break Area & Company Bulletin Board (Employment Law Postings)
ii. Parking, Security & Building Access guidelines
iii. Workstation Set up
1. Phone instructions & set up voice mail set up
2. Supplies
c. HR & Payroll Processing - FOLLOW the Orientation & Training Schedule.
i. Complete remaining portions of all New Hire Forms required
1. Review forms returned by new employee – complete employer portion
2. Reference New Hire Forms Checklist for additional required forms.
a. FULLY complete Form I9
b. Signed Non-Disclosure & Confidentiality Agreement (if applicable)
3. Reference New Hire Forms Checklist
ii. Issue Company Equipment – SIGNED Acknowledgement & Deduction Authorizations
d. Organizational Overview
i. Policies and Procedures - Customize & Use New Hire Orientation PowerPoint
1. Organizational Chart
2. Employee Handbook Review
3. Compliance Plan Review
a. Open Door Environment
b. Red Flag Reporting
4. Managers Manual Review & Training (for supervisory level associates)
5. Job Manuals, Standard Operating Procedures
ii. Compensation & Benefits – Customize & Use New Hire Orientation PowerPoint
1. Pay Rate, How Work Hours are Tracked, Overtime & Pay Schedule
2. Medical, Dental & Other Related Benefits Enrollment Forms & Summary Plan
Descriptions (SPDs), if eligible
3. Retirement Enrollment (eligibility, if applicable) Forms & SPDs
4. Other Supplemental Insurance, Flexible Benefits, Disability Forms & SPDs
iii. Time Away from Work - Customize & Use New Hire Orientation PowerPoint
1. Paid Leave Policies
2. Holidays (see Payroll Calendar)
3. Office Closures (Inclement Weather or Other)
iv. Transition (if time allows)
1. Refer to Supervisor and/or Mentor
2. FOLLOW the Orientation & Training Schedule.
3. Post Day One up to 90 Days

a. FOLLOW the Orientation & Training Schedule.
i. Review the Supplemental Training Schedule commitments, if applicable.
ii. Job Description Review – Obtain a signature
1. Should have been completed or updated during Recruitment & Selection.
2. Reference Job Description – Sample.
3. Discuss Performance Standards – tied to the annual review process.
iii. Schedule & follow through with daily 10 minute, 1 to 1 meetings – for at least the first
week of work.
iv. Schedule & follow through with weekly 10 minute, 1 to 1 meetings – from end of week 1
through end of 90 days.
v. Introduction to Mentor or Peer Coach
vi. Review & pre-schedule 90 Day Performance Appraisal process
1. Reference Performance Management Guide
4. Add Employee Information to Payroll

a. Notify external provider with required paperwork if applicable.
5. Create Employee File(s) –secure location, restricted access

a. Reference and FOLLOW Employee File Guidelines.
i. Main Employee File may include: Employment application and resume; Education
records and transcripts; Skills test results; Employment offer letter; Acknowledgment
receipts for any employee handbook or manuals; Employee data sheet / Emergency
contact information; Training records; Performance evaluations
ii. Confidential Files are:
1. All records with any medical information (i.e. employee physical results, drug
test results, Applications / Medical Certification for Family & Medical Leave,
Personal accident reports, Workers' compensation reports, etc.)
2. All records with any information which could be potentially discriminatory (i.e.
background check results, benefit enrollment/application forms with employee’s
date of birth or health history, Post-Employment Voluntary Survey for AAP, etc.)
b. Payroll File (can be a subsection of the Main Employee File) and may include: W-4 and State
Income Tax Withholding form; Direct Deposit Forms; Deduction Authorizations; Copies of time
sheet; Paid time off requests / approvals; Pay rate forms / Authorization for all payroll actions;
Garnishment orders and records ; Authorization for release of private information, i.e.
employment/compensation verification for mortgage application
6. Week Prior to Day 90

a. Complete the 90 Day Performance Appraisal; send meeting request to employee
7. Day 90 (on or near)

a. Conduct the 90 Day Performance Appraisal
i. Ask the employee to prepare for the meeting by jotting down their thoughts about
progress, and what they still need to learn.
ii. Ask employee to complete their portion after the meeting – return within 3 days.
iii. If the 90 Day Performance Appraisal results are unfavorable, the Introductory
Employment Period can be extended. Reference the Employee Handbook.
iv. Submit completed Appraisal to an authorized HR Representative for filing.
New Hire Packet Cover

