Where your future begins

New Employee Set Up Process

Status: Archived

Approved Date: May 05, 2016

Process

Who? Does What?
Supervisor 1.When a Supervisor and applicant agree on a starting date, notifies VR HRA (Victoria Rasmussen).

2.Prior to the new employee’s start date, discuss your plan for the new employee’s local office training with the appropriate Program Director(s).
Acquired Brain Injury/Autism - Keri Bennett
Correctional Services - Jen Papproth
Counseling - Angela Fujan
Evaluation - Janet Drudik
Independent Living-Benefits Orientation - Judy Vohland
Employment and Business Services - Lindy Foley
Transition - Brigid Griffin
VR HR (Victoria Rasmussen) 3.E-mails State Office staff, NDE Office Associate (Denise Thege), ATP (Leslie Novacek), NDE Legal Counsel (Scott Summers), Office Directors with the following new employee information:
Name
Position Title and Specialty Area
Office Location
Team
Start Date
Phone Number (Check []Landline or []Cellphone)
Email Address
Name of Person Vacating Position

4. E-mails NDE HR (Pam Marker, Amy Spellman, and Jayne Uher), VR Accounting (Cathy Callaway and Jessica Murry) and NDE Accounting (Paul Haas) with the following:
Name
Home Address
Office Location
Team
Position Title
Position Number
Name of Person Vacating Position
Start Date
Monthly Starting Salary

5.Enter new employee in the QE2 Hierarchy.
Program Specialist (Cheryl Ferree) 6.When new employee information is received, sets up new employee’s training schedule in consultation with Supervisor.
VR Data Center (Tibor Moldovan, Laura Stueck) 7. Completes the following:
Sets up the Open Directory
Sets up the Exchange Account
Sets up old QUEST account
Configures apps on computer
Sends e-mail document with instructions to computer helper and supervisor
VR Administrative Associate (Cinda Wacker) 8.Sets up iChat meetings in Outlook with new employee and Director (Mark Schultz).
NDE HR (Joel Scherling) 9.Sends confirmation letter and new employee packet to new hire.
Supervisor 10.In sufficient time to arrive at NDE HR and the State Office seven (7) calendar days prior to the first day of employment, the supervisor arranges for the new employee to meet with him or her and the local office I-9 Contact to complete the following forms:
I-9
W-4
Employee Roster Information form
Direct Deposit Information form
AccelaPay Debit Card Sign-up form (if electing debit card)

Note: If a U.S. Passport, Passport Card, Permanent Resident Card (I-551), or an Employment Authorization Document (I-766) is presented as documentation for the I-9, scan a copy of the passport page containing the photo or the side of the immigration card with the photo. This copy must accompany the I-9 form. This is necessary so State Personnel can complete the photo matching in the E-Verify process.

11.Scans and e-mails the completed forms to nde.hr@nebraska.gov and vr.hr@nebraska.gov. Enter the First Name initial and Full Last Name of the New Employee and the words "Permanent Employee" in the Subject Line of the email. Also helpful to re-name the scanned attachment to New Employee's First Name Initial and Last Name.

12.Helps employee make name and title decision for business cards and name tag.

13.E-mails business cards and name tag information to Program Associate (Sandy Ham).

14. Has the new employee complete the NDE Work Schedule form and obtains the necessary signatures. Copies of the form shall be maintained by the employee and supervisor.
NDE HR 15.Acknowledges receipt of the scan and e-mailed forms.
Supervisor 16.Shred/delete the original documents listed in step 10 including any copies of a U.S. Passport, Passport Card, Permanent Resident Card (I-551), or an Employment Authorization Document (I-766) used for the I-9 documentation.

Forms Associated to This Chapter


back to top