New staff internal setup and onboarding Checklist

New employee onboarding is the process of getting new hires adjusted to the social and performance aspects of their new jobs quickly and smoothly. It is the process through which new hires learn the attitudes, knowledge, skills, and behaviors required to function effectively within an organization.  Ensure a smooth introduction to the workplace with this general purpose template for new staff onboarding with a stronger focus on internal preparation and US forms.
How often should this be used?
Before new hires start.
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New staff internal setup and onboarding

Department / Payroll Info

W-4 Federal form completed and sent to Payroll
W-4 State form completed and sent to Payroll
Patent Policy Form
Conflict of Interest policy statement
Ensure employee has accessed the Employee Link to confirm Personal Data and to provide Emergency Notification Contact
Confirm with employee the name and phone number of Employee Relations Representative

Human Resources

Complete I-9
Conflict of Interest Employment Form completed
ID number issued by Human Resources
New Employee Orientation scheduled by HR

Access Information

Establish Email account
Establish access to appropriate PC access and files
Provide access to Company Intranet
Passwords issued
Establish phone extension
Activate voicemail
Provide long distance access code
Add employee’s name to any email group lists, distribution lists, internal/office phone lists and/or website

Departmental Orientation and Office Access

Inform staff of employee’s arrival
Set up and clean office space
Obtain office supplies
Establish training schedule
Establish office mailbox
Introduce employee to staff on first day Bring on tour of building/office/facilities including lunchroom, emergency exits, and restrooms
Indicate location of parking lot / rapid transit station
Provide keys (office, building, desk, file cabinets etc.)
Provide security codes if necessary
Show location of fax machines, copiers, printers etc.; provide instruction and any access information
Review dress code and office protocol
Explain completion of timesheet
Review pay schedule
Confirm work schedule

Relevant Work Related Items

Business cards
Name badge
Pay card
Cell phone

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