The document provides an overview of new hire paperwork for temporary public works employees, including the hire form, I-9, and W-4 forms. It details what information needs to be filled out on each form, such as personal information, identification documents, tax forms, and job details. The new hire orientation agenda is also summarized, outlining topics that will be covered such as the city structure, public works overview, payroll, policies, and employee safety training.
2. Overview of New Hire Form, I-9 and W-4,
and Job Change Forms
Millicent Flowers
3. The three most important forms to
fill out in the Hire Packet:
• Hire Form
• I-9
• W-4
4. The Hire Form.
You must fill this
form out completely
for all new,
temporary
employees. If the
employees worked
for the City in the
past, please fill out a
REHIRE job change
form.
5. Fill out every line and box. Add the Hire
Date. Don’t forget to have the new
employee include their ssn, marital status
and phone numbers. Please indicate TEMP,
INTERN or RE-HIRE in the upper right!
Inter
n
6. •Please include the expected job end date if
employee is temporary.
•There is NO position number for temp
employees.
•Specify YOUR Dept. Code. DO NOT write
‘Water Dept.’ OR ‘Paving’.
•Enter the Job Code, and job description.
•Please enter hours per week, FICA, Union Code and the classified
indicator (Classified, Unclassified, Permit or Temporary).
7. Important!!
• Include the Pay Group, Salary Plan, Salary
Grade, Step AND Compensation Rate!
• Make sure you include the Earnings
Distribution Code.
8. The I-9 form.
Federal law requires
every employer to verify
the identity of every
prospective employee by
completing the Form I-9.
You can get a copy of the
Handbook for Employers
here:
http://www.uscis.gov/files/form/m-
274.pdf
9. *Please read the instructions on the form!*
Fill out each space in Section 1. Make sure the
employee writes CLEARLY. This is a federal
document, and will not be kept in the employees
file!
10. In Section 2, use a passport or Driver’s license and
social security card, or appropriate combination(see
the list on the following slide). Include the issuing
authority, document #, AND the expiration date, if
any.
Please DATE the certification section (see highlight)
and sign and include the address of the workplace!
11. This is the list of
documents that the
employee may use for
identification
purposes on the I-9
form.
12. Don’t fill out section 3.
There should be 5 pages of the I-9 form, including the
actual form and all directions.
13. Please include a copy of all
identifying documents. Since
the social security card and
driver’s license are the most
common, include ONE copy
of the front and back of each
document.
14. Form W-4.
Have the employee fill out
the form completely, and
use the Personal
Allowances Worksheet if
needed. Make sure the
employee checks the
single/married box, and
enters the allowances on
line 5. Employee must sign
and date the bottom.
21. Public Works New Employee Orientation Agenda
Welcome and Introductions - 8am to 8:15am
City Structure, Goals and Vision - 8:15am to 8:30am
Public Works Overview – 8:30am -9:00am - Organizational Structure, Public Works Web
Pages
Payroll Overview - 9:00am to 9:15am
New Hire Paperwork -9:15am to 9:30am
BREAK – 9:30am to 9:40am
Incident Review Board and Drug and Alcohol Policy – 9:40am to 10:00am
Employee Right to Know Part I - 10:00am to 10:30am
• Personal Protective Equipment (PPE)
• Confined Space
• Hazard Communication
• Work-Zone Safety and Excavation Safety
Employee Right to Know Part II – 10:30am to 11:00am
• Hazardous Materials
• Respiratory Equipment
• Fit Testing Process
BREAK for LUNCH 11am to Noon pm
Ethics Policy- Noon to 1:30pm
Break - 10
Respect in the Workplace Policy – 1:30PM – 3:00pm
Wrap up and adjournment – 3:00pm
How to look up job informationDepartment Code. See handout.Location Code – Located in HRIS - DemonstrationJob Code – Located in HRIS - DemonstrationJob TitleSupervisor ID – Located in HRIS - DemonstrationEnd Date
Look up Compensation Rates in HRIS (see handout)Job Codes are in Labor Agreements on CityTalk. http://www.minneapolismn.gov/hr/laboragreements/Make sure to put entire compensation rate(To the hundredth $00.000)Job Earning Codes – Finance Staff or you look up incumbent in HRIS.Pay Group – Is always PWP (hourly) or PWE (salaried).Don’t for get to sign the bottom of the form.
Please read the directions included with each form thoroughly.
Make sure employee signs.
Bring Acceptable Documents – We cannot tell employee which documents to bring.Union Cards are NOT acceptable verification for the I-9.
Please instruct the employee to use forms of identification from this list. Union cards are NOT acceptable forms of identification.
Make copy of front and back of each.Only submit one copy with the hire packet.Do not keep copies of I.D. cards in divisions.
New Employee Packet includes important forms and policies. It should be filled out completely and all pages should be signed by employee and supervisor.The examples can be found on-line at CityTalk. Intern New Hire paperwork always comes to Michelle Chavez.Temporary Hires off the bench can be done at a divisional level or with the help of Administration. I-9 and supporting docs ALWAYS go to HR within 24 hours of hire.
First you go to the Public Works City Talk Home Page: http://citytalk/publicworks/index.htm
Then to the New Hire Information Page.http://citytalk/publicworks/admin/WCMS1P-022444
Click on Temporary New Hire Packet -- http://citytalk/wcm1/groups/public/@publicworks/documents/webcontent/wcms1p-088291.pdfImportant – The hiring manager keeps copies of the following pages.Cover Sheet – has detailed instructions.Forms Check off Page – For supervisor.Performance Evaluation Page – For temps to see how they are doing.Separation Page – To separate the employee when they leave.NOTE: Employees who drive need to fill out the license form. Those who drive CDL’s have an additional form. Employees who have another job must fill out Declaration of Outside Employment.
All new employees must attend Public Works NEO. Intern Orientations will begin May 14th.Temporary Orientations will begin as needed.Includes important policies and Ethics / Respect in the Workplace.If temps are attending Spring Kick Off / Forum – They only need to attend Ethics and Respect in the Workplace. (Noon to 3pm).
Training goes from 8am to 3pm.Employees are paid to attend.Temps who attend spring kick off only need to attend noon to 3pm.