DISTRIBUTION:
B, C, D, E, F, G, JNEXT REVIEW DATE: July, 1996
POSITION RESPONSIBLE FOR REVIEW: Director, Business Operations
PURPOSE: To establish policy and procedures for the arrival of a newly hired staff member.
BACKGROUND: A new staff member in any position forms a strong first impression of FMS and of the university based on the quality of the experiences in his or her initial days at work.
POLICY: It is FMS policy to prepare for the arrival of newly hired staff members in ways that convey the high quality and professionalism of our working environment, and that respect the significance to each new staff member of the start of work in a new position.
PROCEDURES:
1. When a new staff member accepts a job offer, the hiring official reports the person's name, Social Security Number (SSN), and starting date to the director of Business Operations.
2. If the new staff member has not completely filled out and signed a Carnegie Mellon job application form, the hiring official obtains one, prior to the starting date, and submits it to HR-Employment
3. On the morning of the starting date, the new staff member reports to the director of Business Operations, or to another assigned staff member, to provide the personal and demographic information needed to activate the appointment in the university's payroll system and the Office of Human Resources (HR) database. The director of Business Operations provides a copy of Form I-9 and its instructions, to indicate the documentation that a new staff member may present in order to complete the form.
4. Within three days of the starting date, the new staff member reports to Payroll Services, 407 South Craig Street, to present the required documentation and/or to complete the following forms:
4.1. Form I-9 Employment Eligibility Verification
4.2. Form W-4, to record tax withholding status for payroll processing.
4.3. Form WTEX, to claim, if applicable, non-resident exemption from withholding of Pittsburgh City and School District earned income taxes.
5. HR-Employment contacts the new staff member to schedule an orientation session and a university ID card photograph.
6. The hiring official and/or the supervisor provides the new staff member with any of the following items or assistance to help with the transition to working for FMS:
6.1. Workplace preparations and assistance
6.1.1. Workspace or office furnishings and equipment
6.1.2. Keys to PPB exterior, interior, and workspace or office doors
6.1.3. Keys to desk and file cabinets
6.1.4. Telephone line and number
6.1.5. Telephone directories, including the Faculty/Staff Directory
6.1.6. Data communications outlet activation
6.1.7. MSMail and Andrew system IDs and accounts
6.1.8. Tour of FMS spaces and work areas
6.1.9. Explanations of FMS office machines
6.1.10. Explanation of process for obtaining uniforms, tools, and office supplies
6.1.11. Explanations of new systems and software
6.2. Job information
6.2.1. Current job description
6.2.2. FMS and group organization charts
6.2.3. Campus tour, campus map, and space booklet
6.2.4. Current manuals, policies, reference materials
6.2.5. Current lists of training courses and requirements
6.3. Personal assistance
6.3.1. Parking materials, including policies, lot locations, prices, application form
6.3.2. Introductions to FMS people
6.3.3. Directions/visits to HR, Payroll, Parking, Dining, Bookstore, Libraries, Post Office, Gym
RESPONSIBILITIES:
1. The hiring official is responsible for notifying the director of Business Operations about a new staff member, for scheduling and directing the new staff member to keep the documentation appointments required by the director, by HR-Employment, and by Payroll Services, and for preparing, in advance or on the starting date, for the workplace, job, and personal assistance needs of the new staff member.
REFERENCES:
1. FMS Directive No. 141, Selection Committees
2. FMS Directive No. 205, Position Control: Creating New Positions; Filling Existing Vacancies
3. FMS Directive No. 781, Filling Craft Vacancies
CANCELLATION:
1. Memo to Directors/Foremen from Gary E. Robinson dated March 3, 1995 subject Internal Hiring Procedure
SIGNATURE:
Gary E. Robinson
Director, Business Operations
ATTACHMENT(S): None