Hire Protocol

This protocol is still under development, but has been released incomplete to aid in its development. For questions, clarifications, or to provide feedback please reach out to Jesse Dowding.

This protocol is to assist Company personnel in seamlessly onboarding incoming employees. Groups that will benefit from this protocol include the position’s hiring lead and direct manager, Information Technology, Environmental Health & Safety (EH&S), and Human Resources department, along with other personnel as detailed specifically below.

After an exhaustive search and completion of an extensive task list that has lead to the confirmation of an incoming employee’s Hire Date you are now ready to hire the candidate.

Step 1 - Locate Candidate Profile

From your BambooHR home screen select the Hiring tab.
Search and select the candidate’s profile from either:
- The Job Openings tab, followed by the appropriate listed job opening; or
- The Candidates tab.

Step 2 - Set Candidate Status

Select the Candidate Status dropdown and choose the Hire option.
- If this option is missing you are not authorized to perform this function, and will be unable to proceed with any of the following steps. Consult a BambooHR administrator to request access.
Upon making the Hire selection you will be provided a popup window confirming the candidate got the job.
- You will be provided a checkbox with the statement, “Close this Job Opening - and remove the public posting”.
  - If job opening is for multiple jobs that are not filled yet, then leave the option unchecked.
  - If job opening is for multiple jobs that are now filled with this latest hire, then check this option.
  - If job opening is for only one job, consult with Hiring Lead.
    - Generally, in this instance the position would remain open for at least one (1) month after the position is filled.
- Select Add New Employee.

Step 3 - Add New Employee

In selecting Add New Employee you will be transferred to the Add Employee screen.

Leave the checkbox, “I will send a New Hire Packet to this employee requesting they fill out their personal information” selected.

Personal

Name
- Verify candidate’s name (First, Middle, and Last Name).
  - Not required to be completed, as fields will be presented to the candidate to complete within the New Hire Packet.
Preferred Name
- DO NOT add preferred name.
  - Field will be presented to the candidate to complete within the New Hire Packet

Contact

Work Phone
- Add phone number if available.
  - Usually completed by Information Technology department later.
Extension
- Add extension number if available.
  - Usually completed by Information Technology department later.
Work Email
- Add email address if available.
  - Usually completed by Information Technology department later.
Home Email
- Verify personal email address is entered.
  - If missing use email address provided within the individual’s profile within the Applicant Tracking System (ATS), currently BambooHR.

Job

Confirm Hire Date (a.k.a starting date) is set in accordance with Scheduling Starting Date message correspondence with candidate.
Confirm FLSA Code is provided
- IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED!
Make a Pay Group selection (not required if not sure - do not guess):
- Temporary Employment Agency - Use if employment status is Leased or Internship.
- Company Payroll - Use if employment status is Full-Time or Part-Time.
- Contractor - Use if employment status is Contractor.
Set Job Function Status
- IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED!
Set EEO Job Category
- IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED!

Employment Status

Effective Date (matches Hire Date)
Employment Status
- IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED!
ACA Full-Time
- IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED!

Job Information

Section appears correct and make corrections as appropriate.

Make appropriate section from the Division dropdown.

Compensation

Set Start Date to match Hire Date.
Verify Pay Schedule is set as appropriate.
Confirm FLSA Code is provided
- IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED!
Verify accurate Pay Type is already provided.
Verify accurate Pay Rate is already provided.

Drug and Alcohol Records

IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED!
Select to view protocol on completing this section >

DOT Drug & Alcohol

IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED)
Select to view protocol on completing this section >

Drug and Alcohol Consortium Data

IMPORTANT - ONLY AUTHORIZED HUMAN RESOURCES PERSONNEL MAY COMPLETE IF NOT ALREADY FILLED…DO NOT PROCEED UNLESS AUTHORIZED)
Select to view protocol on completing this section >

Payroll

You will be provided a checkbox with the statement, “Include this Employee in Payroll”.
- If employment status is not Full-Time or Part-Time, then leave the option unchecked.
- If employment status is Full-Time or Part-Time, then check this option.

Self-service access

You will be provided radio buttons with a Yes or No answer.
- Select Yes.

Complete Add New Employee

Select Save & Create New Hire Packet button from the bottom of the Add New Employee page.