New Hire Process

Task	By Whom	To Whom	At what point
Position Authorization and Job Description Finalized	Senior Minister in collaboration with Hiring Supervisor	Heads up to Administrator; must align with budget	At least 65 days before needed start date
Position Posted	Hiring Supervisor	Indeed, Facebook, Foothills website and PWR listings	At least 60 days before needed start date
Applications Submitted (Resume/Cover letter or Application)	Potential Employees	Hiring Supervisor or Administrator (for screening)	At least 30 days before needed start date
Interviews	Hiring Supervisor, maybe others	Employee	All interviews should be completed at least 3 weeks out before start date
Reference Checks	Hiring Supervisor	Employee’s references	Completed within a few days after interviews
Selection of Candidate	Hiring Supervisor	In consultation with Senior Minister	Completed within 48 hours of reference checks
Offer Made (Letter)	Senior Minister	Employee	Completed within 48 hours of selection determination
*Offer is Accepted (Signed)	Employee	Senior Minister or Hiring Supervisor	Within 3 days of receiving offer letter.
*Payroll Change Form Completed	Hiring Supervisor	Administrator who gives to Bookkeeper and Supervisor gives heads up to rest of staff	Within 3 days of offer being accepted; at least 1 week before start date
Property and Permission Form What property do they need? What permission in tech tools do they need? Do they need background check? Hiring Packet	Hiring Supervisor	Administrator	At same time as PR Change Form
Start Personnel File, Update Records, enter into PCO and submit for Background Check	Bookkeeper	Employee needs to authorize BC	Before start date
New Hire Packet Completed W-4 I-9 Employee Handbook sig Dir Dep Auth Job Desc Sign Page Key Check Org New Hire Items for Journey Time Card Orientation Insurance info HSA Info 401K	Bookkeeper	Employee	On start date
Tech Access Points Email PCO Slack G-Suite Printer Phone V-Mail	Communications Coord	Hiring Supervisor, Employee, Administrator	Before start date
Update records based on New Hire Packet	Bookkeeper	Administrator	Within 1 week after start date
Training and Orientation Administrator Phone System Office Set up and Hours PCO Slack G-Suite Building Tour and Safety Instructions Staff Team Hiring Supervisor Ministry/Gov Job Duties Culture, Mission, Vision Community meet & greet	Administrator and Hiring Supervisor	Employee	Within first 30 days
Submit Bio and Photo for Website	Employee	Communication Coord	By end of first week
Communications Plan for Congregational Intro- developed and executed	Communications Coord	Administrator, Hiring Supervisor, Employee	Starts as soon as notice from Hiring Supervisor
Join Professional Association – as applicable (Orientation to Code of Ethics)	Employee	Administrator	Within first 30 days
Given to Employee: Copy of Offer Letter Copy of JD Handbook / Link Key Laptop (maybe) Covenant Policy Docs (maybe) Credit Card (maybe)	Administrator	Employee	Within first 30 days
Order Name tag	Office Manager	Employee	Within first 30 days
First Paycheck Verified / Accurate	Bookkeeper and Employee	Employee	Confirmed as accurate within 48 hours after first paycheck

Updated on September 12, 2018

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