(This document should be modified in accordance with company and position requirements)
Date
New Hire Name

New Hire Address
RE: Client Name New Hires Forms
Dear New Hire Name:
Welcome to Client Name! We believe that each employee contributes directly to Client Name’s growth and
success, and we hope you will take pride in being a member of our team.
Enclosed are several required forms that you need to complete and bring with you for orientation on start date, as well as
some additional info for your reference.
Complete and Return

1. Employee Data Sheet – Please complete fully
2. I-9 Form - Please complete Section 1, at the top of first page. You will need to bring original documents to verify your
eligibility to work in the US to your orientation – reference list of acceptable documents included with the form. You
can provide either one item from list A or one from list B and one from list C. For example, if you use your SS card
from list C, then you also need one ID from list B (such as your driver’s license.)
3. Form W-4 is your Federal withholding tax form - Please complete fully, sign and date
4. Form VA-4 is your state withholding tax form - Please complete fully, sign and date
5. State New Hire Reporting Form – Please complete Employee Information section
6. EEO – 1 Voluntary Self-Identification (only if company is required to file an annual EEO-1 report)
7. Post-Employment Voluntary Survey (only if company is required to have an Affirmative Action Plan)
8. Direct Deposit Form - Please complete fully, sign and date. A voided check must be attached.
Keep for Your Reference

Payroll Calendar
Holiday Observation Schedule
Employee Directory
Following your start date, you will receive a mailing to your home address which will include information and enrollment
instructions for our benefit plans, if eligible and applicable.
If you have any questions, please feel free to call me at phone number or email me at e-mail address.
Sincerely,
Authorized HR or Manager Name Here

Title Here
ORIENTATION & TRAINING SCHEDULE

(This document should be modified in accordance with specific position requirements)
Job Title:
Employee Name:
Hire Date:
Systems Connection/Network Set Up/Phone Set up Completed on___/___/___ by:
New Hire Paperwork Completion & Submission Completed on: ___/___/___ by:
Parking Pass and Security Keyes/Codes Completed on ___/___/___ by:
Internal New Hire Announcement Sent Out on ___/___/___ by:
Benefits Overview and Enrollment Completed on ___/___/___ by:
Company Property Distribution & Acknowledgment Completed on ___/___/___ by:
Review of Employee Handbook Completed on ___/___/___ by:
Review of Compliance Plan Completed on ___/____/____ by:
Subject Matter Person(s) Responsible Location & Date

Introduction to Employees and Tour of Facilities
Workstation Set Up/Voicemail/Review Supplies
Review of New Hire & Benefit Enrollment paperwork
Internal Policies/Procedures – Employee Handbook
Internal Policies/Procedures – Compliance Plan
Review of Organizational Chart
Introduction to Service Model
Job Description Review
Introduction to Mentor or Peer Coach
Standard Operating Procedure Overview
Job Shadowing
Supplemental Training Schedule

Training Topic Trainer Date/Time Location
New Hire Forms Checklist

Employment Forms
 Employee Data Sheet
 I-9 http://www.uscis.gov/files/form/i-9.pdf (expires 3/31/16- check for update) - See below
 W-4 http://www.irs.gov/pub/irs-pdf/fw4.pdf
 Virginia State Income Tax Withholding Form; or other applicable state form.
http://www.tax.virginia.gov/Web_PDFs/busforms/va4.pdf
 Virginia New Hire Reporting http://newhire-reporting.com/VA-Newhire/Default.aspx
 Child Labor if applicable – http://www.doli.virginia.gov/laborlaw/laborlaw_faqs_childlaborlawp1.html
 Signed Non-Disclosure & Confidentiality Agreement
 Signed Employee Handbook Acknowledgement; Signed Job Description
Other Payroll Forms

