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  3. New Hire Documents

New Hire Documents

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We are happy to have you as a part of our team. Starting work at a new agency can be overwhelming, but we hope that you can use the resources at your fingertips to have a smooth transition into our workforce. Here you can find new hire documents, staff directory and answers to common questions!

Personnel Requisition

New Hire Checklists:

 

Payroll and HR work closely together, often with very tight deadlines, please make sure all forms are filled out correctly and return paperwork to HR in a timely manner.

New Hire Paperwork

Fixed-Term Employees

Received by Department → Return to Beth Minka in PD

Received by Department → Return to HR 

  1. PAR (Personnel Action Report) Form
  2. Employee Emergency Information Form
  3. W-4 Federal Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  4. DE-4 State of Calif. Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  5. I-9 Form and I-9 Instructions
    • Original documents must be reviewed and form signed off by department. Copies of documents must be attached to form.
  6. SSA-1945 Form (Statement concerning employment not covered by Social Security)
  7. Direct Deposit Form
    • Attach voided check
  8. Oath Document and Disaster Service Worker Brochure 
  9. MCERA Post-Retirement Employment Certification (General or Safety)
    • For MCERA Retirees only
  10. At-Will Employment Form
  11. Temp/Seasonal & Fixed-Term Employee Memo from HR Department
  12. Job Description and Acknowledgement of receipt- Job Description
  13.  Vaccine & Booster Status Form

ONLY IF APPLICABLE:

(Check the following list of job classifications that are considered to have occupational exposure)

 

Fixed-Term employees should contact HR @ 415-485-3474 as soon as possible to schedule a Benefits Orientation.

All benefits paperwork will be provided at the orientation

 

Regular Full-Time & Regular Part-Time Employees (greater than 75% FTE)

Received by Department → Return to Beth Minka in PD

Received by Department → Return to HR 

  1. PAR (Personnel Action Report) Form
    • (Make sure all information is easy to understand & accurate (Dates, Dept. Cost Code, etc.) Need help? please refer to the PAR instructions )
  2. Employee Emergency Information Form
  3. W-4 Federal Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  4. DE-4 State of Calif. Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  5. I-9 Form and I-9 Instructions
    • Original documents must be reviewed and form signed off by department. Copies of documents must be attached to form.
  6. SSA-1945 Form (Statement concerning employment not covered by Social Security)
  7. Direct Deposit Form
    • Attach voided check
  8. Oath Document and Disaster Service Worker Brochure 
  9. Mandated Reporters Policy & Mandated Reporters Acknowledgment (For Police & Fire ONLY)

ONLY IF APPLICABLE

(Check the following list of job classifications that are considered to have occupational exposure)

 

Regular hire employees should contact HR @ 415-485-3474 as soon as possible to schedule a Benefits Orientation.

All benefits paperwork will be provided at the orientation

 

Regular Part-Time Employees (less than 75% FTE)

Received by Department → Return to Beth Minka in PD

Received by Department → Return to HR 

  1. PAR (Personnel Action Report) Form
  2. Employee Emergency Information Form
  3. W-4 Federal Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  4. DE-4 State of Calif. Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  5. I-9 Form and I-9 Instructions
    • Original documents must be reviewed and form signed off by department. Copies of documents must be attached to form.
  6. SSA-1945 Form (Statement concerning employment not covered by Social Security)
  7. PARS Info Handout
  8. PARS Beneficiary form
  9. Direct Deposit Form
    • Attach voided check
  10. Oath Document and Disaster Service Worker Brochure 
  11. Mandated Reporters Policy & Mandated Reporters Acknowledgment (For Police & Fire ONLY)

ONLY IF APPLICABLE

(Check the following list of job classifications that are considered to have occupational exposure)

 

Regular hire employees should contact HR @ 415-485-3474 as soon as possible to schedule a Benefits Orientation.

All benefits paperwork will be provided at the orientation

 

Temporary & Seasonal Employees

Received by Department → Return to Beth Minka in PD

Received by Department → Return to HR 

  1. PAR (Personnel Action Report) Form
  2. Employee Emergency Information Form
  3. W-4 Federal Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  4. DE-4 State of Calif. Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  5. I-9 Form and I-9 Instructions
    • Original documents must be reviewed and form signed off by department. Copies of documents must be attached to form.
  6. SSA-1945 Form (Statement concerning employment not covered by Social Security)
  7. PARS Info Handout (MCERA retirees not eligible)
  8. PARS Beneficiary form (MCERA retirees not eligible)
  9. Direct Deposit Form
    • Attach voided check
  10. Oath Document and Disaster Service Worker Brochure 
  11. MCERA Post-Retirement Employment Certification (General or Safety)
    • For MCERA Retirees only
  12. At-Will Employment Form
  13. Temp/Seasonal Memo from HR Department (Also for Fixed-Term Employees)
  14. Job Description and Acknowledgement of receipt- Job Description
  15.  Vaccine & Booster Status Form

REVIEW THE FOLLOWING:

OTHER HANDOUTS:

No signature required, but must be given to ALL Temp/Seasonal employees

ONLY IF APPLICABLE:

(Check the following list of job classifications that are considered to have occupational exposure)

Unrepresented Executive/Management Employees

Received by Department → Return to Beth Minka in PD

Received by Department → Return to HR 

  1. PAR (Personnel Action Report) Form
  2. Employee Emergency Information Form
  3. W-4 Federal Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  4. DE-4 State of Calif. Employee’s Withholding Allowance
    • Must be a clean copy; no white out or crossed out info
  5. I-9 Form and I-9 Instructions
    • Original documents must be reviewed and form signed off by department. Copies of documents must be attached to form.
  6. SSA-1945 Form (Statement concerning employment not covered by Social Security)
  7. Direct Deposit Form
    • Attach voided check
  8. Oath Document and Disaster Service Worker Brochure 
  9. At-Will Employment Form
  10. Job Description and Acknowledgement of receipt- Job Description

ONLY IF APPLICABLE:

(Check the following list of job classifications that are considered to have occupational exposure)

 

Unrepresented management employees should contact HR @ 415-485-3474 as soon as possible to schedule a Benefits Orientation.

All benefits paperwork will be provided at the orientation

Departments should complete checklists upon receipt of all required paperwork and return all signed forms to HR no later than the employee's first day of work or 3 days before the end of the pay period, whichever is sooner. Also, don't forget to request a New Employee email with our IT department.

Check out all of the City Policies & Procedures!

 

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