1 Contents Hire (Companies using Hiring Manager +
Contents
1. e snagajob g J Onboarding User Manual Version 9 20159 Complete in the Location e fthe employee is not able to complete his her paperwork from home the Start now option will allow you to launch the Onboarding process for the employee on your location computer when the employee comes in on their first day of work e To launch the Onboarding process you may click the Start link next to the employee s name on the Incomplete paperwork Dashboard or you can click Start now on the Employee record for that employee VA Short Pump 02 Applicants Employees April Jones Incomplete paperwork Job Details resend email start now e The employee s name will remain in the Waiting on employee category of your Incomplete paperwork Dashboard until he she has completed the paperwork Incomplete paperwork view all Actions required Harvey Green Waiting on employee April Jones email start o snagajob g J Onboarding User Manual Version 9 20159 New Hire Onboarding Process Step 1 Log In Sign in with your existing Snagajob account Email lucy green 9f42bd03d0b0eb301 5ee0000 snagqa com Password or create a Snagajob account e The employee will use their Snagajob username and password to sign in to the Onboarding portal o This is the same email address and password the employee used when applying to your company o The email address will automatically populate e Upon sign in the employee will2. sssesesesrrserreseussrrrerreresesrretrrerrsssnretrreeesserrerreeressens 23 P PG Do rrr E E E EE E EE EENE E 23 API Docume qi a a aa Ct E E E nnn aren aS AS 24 SISO le FCC ai OC OI Ia S cise scesscasase dasesaomssoesesaoneniesnceansase NN NSAN 24 Step 12 E Verify eeesssssssrrrrrrssrsseeeessssrrrrtttttttttttttrtesssss ttt 11111111 tt t eese Sa AAEE EEEE EEEEEEEEEEEEEEEEEEE EEEE EEE EEn 24 Loco Ie DOCU Me T eR 25 POV OIR OO pate AEA AAAA AA AAA AAAA AN AAAA A AAAA 25 Adding an Existing EmMployee eesseesseeeererrrrrrsssssseooorrrrrreeersrsssssssseroocrerereeeeuunssssssseoeooreereeeeeenessses 26 Attaching Documents to Employee RECOM sssrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrerrrerrrrerrrerrrrrrrrrrrreeens 27 FESON IP O O aa E A E E 28 COINS RED OT eA 29 PADEN Ok U RE DO eorr eee 29 Understanding the Paperwork STATUS Report ccccccccccccccccceccccccccccccccseccecceseeceeeeeesesessessess 29 PAPOIWOIKAOdITRO DO aer ree 30 snagajob Onboarding User Manual Version 9 20159 Note If your company uses the Snagajob Hiring Manager platform to receive online applications please start with page 3 of this guide After reading page 4 you may proceed to page If your company does not use the Snagajob Hiring Manager platform to receive applications please begin with page 5 of this guide i snagajob Onboarding User Manual Version 9 20159 Hire Companies using Hiring Manager Onboarding e To begin the Onboarding p
3. snagajob Onboarding User Manual Version 9 20159 Contents Hire Companies using Hiring Manager Onboarding esssssssssseessssssssrrrernnssssrerrrenssssssn 4 File COMO Ae SSIS CMO OCIS ONIY sesse e E a 5 SC MGS Bilge Og 9 ole ge ge am 01 OS Sisingaan SAN 6 Complete at Ol 11G az sa dacassaassaasanasanasanassaassaassaaasaassaagsaassaagaaassaassaaasaaauaadusaduaadanadsnadaaaceandeandaandeanane 6 What If the Employee Can t Locate the Welcome EMI ci cccssssssseseeseeeeeeeeseseeeees 6 Complete in the POC GION reas se acsuassasssacssassecscsaeseacssesssess00e0000s000000s0e0see0ses0seendeendeendeenteendecnseentecadlts 7 Mew Fre DID OCG FF CSS risiini rnae 8 TSO Te OG Micicdndndcdndedndndndndndetndntndndndededntedededededetedntndetndetndetndnicdetedesedntninenininininintninieieieietedstnieteintrice 8 Step 2 Welcome SC Teen ccccccccccssccsssscececccseeccsssecesccessecesececssecssuceesseeessceessueueseesseeesseeeuncessseess 8 HOPS JOOS TUS FCS ee OW E R 9 Step 4 Form l 9 SOCOM I rstacxcatranteteictetebetateteveseteixisiviadeteisbelatsteiateirivicbxiainisdsbelstelebsiviatsiedeieeaiaas 10 Step 4a WhO Will Fill Out Your PAPDSWOTKE cccsscsceeeeeevevveveveeveceeceeeeeceeeeeeeeeeeeeeeeseeesssess 10 gie OSI ON E E E E ansneninerpoanbeontecateaeteauceannesstneeae 10 Step 4b Fill Out Your Federal FOrm l sssssesesssseeesssssrrrrrrrrrrrrrrrerenesssssrrrrrrrrrrrerrreeeeeesserreens 11 Step 4c Review and Sign Form l 9
4. Single Form W 4 Allowances 0 Add l withholding Not specified Payment Type Check Policies Signed Signed on 06 16 2015 Request to resign policies Sample Sexual Harassment Policy Outdated 28 e snagajob Onboarding User Manual Version 9 20159 Compliance Reporting Paperwork Status Report e To view information on incomplete and out of compliance paperwork click the view all link located on the Incomplete paperwork Dashboard VA Short Pump 02 amp Applicants Employees Last 30 days activity change Company info reports HBG RESTAURANT aaa e d ABC Restaurant Training Manage admin settings Incomplete paperwork view all Interview schedule Actions required April Jones Waiting on employee No upcoming interviews Harvey Green e From this view you will see all paperwork notifications for your location e lf you have access to multiple locations click View details for all locations to see the report for each location you oversee Dashboard Applicants Employees VA Glen Allen 01 change View details for current location View details for all locations VA Glen Allen 01 Paperwork notifications Out of compliance Incomplete 1 0 1 Name Reason Days out of compliance Next step Cecil Graves 317 635 3363 Waiting on Job Details gt 26 Resend email or start now 3 days Understanding the Paperwork Status Report e At the top of the report you will see the total number of