 Authorization for Direct Deposit form
 Acknowledgments & Authorization for Payroll Deductions (i.e. Uniforms, Company Property)
 Other
Completing Form I-9
 New and recertifying employees are legally allowed 3 business days to provide proof of eligibility. Any new or
re-certifying employee who is unable to satisfy these requirements MUST be suspended from payroll until
they are able to do so. Ideally, this form should be filled out after an employee accepts an offer and on or
BEFORE an employee’s first day of work.
 Section 1 is filled out by the employee. Whoever collects/processes new hire paperwork ensures it is completed
in full, especially the signature sections. “N/A” should be written in any blanks which do not apply. A physical
address must be provided – PO boxes are not permitted. E-mail address and phone number are optional.
 Section 2 is filled out by the supervisor, department head or an authorized HR representative tasked with
processing new hire paperwork.
 In Section 2, the Company representative must verify employment eligibility by reviewing 1 form of
documentation for List A, OR 1 form of documentation for list B AND list C - a total of 2. The reviewer of the
documents and the employee must both be physically present during the examination of the employee’s
documents. The reviewer signs it.
o List of acceptable documents is located on page 9 of Form I-9.
o The reviewer is to look at the ID's and write down the appropriate document information including
numbers and expiration dates and signs it.
 Section 3 is only to be used when the document provided for List A expires or for other recertification
requirements apply.
 Make copies of identification for all employee or no employees. DO NOT PICK AND CHOOSE.
 All completed I-9s are filed collectively, in alphabetic order, separate from the individual employee file. If
audited by Immigration, the investigator should be permitted access to the I9 file(s) only.
I9’s should also be retained for at least 3 years from the date of hire, or 1 year after termination; whichever is longer.
Please reference Employee Records & File Retention Guide.
NON DISCLOSURE & CONFIDENTIALITY AGREEMENT

“In consideration of my work with client name, I will be exposed to information and materials which are
confidential and proprietary and of vital importance to the economic well-being of client name. I will not at
any time disclose or use, during my time as an independent contractor, or during my temporary or permanent
employment, any information, knowledge, or data which I receive or develop during my employment which is
considered proprietary by client name or which relates to the trade secrets of client name. Such information,
knowledge, or data includes but is not limited to the following which is by example only: templates, processes,
know-how, designs, drawings, diagrams, formulas, test data, accounting or financial data, pricing or salary
data, marketing data, business plans and strategies, negotiations and contracts, research, customer or vendor
lists, inventions, discoveries (‘trade secrets’) and materials subject to copyright protection.
I further agree that upon termination of my work with client name, I shall promptly return any and all
documents containing the above information, knowledge, or data, or relating thereto, to client name. This
agreement shall be binding upon my successors, heirs, assigns, and personal representatives and shall be for
the benefit of the successors and assigns of client name. In the event that a dispute arises concerning this
agreement and a lawsuit is filed, the prevailing party shall be entitled to reasonable legal fees and costs from
the other party.
I acknowledge that the proprietary information and trade secrets are created at substantial cost and expense
to client name and that unauthorized use or disclosure would cause irreparable injury to client name. I hereby
consent to the order of an immediate injunction, without bond, from any court of competent jurisdiction,
enjoining and restraining me from violating or threatening to violate this provision.
I understand that my continued work with client name is contingent upon my compliance with this agreement.
_____________________________________________________________________________________
Signed Print Date
Witnessed by:
_____________________________________________________________________________________
Signed Print Date
Job Description - Sample

Job Title: ABC Clerk

Department: applicable? Refer to Organizational Chart
Reports To:
Staff Size: if supervisory
Last Updated: insert date
Status & Salary: Exempt or Non-Exempt & Salaried or Hourly. Insert annual or hourly pay range here.
PRIMARY FUNCTION
The ABC Clerk is responsible for _____________________________________________________. This

includes but is not limited to ________________________________________________________________.
ESSENTIAL DUTIES & RESPONSIBILITIES
1. Walk through __________________________________.
2. Review ___________________________________.
3. Answer phone, direct calls, and take messages.
4. Be familiar with ______________________________________________.
5. Check and monitor ____________________________________.
6. Collect __________________________________________.
7. Monitor ____________________________________________. Respond appropriately. Refer to copy
of Rules and Regulations for guidelines.
8. Complete information on __________________________________________________.
9. Assist with quarterly ____________________________________.
10. Conduct ____________________________________________.
11. Assist with ____________________________________.
12. Assist with _________________________________________.
13. Attend staff meetings and training as required
14. Performs other duties as assigned
KNOWLEDGE, SKILLS & ABILITIES

