Public Works Temporary New Hire Training

March 15, 2012

Overview of New Hire Form, I-9 and W-4, and Job Change Forms Millicent Flowers

The three most important forms to fill out in the Hire Packet:• Hire Form• I-9• W-4

The Hire Form.You must fill this form out completely for all new, temporary employees. If the employees worked for the City in the past, please fill out a REHIRE job change form.

Fill out every line and box. Add the Hire Date. Don’t forget to have the new employee include their ssn, marital status and phone numbers. Please indicate TEMP, INTERN or RE-HIRE in the upper right!

Intern

•Please include the expected job end date if employee is temporary.•There is NO position number for temp employees.•Specify YOUR Dept. Code. DO NOT write ‘Water Dept.’ OR ‘Paving’.

•Enter the Job Code, and job description.•Please enter hours per week, FICA, Union Code and the classified indicator (Classified, Unclassified, Permit or Temporary).

Important!!• Include the Pay Group, Salary Plan, Salary

Grade, Step AND Compensation Rate!• Make sure you include the Earnings

Distribution Code.

The I-9 form. Federal law requires every employer to verify the identity of every prospective employee by completing the Form I-9. You can get a copy of the Handbook for Employers here: http://www.uscis.gov/files/form/m-274.pdf

*Please read the instructions on the form!*

Fill out each space in Section 1. Make sure the employee writes CLEARLY. This is a federal document, and will not be kept in the employees file!

In Section 2, use a passport or Driver’s license and social security card, or appropriate combination(see the list on the following slide). Include the issuing authority, document #, AND the expiration date, if any.Please DATE the certification section (see highlight) and sign and include the address of the workplace!

This is the list of documents that the

employee may use for identification purposes

on the I-9 form.

Don’t fill out section 3.

There should be 5 pages of the I-9 form, including the actual form and all directions.

Please include a copy of all identifying documents. Since the social security card and driver’s license are the most common, include ONE copy of the front and back of each document.

Form W-4.

Have the employee fill out the form completely, and use the Personal Allowances Worksheet if needed. Make sure the employee checks the single/married box, and enters the allowances on line 5. Employee must sign and date the bottom.

Questions?

Overview of New Hire Packet and New Employee OrientationMichelle Chavez

Public Works City Talk Page

New Hire Info Page

2012 Temp Packet

New Employee Orientation

Public Works New Employee Orientation Agenda

Welcome and Introductions - 8am to 8:15amCity Structure, Goals and Vision - 8:15am to 8:30amPublic Works Overview – 8:30am -9:00am - Organizational Structure, Public Works Web

PagesPayroll Overview - 9:00am to 9:15amNew Hire Paperwork -9:15am to 9:30amBREAK – 9:30am to 9:40am Incident Review Board and Drug and Alcohol Policy – 9:40am to 10:00amEmployee Right to Know Part I - 10:00am to 10:30am• Personal Protective Equipment (PPE)• Confined Space• Hazard Communication• Work-Zone Safety and Excavation Safety Employee Right to Know Part II – 10:30am to 11:00am• Hazardous Materials• Respiratory Equipment• Fit Testing ProcessBREAK for LUNCH 11am to Noon pmEthics Policy- Noon to 1:30pmBreak - 10Respect in the Workplace Policy – 1:30PM – 3:00pmWrap up and adjournment – 3:00pm

Questions?