5. Confirm account number Account type Checking Savings Reloadable debit card Don t have this info right now a i Save and continue Save your progress and resume later e f your employee would like to use a pay card that he she purchased on their own any card not issued by your company that employee should choose Direct Deposit as their payment option e On this page the employee will need to provide the routing number associated with that pay card as well as the card number and bank name o To obtain the routing number the employee should contact the card s customer service number typically located on the back of their pay card 17 e snagajob g J Onboarding User Manual Version 9 20159 Step 10 Review and Sign Policies and Procedures e Each of your company s policies will disolay one at a time allowing the employee to read the information and acknowledge the form by checking the checkbox at the bottom of the page e These are the review amp sign policies only o Any policy that requires the employee to complete information will be located in the Manager Review SAMPLE SEXUAL HARASSMENT POLICY process and discussed on page 21 e The employee should click Acknowledge and snagajobr SAMPLE SEXUAL HARASSMENT POLICY continue to move to the next policy ts oy of testo rane a al pees ese gt businessvor apathy aa song disa pproval of nerd aloha appropriate sexual behavior at work all employees mu
6. Original or certified copy of birth certificate bearing ID card issued by federal state or local an official seal government agencies or entities examples include but are not limited to government employee IDs TWICs hunting and fishing licenses and firearms permits Native American tribal document U S Citizen ID Card Form l 197 Identification Card for Use of Resident Citizen in School ID card with a photograph i the United States Form l 179 U S Military card or draft record f Employment authorization document issued by the Military dependent s ID card Department of Homeland Security U S Coast Guard Merchant Mariner Card Native American tribal document Driver s license issued by a Canadian government authority Special Placement Save and continue Form I 9 with complete instructions available in English or Spanish Example of list documentation for an employee who is a citizen of the U S is over 18 years of age and whose company participates in E Verify through the Snagajob platform e The list of documents that will disolay for the employee Is dynamic based on the following o Work authorization status chosen on the Form l 9 Example If an employee indicates that he she is a Citizen of the U S only forms that are applicable to a citizen will disolay Documents such as a Foreign passport would be removed o Age f an employee s date of birth indicates that he she is over 18 years of age
7. Section l essssssssssssssssssssssesesesssssesssesssseeseeeeeeeessssss 12 Step 4d What Document s Will YOU Bring In for Verification esseere 12 Step 5 EEO SSIEIGS INCOM OM esis iananiansiiunaanaduiendavavaansamnsanananndunavunxuendacatanssumndanananndienedonucondacstanna 14 Step 6 Emergency re 011 e arene nr are 14 Step 7 amp 8 Federal amp State TAX OIG sacar nt tec eats 15 aoe AAAA AAA AA A AA 15 ETEF e E ne 16 Step 9 Payment OptiOnS cane ee 17 REOG OOC DEON CC Cis eraa AN EE AEA ANA E A 17 Step 10 Review and Sign Policies ANA Procedures ssrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrens 18 Step 11 Customized QUeStIONS detec ctenmrercaresaeseareatcstnenee atboroaeres eek rvabereicrckanesreineaonrs enna 18 Step 12 Finalize Paperwork and Send TO MANAQET essssrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrerens 18 Mandger ROVISW PrOCO S een E EE E EEEE E E EEE EERE EEEE 20 Aep LO a EE ee 20 Step 2 Launching the Employee PAPErWOTFK sssssrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrerrrrrrrrrrrrrrrrerens 20 Step 3 Job Offer Discrepancy NOPIPICATION eeesssssssrrrrrrrreeeesssssrrrrrrrrtrrrrrerreeessssrrrrrrrrrrrrrns 20 e snagajob Onboarding User Manual Version 9 20159 Step 4 Review Form l9 S6CtiON siisii aiaiai 21 E F WV SC GIO DOC OME ONS p A A 21 SODE FO E O O erore re e ere rE EE E E E EEEE ET 22 STOD ROVI w F7 SGCNON Z saririk ne Er EEEREN E EEEE KEA AEE een enna aera 22 Step 8 Prepare and Attach Documents
8. 23 e Finally you ll browse for the document by clicking Browse or Choose file e Once the upload form is complete click Submit e The electronic version of your signed document will now display on the appropriate section of the Paperwork tab 27 ica snagajob Onboarding User Manual Version 9 20159 Re signing Policies e From the Paperwork tab you are able to allow your current employees to re sign any new or updated policies that are added to your Onboarding account e Todo this click the employee s name to open the record e Click the Paperwork tab e Locate the Policies section at the bottom of the page e Click Request to resign policies e This will generate an email to the employee to complete their paperwork e They will click the link provided in the email enter their password and go through the Policies section only e Once the employee has signed the new or updated documents a new signed on section will disolay with the date the policies were signed and a link to the PDF documents that were viewed Employee details Paperwork Application Assessment Notes Paperwork Status Documents Employee Information Race Ethnicity White Payroll report Gender M Date of birth 07 13 1983 Social Security 6789 Employment verification The employee continues to work for the employer after Form l 9 edit receiving an Employment Authorized result Case 2015167074816CM Federal withholding Filing status