 Exceptional interpersonal skills and human relation skills that positively benefits interaction with internal
and external clientele.
 A demonstrated ability to deal with corporate office personnel, volunteers, peers and supervisors.
 Ability to exercise good judgment and self-control.
 Good comprehension and communication skills, with the ability to listen to and understand information
and ideas presented through verbal communication.
 Enthusiasm, good attitude, trustworthiness, personal integrity and honesty.
 Must be detailed oriented, able plan, prioritize, multi-task and meet deadlines in a past paced
environment.
 Appropriate level of administrative experience and skills.
 Effective communication skills with employees at all levels.
 Demonstrated ability to operate safely in the workplace, with experience in holding peers and direct
reports accountable to safety standards.
 Ability to work autonomously and understand when a superior needs to be involved in decision making.
 Good decision making skills, with the ability to analyze information, evaluate results, and implement the
best solution to solve problems or challenges.
 Self-motivated, with a dedication to keeping up to date technically, and applying new knowledge to your
job.
QUALFICATIONS
 High school diploma or educational equivalent.
 Must own or consistently have a vehicle available for use.
 Computer skills, with working knowledge of the primary Microsoft Office programs
 Ability to successfully pass a background check and other pre-employment screening.
PHYSICAL REQUIREMENTS
 Able to lift & carry items up to 15 lbs.
 Able to sit at a desk comfortably while working on a computer, for extended periods of time.
PERFORMANCE STANDARDS
 Sales productivity levels at or above x%
 Client retention rate at or above x%
 Certification in x by x date.
 Customer satisfaction score of x% or higher.
EMPLOYEE ACKNOWLDEGMENT
____________________________ ________________________________ __________________________

Print Signed Date
EMPLOYEE FILES GUIDE

Employee files are to be established and retained on all current and former employees. Please reference Employee
Records & File Retention Guide.
Two separate files are to be set up per employee; one for employment-related information and one for all benefits
and/or health related information.
All Form I-9 and EEO information for current and former employees should be collected and retained in separate files:
 1 Active Employee I9 File (sorted alphabetically)

 1 Termed Employee I9 File (sorted alphabetically)
 1 EEO-1 Voluntary Self-Identification File (if company is required to file and annual EEO-1 report)
o Visa applications and other immigration or work eligibility forms should be kept with I-9 information.
Employee Paperwork Checklist

o Employment Application (collected during interview process)
o Pre-Employment Checks (References, Background Checks, Drug Screens, etc.)
o Employee Information Summary Sheet (if required to process payroll)
o I-9 http://www.uscis.gov/files/form/i-9.pdf (expires 3/31/16 - check for update)
o See below for completion details
o W-4 http://www.irs.gov/pub/irs-pdf/fw4.pdf
o State Income Tax Withholding Form; or other applicable state form - for example:
http://www.tax.virginia.gov/Web_PDFs/busforms/va4.pdf
o State New Hire Reporting form link - for example:
o http://newhire-reporting.com/VA-Newhire/Default.aspx
o EEO-1 Survey Information Form (if required to file annual EEO-1)
o Post-Employment Voluntary Survey (if following Affirmative Action requirements)
o Signed Confidentiality & Non-Disclosure Agreement
o Signed Employee Handbook Acknowledgement
o Health Insurance Marketplace Notice
o Distribute FLSA (with OR without plans) Form OMB No. 1210-0149 to new hire.
o Signed Job Description
o Child Labor documents if applicable – for example, VA link below
o http://www.doli.virginia.gov/laborlaw/laborlaw_faqs_childlaborlawp1.html
o Authorization for Direct Deposit form
o Acknowledgments & Authorization for Payroll Deductions (i.e. Uniforms, Company Property)
o Other
Completing Form I-9

 New and recertifying employees are legally allowed 3 business days to provide proof of eligibility. Any new or
re-certifying employee who is unable to satisfy these requirements MUST be suspended from payroll until
they are able to do so. Ideally, this form should be filled out after an employee accepts an offer and on or
BEFORE an employee’s first day of work.
 Section 1 is filled out by the employee. Whoever collects/processes new hire paperwork ensures it is completed
in full, especially the signature sections. “N/A” should be written in any blanks which do not apply. A physical
address must be provided – PO boxes are not permitted. E-mail address and phone number are optional.
 Section 2 is filled out by the supervisor, department head or an authorized HR representative tasked with
processing new hire paperwork.
 In Section 2, the Company representative must verify employment eligibility by reviewing 1 form of
documentation for List A, OR 1 form of documentation for list B AND list C - a total of 2. The reviewer of the
documents and the employee must both be physically present during the examination of the employee’s
documents. The reviewer signs it.
o List of acceptable documents is located on page 9 of Form I-9.
o The reviewer is to look at the ID's and write down the appropriate document information including
numbers and expiration dates and signs it.
 Section 3 is only to be used when the document provided for List A expires or for other recertification
requirements apply.
 Make copies of identification for all employee or no employees. DO NOT PICK AND CHOOSE.
 All completed I-9s are filed collectively, in alphabetic order, separate from the individual employee file. If
audited by Immigration, the investigator should be permitted access to the I9 file(s) only.
 I9’s should also be retained for at least 3 years from the date of hire, or 1 year after termination; whichever is
longer. Reference Employee Records & File Retention Guide.
Creating Employee Files

