New Hire Documents

Received by Department → Return to Beth Minka in PD

• ID Request Card
  • Include cover sheet if requesting access to:
    • City Hall
    • Police Department
    • Public Works

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)
   • Available in Spanish
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:

• Injury Illness Prevention Plan
• Harassment Policy
• Computer Use Policy
• Drug & Alcohol Policy- Non-DOT and Non-DOT Acknowledgment Form (signed form required)
• Workers’ Compensation Policy (Employee should receive WC policy, but signed form is only required if designating a personal doctor for treatment of a work-related injury or illness)

OTHER HANDOUTS:

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

• ACA:
  • Marketplace Exchange Letter
  • ACA Information Sheet – Part A
  • Healthcare Reform FAQs
• Government Pension Offset
• Windfall Eliminate Provision
• Paid Sick Time Policy for Temporary/Seasonal Employees & Memo to Temp/Seasonal Employees
• Victims of Domestic Violence Leave Notice  –  Available in Spanish
• Sexual Harassment Handout 

ONLY IF APPLICABLE:

• Hep-B Fact Sheet and Hep B Declination or Request Form

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

• DMV Pull Notice Authorization Form (ONLY if driving is a part of regular assigned job duties)