9. Job title Pay rate Location address e Ifthe employee feels the job details are correct he she may click Continue to proceed e lf the employee feels the job details are incorrect he she may select to notify the manager of the discrepancy found o Ifthe employee chooses to notify the manager he she should select the field that they disagree with and the system will notify the manager during the l 9 verification process see page 18 Notify Manager Check the box to indicate which of the below items is incorrect so it can be fixed Start date Job title Location Your manager requests that you continue with the paperwork NOTE Multiple items may be selected by the employee snagajob Onboarding User Manual Version 9 20159 Step 4 Form l 9 Section Step 4a Who Will Fill Out Your Paperwork WHO WILL FILL OUT YOUR PAPERWORK Everyone hired in the United States must complete a Form l 9 Employment Eligibility Verification to document that each new hire is authorized to work in the United States All employees must complete and sign this document no later than the first day of work for pay i will fill out this paperwork A preparer and or translator will assist me in the completion of this form Continue Form 9 with complete instructions available in English or Spanish The employee has the option to choose that they will complete the paperwork on their own or they may have a preparer and or tra
10. and the Federal W 4 form to review instructions Need help Federal Employee s Withholding Allowance Certificate W 4 Filing Status Select a filing Status Single OR married but legally separated Married Married but withhold at higher Single rate Nonresident Alien Check here if your last name differs from that shown on your social security card You must call 1 800 772 1213 for a replacement card o The employee has the ability to complete the Personal Allowances Worksheet within the W 4 completion wizard o The employee will have the ability to review their completed W 4 and sign the form by clicking Submit Form If any edits need to be made throughout the process the employee may click Back or return to the previous page to modify information 15 ica snagajob Onboarding User Manual Version 9 20159 State Tax Forms o State tax forms display based on the employee s location information and the location at your organization where he she will be working Virginia Resident Summary Based on answers you provided we have determined the following withholding form s may apply to you as a resident of Virginia Locality Name Title Status Virginia VA 4 Employee s Income Tax Started Withholding Exemption Certificate o Our tax form solution will automatically account for state reciprocity Over 140 state and local tax forms are supported o NOTE Employees that do not have State or local tax fo
11. answer two security questions This will allow their password to be reset if needed in the future Step 2 Welcome Screen Welcome Harvey This website will help you fill out your necessary paperwork for employment Once created these documents will also be available to you while you are with this specific employer PAPERWORK To do Done gt Job details No completed items yet gt 1 9 gt Equal employment opportunity details gt Emergency contact info gt W 4 gt State tax forms gt Payment options gt Policies amp procedures Start next item e The employee will read the instructions on this page and view their paperwork To do list e The employee will click Start next item to begin the process e snagajob g J Onboarding User Manual Version 9 20159 Step 3 Job Details Agreement ARE THE JOB DETAILS BELOW CORRECT This is the job that you have been offered and have accepted Please either agree to the details below or if something seems incorrect please indicate what s incorrect and leave a comment so your manager may address this quickly Start date 06 08 2015 Job title Busser Pay rate 10 00 Per hour Location 4800 Glen Allen Road Glen Allen VA No and would like to Yes the job details are correct notify the manager now Continue e The job details will disolay based on the information the manager entered when hiring the new employee o Items include Start date
12. notifications you have for a location and how many are Incomplete vs out of compliance e The bottom half of the report will list each employee that is currently in an Incomplete or out of compliance status and the reason this paperwork is considered incomplete e lf the paperwork is out of compliance there may also be a more information icon Click on this icon to receive additional insight on why this reason is a concern and steps you should take to correct the issue 29 e snagajob g J Onboarding User Manual Version 9 20159 Paperwork Audit Report e The Paperwork Audit Report displays a list of all employees and shows if they have completed the following information o Form l 9 o Any policies and procedures included in your company s Onboarding account e The Paperwork Audit Report can be found by hovering over the icon in the upper right corner of the page and clicking Reports VA Short Pump 02 NI Applicants Employees Hi April O v Admin settings Last 30 days activity change Company info My account Reports HE H Help RESTAURANT IRI Sign out e Click the Paperwork Audit Report link listed under the Compliance Report section VA Short Pump 02 amp Applicants Employees Reports Standard Reports Compliance Reports Paperwork Status Report All reports default to the last 28 days Other date ranges can be A real time view of all employees who have not completed their new set while viewing each rep