Information kept in employee files should be strictly job-related. In order to ensure an acceptable level of compliance,
the following should on file for each employee:
 full name
 employee number and/or social security number
 home address including zip code
 job title
 basic payroll records
 Other documentation kept in these files may include:
job applications, resumes, college transcripts, job descriptions, records relating to hiring, promotion, demotion, transfer,
layoff, rates of pay, other forms of compensation, and education and training records, letters of recognition,
performance evaluations and exit interviews.
Employee Benefits/Medical Files

The Americans with Disabilities Act and HIPAA requires employers to keep all medical records separate from personnel
files. Medical records include any benefits-related information including benefits enrollment information, physical
examination results, medical leaves, workers’ compensation claims and drug and alcohol testing. These files are also
considered confidential and privileged documents.
Storing I-9 Forms and EEO Information

Two I9 files should house all completed I9s and supporting documents; 1 for active employees and 1 for terminated
employees. Any materials and data relating to race (EEO form), age and gender should be kept in a single “EEO
Information” file. Forms should be filed alphabetically by employee name.
Maintaining & Reviewing Employee Files

The primary employee files, I-9 files and EEO information will be stored at the corporate office.
Managers are permitted to maintain “working” employee files at their job site. These include information and notes
related to an employee’s overall performance during the year, and can be used to facilitate a corrective action session or
complete a performance evaluation. Information that is considered a permanent part of an Employee File, such as a
completed Corrective Action Form or Performance Evaluation should be forwarded to the corporate office.
All files should be in a locked and secured file cabinet in a room with a locked door and limited access.
We have company guidelines that establish who has authority to access and inspect primary files. Typically, those with
access include: the employee under direct HR supervision, supervisors on a need to know basis, and the authorized HR
representative who maintains these records.
It is important to note that all Employee Files are considered confidential, privileged records and should not be disclosed
to anyone outside of the company except as required by government regulations or upon advice of counsel in legal
proceedings.
Disposal of Records – see below
Employee Records & File Retention Guide - Federal

TYPE OF MATERIALS/RECORDS RETENTION COMMENTS
REQUIREMENTS
Hiring & Employment Records
 Job applications & Resumes EEO information must be kept separate from other
 Hiring-related records, including offer letters hiring records information.
 Job Advertisements & Job descriptions At least One (1) year*
 Interview notes, tests and test results * Federal contractors should keep these records for at
 Performance evaluations least two (2) years.
 Education and training records
 Verification of licenses, certifications and
degree
 Verification of previous employment
 Letters of recognition
 Employment Policies & Procedures
 Employee/Personnel Files
Basic Employee Information
 Employee Name ** Completed I-9 forms must be kept separately from

 Address other basic employee information.
 Social Security Number At least 3 years
 Date of Birth **I9’s should be retained for at least 3 years from the
 Job classification (exempt/non-exempt) date of hire, or 1 year after termination; whichever is
 Job title
longer.
 Completed I-9 forms**
Payroll Records*
 Daily work schedules Any documents related to Garnishment of Wages

 Employee pay rates must be separate from main employee file.
 Weekly compensation amounts; and daily if a At least 3 years
federal contractor This includes retention of documents related to any
 Scheduled dates of payment documents that would be considered relevant to an
 Daily and weekly hours worked
Age Discrimination Claim.
 Overtime hours worked
 Pay, annuity and pension payment amounts
 Benefit information *Contractors should also retain any list of a
 Deduction amounts predecessor contractor’s employees which has been
 Additional pay amounts furnished showing employee’s length of service
information.
Tax Records Four (4) years Includes personal income tax withholding
ERISA Records Six (6) Years At least; from date of filing
Employment Actions
 Hiring
 Promotions
 Transfers *One (1) year from date of *Two (2) years for federal contractors
 Rehiring action
 Performance evaluations
 Separation from employment
 Layoffs
 Exit interviews
Health, Medical and Safety Data Varies (see below)
 Job related illnesses and injuries Five (5) years Keep separate from all other employment related files
 Requests for accommodation of disability One (1) year and materials.
 Medical exams Thirty (30) years
 Toxic substance exposure records Thirty (30) years
 Blood-borne pathogen exposure records Thirty (30) years
Employee Records & File Retention Guide – State(s)

