A Break-Down of the New Hire Checklist

 When you need to begin the process of filling a position, refer to the Staff & Hiring Process located on MyNaropa: MyNaropa  Employee tab  Policies & Guidelines (on the left)  Under Employment Related Policies  Staff Recruitment and Hiring Process.

 Once a job offer is accepted: Notify the HR Generalist (Tammy Hollister).  Which candidate accepted the offer.  Which other candidates were interviewed and not selected.  Include why they were not selected.  If the candidate applied through ADP:  New Hire Paperwork will be sent by the HR Generalist.  If the candidate did not apply through ADP (Faculty):  Send contact information to the HR Assistant.  HR Assistant will send them New Hire Paperwork.

 Background Checks If the candidate applied through ADP:  HR Generalist will initiate the Background Check. If the candidate did not apply through ADP (Ex. Faculty):  HR Assistant will send the Background Check Authorization form along with the New Hire Paperwork.  The Background Check will be run as soon as possible after the Authorization form is returned.  Important! It takes at least 7-10 business days for background check results to be returned. New Hires cannot begin working until their background check has cleared.

 New Hire Paperwork: Required for all new hires and rehires who termed over 2 years ago. New Hire Paperwork will be sent by a member of the Human Resources team.  Remember, if your new hire did not apply through ADP, their contact information to as soon as possible for New Hire Paperwork must be completed before a new employee begins working. The new hire will need to bring:  A void check or Direct Deposit form from their bank.  Printed account and routing numbers required.  I9 Identification.

 I9 Identification: I9 Identification is required to verify that a new hire is authorized to work in the United States.  Ex. Passport, Birth Certificate + License, Social Security Card + License Federal Requirements:  I9 ID must be shown to HR in-person in order for us to complete the employer’s section of the I9 form.  No copies.  Unless they are notarized.  The I9 ID must be submitted within 3 days of an employee’s start date.  If not submitted within 3 days, the employee must be removed from their work schedule until the I9 ID has been submitted.

 PANs/Contracts: HR must have the PAN or Contract before a new hire can be entered into ADP.  Please send PAN to the appropriate Cabinet member no later than the 3 rd and 19 th of the month (send Work Study PANs directly to HR).  We understand start dates will be unclear as they are contingent upon when HR receives the Background Check results.  Start date can be estimated and adjusted. Important: All PANs should be sent well in advance of their effective date!  Always complete a PAN in its entirety. Refer to Example PAN (on MyNaropa). Job codes:  MyNaropa  Employee tab  Payroll & Position Information (on the left)  Job Title and Code Key  Job codes can also be found on the job description.

 Once HR has both the completed New Hire Paperwork (including the I9 ID) and the PAN or Contract, the new hire can be entered into ADP.  HR Assistant enters information into the HR side of ADP. Once entered, a hire can register for ADP.

 Payroll Manager enters information into the Payroll side of ADP. Once entered, a hire can access their timecard/timeclock to enter their time or leave requests (as applicable).  Important! Hourly employees are required to enter their own hours into timecards and approve them. If an employee forgets to enter hours, they will have to be paid for their time worked on the following pay date. Hours must reflect the exact start and end times, not the shift schedule.

 Notification of Set-Up: Payroll will the hire’s supervisor to let them know when the timecard has been set-up.  New Hires who Begin before Timecard Set-Up: If the hire started before the timecard was available and hours were worked in the prior pay period, they must their supervisor the specific hours and dates worked. The supervisor will approve and send the hours to the Payroll Manager to have hours retro-paid on the following pay date. For current pay period hours, the hire should enter all hours worked to bring the timecard current for the pay period..

 Computer Account Request Form (CARF): Send CARF with the PAN for a new hire or rehire.  Send both well in advance of the start date to ensure that resources will be set-up by the start date. For the start of the semester, if anticipating many new hires/rehires:  Send all CARFs for each new hire and rehire to as soon as possible so IT resources can be created/reactivated in time for start dates.

 Instructions are located on the back of the CARF. Complete CARF and send to HR Assistant will complete the CX ID and send completed form to the Account Creation group.  Notification of Set-Up: Naropa Account:  IT will notify the new hire/rehire through their personal address.  Supervisors are also copied. MyNaropa Access:  IS will notify the new hire/rehire through their Naropa address.

 New forms are posted to MyNaropa. PAN Payroll Authorization Employee Information Sheet Computer Account Request Form  Please delete any old forms from your desktop and use the updated forms from MyNaropa. MyNaropa  Employee tab  Forms (on the left side)  Employee Forms OR Supervisor Forms.

 New Hire: Anyone who will be paid by Naropa on a regular or on-call basis.  Independent Contractor: Refer to the Independent Contractor Guidelines located on MyNaropa.  MyNaropa  Employee tab  Policies and Guidelines (on the left)  Independent Contractor Guidelines. Follow-up with the HR Generalist to confirm if someone qualifies to be an Independent Contractor.

 To guarantee a PAN will be entered in time to be included in the current pay period, a PAN must be sent to the appropriate Cabinet member by the 3 rd and 19 th of the month so they can send the PAN on to HR at least two days before the pay period end date. Deadlines: 3 rd and 19 th of the month. Pay Periods end the 7 th and 23 rd of each month. Follow up with your Cabinet member to ensure timely delivery to HR. Work Study PANs can be sent directly to  PANs for Non-Exempt (Hourly) employees: Send by the 3 rd and 19 th of the month.  PANs for Exempt (Salaried) employees: Send by the 19 th of the month.

 ACA Employers have to offer coverage to “substantially all” (95%) of their full-time employees. The employer mandate is based on full-time equivalent employees, not just full-time employees. Employees who work at least 30 hours per week or whose service hours equal at least 130 hours a month for more than 120 days in a year are considered full-time.30 hours per week Employers use measurement periods and look-back periods of 3 – 12 months to find out if they have to comply with the mandate or if an employee is full-time.measurement periods and look-back periods Hours need to be entered exactly as they were worked so that we can accurately track full-time equivalents.

 Part-time benefits: 20+ hours per week. Automatically enrolled starting the 1 st of the month after hire date.  Full-Time benefits: 30+ hours per week. After the hire has been entered into ADP, the HR Assistant notifies the Benefits Administrator of a hire’s benefits eligibility. Benefits Administrator will send an to the hire’s Naropa address to set-up a Benefits Orientation meeting.

 Terminating employees must complete the Separation Approval form: Must be completed before they leave Naropa Involves returning any keys, equipment, library resources, etc. Located on MyNaropa  Employee tab  Forms (on the left)  Employee Forms page  Under “Leaving Naropa” heading. Encourage your terminating employee to reach out to the group to arrange times for gathering signatures.  Send a Term PAN to your Cabinet member.  HR sends out an Exit Interview to terminated employees after their departure.  Work Studies do not require the Separation Approval form.

 HR Director Legal questions, coaching, compensation, performance, conflict resolution, policy guidelines, Visas, more.  HR Generalist (Tammy Hollister) Recruiting, Applications, Performance Appraisals, Training, more.  Payroll Manager (Jeni Stefanski) Pay Checks, Timecards, Payroll Authorizations, Leave balances, more.  Benefits Administrator (Marie Davenport) Health & Welfare benefits, Retirement Plans, Workers’ Compensation, bus passes, Leave benefits, more.  HR Assistant (Catie McNellis) New Hire Paperwork, ADP password reset, forms, general questions.

 New Hire Checklist located on MyNaropa: MyNaropa  Employee tab  Policies and Guidelines (on the left)  General Policies  New Hire Checklist.