13. Applicants Employees amp Hi April a v NEW HIRE DETAILS Harvey Green indicated that the job offer had an issue with the job title If you would like to make changes you may do so here Start date 06 08 2015 Job title Busser Location 4800 Glen Allen Road Glen Allen VA 23059 Save and continue e This page will only display if the employee selected to notify the manager of a discrepancy with the job details e You can correct the information if it is inaccurate Once all information is correct click Save and continue e NOTE The start date is very important as it is the date that displays on the l 9 Please be sure to correct this date if if is incorrect 20 e snagajob g J Onboarding User Manual Version 9 20159 Step 4 Review Form l 9 Section VA Short Pump 02 Applicants Employees REVIEW SECTION 1 OF THE FORM I 9 Last Name Family Name First Name Given Name Middle Initial Other Names Used if any Green Harvey N A N A Address Street Number and Name Apt Number City or Town State i 1234 Main Street Glen Allen VA Date of Birth mm dd yyyy U S Social Security Number Telephone Number 07 13 1983 123 45 6789 I am aware that federal law provides for imprisonment and or fines for false statements or use of false documents in connection with the completion of this form attest under penalty of perjury that am check one of the following X A citizen of the U
14. UMENT S WILL YOU BRING FOR VERIFICATION All documents must be unexpired Photocopies of documents are also not acceptable with the exception of a copy of a certified birth certificate Driver s license Other documents AND Social Security card Select your documents on the next page Form I 9 with complete instructions available in English or Spanish e The employee should select the document or set of documents they will bring in to verity their employment eligibility e The most common selection is highlighted for convenience e If the employee would like to provide a different document or set of documents they should select the Other documents option and select the appropriate document s from the pre populated lists see page 13 12 e snagajob g J Onboarding User Manual Version 9 20159 SELECT ONE DOCUMENT FROM LIST A OR ONE DOCUMENT FROM LIST B AND ONE FROM LIST C List A List B and List C U S Passport or U S Passport Card Driver s license issued by a state or outlying Social Security card possession of the United States usually issued by a state department of motor vehicles or similar Certification of Birth Abroad issued by the agency Department of State Form FS 545 ID card issued by a state or outlying possession of Certification of Report of Birth issued by the the United States usually issued similar to driver s Department of State Form DS 1350 licenses but do not include driving privileges
15. allow him her to complete their paperwork o You may now skip to page 6 snagajob Onboarding User Manual Version 9 20159 Hire Companies using Onboarding only e To begin the Onboarding process you must first add your new employee to the Snagajob system e To add your employee click on the Employees tab at the top of your Dashboard e Click the Hire new employee option on the left side of the page e At this point a New employee details form will display o It is important to ensure that the details entered on this page are accurate as this information will be disolayed to the employee during the New Hire paperwork Process Add existing employee New employee details PERSONAL DETAILS HIRE DETAILS Contact Employment First name Middle name Last Mame Work status Part time Full time Salaried Seasonal Position Phone 1 ex 555 555 1212 Select Hire date Phone 2 ex 555 555 1212 Email address Start date Address line 1 Pay rate Per hour Apartment Number Other Shirt size Select Employee number State ZIP code Select Social Security Number Cancel save New Employee Details Form Explained First Last Name Enter the new hire s first and lastname _ Phone Number e Enter the new hire s phone number _ __ _ Z Email Address e Enter the new hire s email address e This will be the employee s username to enter when completing the Onboarding process Address C
16. at a later date Step 12 E Verify e lf yourcompany is participating in E Verify through the Snagajob system please see the E Verify documentation for further instruction 24 snagajob Other Actions Locating the Documents VA ShortPump 02 Applicants Employees Thomas Green No current alerts for click to view your employee list click to view your employee s paperwork Employee details Application Assessment Notes PERSONAL DETAILS Contact Thomas Green 804 578 7898 snagajobuser2 gmail com 100 Leonard Parkway Richmond TN 37604 Emergency Name Chris Wilson Relationship Sibling Phone 555 555 5555 Onboarding User Manual Version 9 20159 Transfer Terminate On Leave amp Print HIRE DETAILS Employment Work status Part time Position Busser Location VA Short Pump Applied date 06 15 2015 Hire date 06 16 2015 Start date 06 16 2015 Wage 10 00 Per hour Other Shirt size Not specified Employee number Not specified e To view information on the employee including their Onboarding paperwork click Employees on the toolbar e From the Employees list locate the employee and click on his her name e Click the Paperwork tab within the employee record to view all paperwork Payroll Report Thomas Green No current alerts for Thomas Employee details Paperwork Application Assessment Notes Paperwork Status Employee Information Race Ethnicit