TYPE OF MATERIALS/RECORDS STATE RETENTION COMMENTS
REQUIREMENTS
State Workers’ Compensation Insurance Insert State(s) # of years
 Employee Name Generally, the retention period begins at the end of

 Address the month following the quarter to which the record
 Social Security Number relates. Records must be open for inspection by
 Dates of hire/separation/re-hire
state unemployment officials at any reasonable
 Payment dates for cash and noncash
wages time.
 Dates and hours worked
# of years
Insert State(s)
State Income Tax Forms
# of years
Insert State(s)
State Unemployment
90 Day Performance Appraisal
Employee Name: _________________________________________ Title: ______________________________________
Supervisor Name: ________________________________________ Department: ________________________________
Assessment Period: _________________to__________________ Position Hire Date: ____________________________
Overall Summary of Performance / Additional Comments:
Significant Strengths / Accomplishments / Contributions:
Opportunities for Improvement / Expectations for the Next Review Period /

Recommendations for Future Development:
Employee Comments / Feedback:
Evaluator’s Signature: _________________________________________ Date: _________________________________
Employee’s Signature: _________________________________________ Date: _________________________________

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NEW HIRE PACKET COVER.............................................................................................................................................................. 5

ORIENTATION & TRAINING SCHEDULE........................................................................................................................................... 6

SUPPLEMENTAL TRAINING SCHEDULE............................................................................................................................................ 8

NEW HIRE FORMS CHECKLIST......................................................................................................................................................... 9

NON DISCLOSURE & CONFIDENTIALITY AGREEMENT.................................................................................................................... 10

JOB DESCRIPTION - SAMPLE......................................................................................................................................................... 11

EMPLOYEE FILES GUIDE................................................................................................................................................................ 13

Employee Paperwork Checklist.........................................................................................................................................................13

90 DAY PERFORMANCE APPRAISAL.............................................................................................................................................. 17

2. Day One – authorized HR Representative or Supervisor

3. Post Day One up to 90 Days

4. Add Employee Information to Payroll

5. Create Employee File(s) –secure location, restricted access

6. Week Prior to Day 90

7. Day 90 (on or near)

New Hire Packet Cover

New Hire Name

RE: Client Name New Hires Forms

Dear New Hire Name:

Complete and Return

Keep for Your Reference

Authorized HR or Manager Name Here

ORIENTATION & TRAINING SCHEDULE

Subject Matter Person(s) Responsible Location & Date

Workstation Set Up/Voicemail/Review Supplies

Review of New Hire & Benefit Enrollment paperwork

Internal Policies/Procedures – Employee Handbook

Internal Policies/Procedures – Compliance Plan

Review of Organizational Chart

Introduction to Service Model

Job Description Review

Introduction to Mentor or Peer Coach

Standard Operating Procedure Overview

Supplemental Training Schedule

Training Topic Trainer Date/Time Location

New Hire Forms Checklist

Other Payroll Forms

Completing Form I-9

NON DISCLOSURE & CONFIDENTIALITY AGREEMENT

Job Description - Sample

Job Title: ABC Clerk

The ABC Clerk is responsible for _____________________________________________________. This

ESSENTIAL DUTIES & RESPONSIBILITIES

KNOWLEDGE, SKILLS & ABILITIES

____________________________ ________________________________ __________________________

EMPLOYEE FILES GUIDE

 1 Active Employee I9 File (sorted alphabetically)

Employee Paperwork Checklist

Completing Form I-9

Creating Employee Files

Employee Benefits/Medical Files

Storing I-9 Forms and EEO Information

Maintaining & Reviewing Employee Files

Disposal of Records – see below

Employee Records & File Retention Guide - Federal

Hiring & Employment Records

Basic Employee Information

 Employee Name ** Completed I-9 forms must be kept separately from

 Daily work schedules Any documents related to Garnishment of Wages

ERISA Records Six (6) Years At least; from date of filing

Health, Medical and Safety Data Varies (see below)

Employee Records & File Retention Guide – State(s)

__

Employee Name: ___ Title:

Supervisor Name: ________ Department:

Assessment Period: _to Position Hire Date: ______________

Evaluator’s Signature: _________ Date: _

Employee’s Signature: _________ Date: _