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Onboarding Process

Onboarding Process Overview

EU_OnboardProcess

Roles and Responsibilities

HRIS Data Team
  • Be notified (via ADP) when a new employee is boarded in ADP
  • Enter new employee Personal Data into PeopleSoft and generate an employee identification number (EID)
  • Email EID to New Hire Authorizer
  • Process I-9 through E-Verify
  • Take ID photo
  • Update personal data with complete information after employment verification process is complete; this includes entering emergency contact. (Starts August 3rd, 2015)
  • Receives Workflow from agency New Hire Authorizer, enter job data from Workflow, and notifies New Hire Authorizer and HR Consultant when job data is entered and complete
  • Audit process
New Hire Authorizer
  • Ensures all new employees (except Parks and Rec temporary employees) complete an Online Application (OLA)
  • Receives email with employee (EID) from HR Data Team
  • Enters POB request
  • Coordinates internal and HR new hire processes
  • Prepares and routes job Workflow to HR Consultant (as currently done)
  • Ensures new employees successfully complete their employment verification in HR no later than their 1st day on the job, or  New Employee can’t work!
  • Notified 
Human Resources Consultant
  • May board new employee in ADP (or may be done by Agency)
  • Receives job workflow from New Hire Authorizer for review and approval, returns to New Hire Authorizer
  • Receives notification from HR Data Team that Workflow has been processed (as currently done)
Payroll Coordinators
  • Ensure new employees complete their employment verification in HR no later than their 1st day on the job, or New Employee can’t work!
  • Ensure Workflow reflects accurate job hire date
  • Enter Time Reporter Data for New Employee in PeopleSoft
  • Train employee on how to enter time, set up direct deposit and view paystub
  • Ensure new employees complete their employment verification in HR no later than their 1st day on the job.  Or they can’t work!
  • Train employee on how to enter time, set up direct deposit and view paystub
  • Verify that vacation/sick/holiday and benefits are correct in PeopleSoft Job data, if incorrect contact HR Data Team
  • Verify/enter, exempt, non, etc., if incorrect contact HR Consultant
  • If applicable, assign schedule in PeopleSoft
  • Remind Supervisor to return New Hire checklist by 6th month probation review.
  • File New Hire Checklist in Division Files.
Supervisor - Agency
  • Complete the new hire checklist for employee to assure they are “Set up for Success”
    • Welcome letter
    • Office & Building Tour
    • Welcome packet
    • Helps organize trainings for job duties and county policies and procedures
  • Return checklist