17. documents such as day care record school report card etc are removed o E Verify If your company is using the E Verify integration through your Snagajob platform any List B document that does not contain a photograph will be removed e tisa requirement of E Verify that all List B documentation contain a photograph 13 e snagajob g J Onboarding User Manual Version 9 20159 Step 5 EEO Self Identification Hi Harvey a v EEO SELF IDENTIFICATION The employer is subject to certain governmental record keeping and reporting requirements for the administration of civil rights laws and regulations In order to comply with these laws the employer invites employees to voluntarily self identify their race or ethnicity Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment The information obtained will be kept confidential and may only be used in accordance with the provisions of applicable laws executive orders and regulations including those that require the information to be summarized and reported to the federal government for civil rights enforcement When reported data will not identify any specific individual What is your gender Male Female What is your date of birth mm dd yyyy 07 13 1983 Are you Hispanic or Latino What is your race ethnicity American Indian or Alaska Native Asian Black or African American Hispanic or Latino Native Hawaiian or Pacif
18. g process from home What If the Employee Can t Locate the Welcome Email e As a manager you have the ability to resend the welcome email to your new employee e lf the employee does not receive the welcome email first verify that the email address on file for the employee Is correct O To verity click the Em ployee ta b Welcome to ABC Restaurant Training You re almost ready to get to work amp i 7 7 D Inbox x o Click the employee s name within the A Snagajob lt info snagajob email com gt 1 41 PM 4 minutes ago E Employee list to me E o View the email address on the O E Employee details tab snagajob aiT o If the email address is correct Have the employee check Dear April their JU n k S PAM m a i fol q er Thank you for your interest in ABC Restaurant Training In order to proceed to the next step in the hiring process we need you to complete some standard paperwork The good If the email is not in the Rigel Sled ele a aa J UN k S PAM maq il fol d er C iC k Thanks for your time We look forward to working together soon resend email at the top of the a a page to send a new email to o Ifthe email address is incorrect Click the blue Edit button on the Employee details tab Change the email address field to reflect the correct email address Click Save at the bottom right of the page Once you have saved the new email address click resend email at the top of the page to send a new email to the employee
19. hortPump 02 Applicants Employees WHAT DOCUMENT S DID THE EMPLOYEE BRING FOR VERIFICATION All documents must be unexpired Photocopies of documents are also not acceptable with the exception of a copy of a certified birth certificate Driver s license AND Social Security card Other documents Select your documents on the next page e You will be asked to confirm the documents that the employee has provided for l 9 verification e Choose the most common option if applicable or choose from the list of documents o For explanation on the list of documents please see page 13 21 snagajob Onboarding User Manual Version 9 20159 Step 6 Form l 9 Section 2 DRIVER S LICENSE SOCIAL SECURITY CARD e Based on the information selected on the previous screen the appropriate fields will display e Complete each field based on the documents presented by the new employee o lf you realize you have selected an incorrect document you may change the document fields by clicking Change documents at the bottom of the page o This will allow you to go back to the list mentioned in Step 5 and select the correct document s Step 7 Review l 9 Section 2 REVIEW 1 9 FORM SECTION 2 Certification at under penalty of perjury that 1 have examined the document s presented by the above named employee 2 the owl t phi above listed documentis appear to be genuine and to relate to the employee named and 3 to the bes
20. ic Islander White Two or More Races waive my opportunity to provide this information Save and continue and allow the manager to observe and report e The employee will receive the opportunity to complete the Equal Employment Opportunity self identification information e If the new hire would like to complete this they can fill out the information and click Save and continue e lf the new hire would like to waive the opportunity to provide the information they may select the option to the bottom left of the page o lf fhe employee waives their opportunity to provide the information the manager will be asked to observe and report the perceived EEO information during the Manager Review process Step 6 Emergency Contact WHO IS YOUR EMERGENCY CONTACT In cases of emergency who would you like your employer to notify of the situation First name Last name Relationship Select Phone number ex 555 555 1212 Save and continue e The employee should complete the emergency contact information and click Save and continue 14 e snagajob Onboarding User Manual Version 9 20159 Step 7 amp 8 Federal amp State Tax Forms e The employee will see a landing page that will disolay the tax forms they are about to complete Need help We have determined the sections below apply to your situation Federal Virginia Resident Federal W 4 o Employee has the ability to switch between the completion wizard
21. int form 1 Harvey Green Started 06 15 2015 Thomas Green Started 06 16 2015 Bill Baker Started 06 10 2015 April Jones Started 06 15 2015 31
