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PUBLIC FACILITIES, RECREATION &
SPECIAL EVENTS DEPARTMENT
POLICY NUMBER 3.2
NEW EMPLOYEE HIRE POLICY
5/2006
2/11/2009; 3/11/2014; 12/9/2020
Section 3 - Personnel
I. PURPOSE
To ensure that the process of adding a new employee to the PFRSE payroll system is processed in
an efficient and timely manner, without delaying the new employee’s start date.
II. PROCEDURE
All “New Hire” paperwork is due to the designated liaison no later than 3:00 p.m. on Tuesday, the
week of payroll entry, and to Human Resources (HR) no later than 5:00 p.m. on the same day for a
start date of the next pay period.
When processing a new hire packet for a new employee, his or her supervisor must verify the
employee is filling out the correct new hire packet.
Example: If hiring an employee to work 19 hours or less, a new hire packet with a 19 hours or less
“At Will - Employment Agreement” must be completed. Verify that both Arizona State Retirement
forms are completed if the employee is currently contributing to Arizona State Retirement with their
current employer. If hiring an employee to work 20 hours or more, a new hire packet with a Full-
Time “Temporary At Will – (Full-Time) Employment Agreement” must be completed. If an employee
is working 20 hours or more for 20 weeks or more , they must complete both Arizona State
Retirement Forms.
Each new hire packet should be verified against the “Employee Checklist” for completeness and
accuracy to avoid having the packet returned and the new hire start date delayed.
A. New Hire Packet Checklist
• Verify the Employee Checklist is completed (name, phone number (is mandatory), and date
of birth).
• Verify the bottom half of the checklist has been completed by the hiring staff-person and
initialed by the employee’s supervisor.
• Verify all the new hire paperwork in the packet has been completed and signed by the
employee.
• Verify that two pieces of photo identification required (from List B and C) located on the back
of the I-9 form is copied and in the packet. If the new hire has one piece of identifica tion from
List A, then no other identification is required.
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• Once the paperwork has been verified and the employee checklist has been completed, the
new hire packet is then forwarded to the designated liaison for processing.
• The new hire packet will be submitted to the Director for signature.
• Once the Director signs the Temporary Employment Agreement, the packet will be returned
to the designated liaison and submitted to HR for processing.
• The liaison will enter a PA in the electronic HR records management system, along with a
copy of the Temporary Employment Agreement and email approval from the Director.
• The PA must start at the beginning of a pay period and must be approved by Director and in
HR’s approval queue by payroll cutoff day at 1:00 pm (on non-payday weeks).
• Once HR has processed the packet, an employee number will be issued for the new employee.
The designated liaison will send the employee number back to the supervisor/hiring staff
written on the Employee Checklist that was attached to the new hire packet.
B. Review of Department Rules and Regulations
All employees, whether full-time or part-time, contractual, are required to read all department
administrative procedures and policies and sign a statement form indicating they have done so.