22. ity State Zip Code e Enter the new hire s address Work Status e Pre populates to Part time e Can be changed to Full time Salaried or Seasonal Position e Select the employee s position Hire Date amp Start Date e Choose the Hire date and Start date from the calendar dropdown icon located to the right of each field Wage amp Pay Rate e Enter the employee s starting wage e Pay rate will default to per hour o This can be changed to per day per week or per year depending on how your company classifies this information e snagajob Onboarding User Manual Version 9 20159 Starting the Onboarding Process e Your new employee can complete the new hire paperwork one of two ways 1 Complete at Home e Completed before the first day of work preferred method e Employee will click the Start Paperwork link within the welcome email 2 Complete in the Location e Completed on the first day of work e Manager launches the paperwork within their Snagajob account to allow the employee to sign in and complete the new hire paperwork NOTE The welcome email is automatically sent to all employees at time of hire Complete at Home e When your new employee is hired an automatic welcome email is generated from the system and sent to the new employee via email e NOTE The email is sent to the email address listed on the employee s application e The new employee will click Start my paperwork within the email fo complete the Onboardin
23. nited States C Anoncitizen national of the United States See instructions _ A lawful permanent resident Alien Registration Number USCIS Number C An alien authorized to work until expiration date if applicable mm dd yyyy Some aliens may write N A in this field See instructions For aliens authorized to work provide your Alien Registration Number USCIS Number OR Form l 94 Admission Number 1 Alien Registration Number USCIS Number OR 3 D Barcode Do Not Write in This Space 2 Form l 94 Admission Number If you obtained your admission number from CBP in connection with your arrival in the United States include the following Foreign Passport Number Country of Issuance Some aliens may write N A on the Foreign Passport Number and Country of Issuance fields See instructions Signature of Employee Harvey Green smagajob Date mm dd yyyy 06 08 2015 If something above is incorrect 3 Approve and continue allow Harvey to edit section 1 Form I 9 with complete instructions available in English or Spanish e As the manager you will review Section for accuracy e lf the information is incorrect you may click the option at the bottom left to allow the employee to sign in and edit the information on the Form l 9 o The employee will need to sign in to correct the information e Once the information is accurate click Approve and continue Step 5 l 9 Verification Documents VA S
24. nslator complete the paperwork on their behalf If the employee will complete the paperwork on their own they may click Continue If the paperwork will be completed with the assistance of a preparer and or translator the employee or preparer should choose the Preparer Translator option to allow the person assisting the employee to enter their information for the l 9 Preparer Translator In this step the preparer translator will need to enter their information to display in the Preparer Translator Information section of the Form l 9 After the Preparer Translator information is complete he she will complete the employee s Form l 9 Section 1 An email will be sent to the Preparer Translator to allow him her to electronically sign the Form l 9 once completed PREPARER TRANSLATOR INFORMATION To be completed if Section 1 is prepared by a person other than the employee Preparer s first name Preparer s last name Preparer s email address Preparer s address Preparer s city Preparer s state Select Preparer s ZIP code Cance Save and continue Form 1 9 with complete instructions available in English or Spans 10 e snagajob g J Onboarding User Manual Version 9 20159 Step 4b Fill Out Your Federal Form l 9 FILL OUT YOUR FEDERAL FORM l 9 First name given name You MUST use your legal name for first middle last and maiden names Middle inittsl Last name farnily marne Marden name prena
25. opy of the employee s US Passport to be stored alongside his or her Form l 9 Upload a scanned copy Choose File No file chosen Skip upload and wait to E Verify new hire until document is Upload document and continue uploaded Form l 9 with complete instructions available in English or Spanish e E Verify requires that a photo copy of a List A document be uploaded and stored with the Form l 9 e You must make a copy of the document and using a scanner create an electronic file to prepare for upload during the Onboarding process e Once you have chosen the file from your computer click Upload document and continue e If you don t have the document scanned into an electronic version just yet you may skip Upload by choosing the option to the left and upload at a later time o Important E Verify cannot be completed until the document copy is uploaded to the system Step 11 Attach Document s VA ShortPump 02 Applicants Employees ATTACH DOCUMENT S Scan upload and attach each document until the paperwork is complete Select type of document to attach Select File Choose File No file chosen No more documents to attach Save and Continue e In this step you will have the opportunity to upload any of the documents that you printed during Step poe e lf you don t have the items completed and in an electronic format at this time you may click the No more documents fo attach link and add the documents
26. ort hire paperwork Full Applicant Report Fully configurable diagnostics report on the full Talent Acquisition amp Hiring process with success by source position territory or location E Verify Quick Audit Report Just like the E Verify portal s quick audit report this report includes Drop Off Report employee information and case statuses Analytics to more easily understand bottle necks in the application process and where candidates drop out E Verify User Training Report Time to Fill Report An audit of all E Verify s users training Insight report on steps in the hiring process providing full analytics around average position time to fill Exports Applicants User Activity Report Download a CSV file that includes all of your applicants regardless Provides easy audit of Hiring Manager usage and compliance to of status or apply date hiring process best practice standards Employees Login Report Download a CSV file that includes all of your employees regardless Easily track hiring manager activity amp logins of status or hire date Custom Reports Custom Report 1 e The report will run automatically to show all active employees in the location you are viewing e lf there isa green checkmark then the employee has completed the specific document e lf there is ared X then the employee has not completed the specific document 30 e snagajob g J Onboarding User Manual Version 9 20159 Paperwork Audit Re
27. ployee e lf yourcompany has policies or forms that need to be filled out by the employee you may receive an additional documents page e Each form will display as a link that you should click and print for the employee to complete e Once all forms have been completed you will have the opportunity to upload these documents to the employee record o NOTE You must scan the completed documents using a scanner to upload the electronic version Step 9 Pay Card Details PAYCARD DETAILS The employee has requested a pay card as a payment option Pay card number or ID Confirm pay card number or ID Don t have this info right now Save and continue You can add these details later e lf the employee has chosen to be paid via Employer provided pay card you will have the opportunity to enter the appropriate pay card number into the system e lf you don t have the pay card information at this time you will have the opportunity to add this information later o If you don t have the information click the option to the bottom left of the page 23 e snagajob g J Onboarding User Manual Version 9 20159 Step 10 Document Upload NOTE This step only appears if your company is participating in E Verify through the Snagajob program AND your employee has presented a specific List A document for the Form l 9 VA Short Pump 02 Applicants Employees UPLOAD SCANNED US PASSPORT The government requires that you upload a c
28. ployee added will NOT be sent to the payroll provider through the integration Attaching Documents to Employee Record et e If you have added an existing employee to your Thomas Green m shorts Yor Thomas Employee list you will have the option to upload and attach copies of the existing employee s forms to their record e Before attaching your documents you ll need to scan the signed paper document to your computer using a scanner e Once the electronic format is saved to your computer you will locate the employee s record by clicking on their name from the Current employee list e Click on the Paperwork tab and locate the Attach document button at the bottom right of the page e When you select this button you ll receive a modal that will allow you to begin uploading your document s to the Paperwork tab e Start by selecting the type of document you are wanting to upload Upload Document Lb o e You may choose from the list of possible documents Select based on what is currently included in your os Onboarding process aaa e You are not able to upload a document that is not Sample Sexual Harassment Polcy currently a part of your process in the Snagajob Print Form 2 system e Next you ll select the date that the employee signed the document you are about to upload Upload Document W4 Signed date 05 07 2014 May 2014 File Mo Tu We Th Fr Choose File No file chosen 12 13 14 15 16 8 19 20 21 22
29. port This displays the status of each paperwork item for all current employees in the Snagajob system Employees include both new hires in Snagajob AND those manually added as existing employees Paperwork is marked complete one of two ways with the employee s electronic signature or manually uploaded and attached to an employee s account View details for current location View details for all locations 02 VA Short Pump Name Form l 9 Sample Sexual Harassment Policy Print form 1 Harvey Green yY Started 06 15 2015 Thomas Green Y Started 06 16 2015 Bill Baker Started 06 10 2015 April Jones Started 06 15 2015 e fyou have access to multiple locations you may switch to view all of your locations by clicking the View details for all locations link at the top right corner Paperwork Audit Report This displays the status of each paperwork item for all current employees in the Snagajob system Employees include both new hires in Snagajob AND those manually added as existing employees Paperwork is marked complete one of two ways with the employee s electronic signature or manually uploaded and attached to an employee s account View details for current location View details for all locations e This will disolay the same report but for each location that you oversee 03 VA Midlothian Name Print form 1 Stephanie Test Started 12 31 1969 02 VA Short Pump Name Sample Sexual Harassment Policy Pr
30. rms to complete will not be prompted fo fill out state or local tax forms e All fields within the Federal W 4 and State Local forms are validated and required 16 e snagajob g J Onboarding User Manual Version 9 20159 Step 9 Payment Options SELECT PAYMENT OPTIONS DETAILS Check If you choose paycheck you will receive your wages in the form of a paper document that you will need to cash or deposit on your own Direct Deposit if you choose direct deposit you w your bank account number or your reloadable debit card pay card account number as well as the associated routing number Employer provided Pay Card If you choose payroll card you will be assigne f card e f more than one payment option is available at your organization the employee must select their preferred payment method from the dropdown and click Save and continue o Ifcheck or employer provided pay card is selected no additional information will be required from the employee o lf direct deposit is selected the employee will proceed to the direct deposit page to enter their account information Reloadable Debit Cards DIRECT DEPOSIT ACCOUNT DETAILS Please enter the details of the bank account where you would like your pay deposited Bank name YOUR NAME Address City State Postal Code Routing number Pay To FOR SIGN Cccccccee 00000000000 Confirm routing number po E Routing number Account number Account number
31. rocess you must first hire your new employee To hire click the Hire button at the top right of the application e At this point a new hire form will display Decline April o It is important to ensure that the details entered on this page are accurate as this information will be displayed to the employee during the new hire paperwork process Transfer Make offer to April Jones Position Crew Member Work status Part time Full time Salaried Seasonal Hire date Start date Pay rate Per hour Employee number New Hire Form Explained Position e Populates from the application e You can change this position using the dropdown o NOTE Positions listed in the dropdown are specific to your organization e You can change this to Full time Salaried or Seasonal dropdown icon located to the right of each field Wage amp Pay Rate e Enter the employee s starting wage e Pay rate will default to per hour o You can change this to per day per week or per year based on how your company classifies this information Employee Number e You can enter the employee number in this field o Ifyou don t have the employee number at the time of hire you can leave it blank and add it to the employee record later in the process e Once the hire details are complete and accurate click the blue Hire button at the bottom right of the page to save the employee record e At this time a welcome email will be sent to the new hire to
32. rriag last nare Lest the address where you currently live Do not provide a Post Office Box address P O Box State Select ZIP code Date of birth immidd yyy Social Security attest under penalty of perjury thet am citizen of the United States Anoncitizen national of the United States A loetul permanent resident An lien suthorzed to work am aware that federal law provides for imprisonment andor fines for false statements of use of false documents m connection with the completion of this form Form arith complies inatructions available in Engan or Seanian e The Form l 9 Section 1 information should be completed by the employee or the preparer if applicable e Help text will disolay for the employee as they are completing the fields 11 snagajob Onboarding User Manual Version 9 20159 Step 4c Review and Sign Form l 9 Section REVIEW AND SIGN FORM l 9 COMPLETED WITH YOUR DATA Last Name Family Name First Name Given Name Middle Initial Other Names Used if any Green Harvey Address Street Number and Name Apt Number City or Town State 1234 Main Street Glen Allen VA Date of Birth mm dd yyyy U S Social Security Number E mail Address Telephone Number 07 13 1983 123 45 6789 am aware that federal law provides for imprisonment and or fines for false statements or use of false documents in connection with the completion of this form attest under penalt
33. st avoid any action or conduct which could be wed ih t e After all policies have been acknowledged the employee will electronically sign an acknowledgement page by clicking the a p yellow CLICK TO SIGN button sports o elar ie cay om Ie rarase Dat he have read and agres to the above information e The system will ask the employee to enter their password and Set Signature to sign the forms o A digital signature will be placed at the bottom of the last page of each policy Step 11 Customized Questions e The customized questions panel allows your organization to add a few company specific questions e lf your company is utilizing this feature the questions will appear for the employee to answer Step 12 Finalize Paperwork and Send to Manager Hi Harvey a v POLICIES amp PROCEDURES COMPLETE S All policies and procedures have now been reviewed acknowledged and signed Finalize paperwork and send to manager Click the button below to send your documents to your manager Send to manager e After all steps are complete the employee will finalize their paperwork by clicking the blue Send to manager button e At this point the employee s portion of the paperwork is now complete 18 snagajob Onboarding User Manual Version 9 20159 PAPERWORK COMPLETE You have completed all of your assigned tasks and you may now close your browser Remember to bring your documents Your manager will need yo
34. t of my knowledge the employee is authorized to work in the United States The emptoyee s first day of employment mmn dd yyyy 4 See instructions for exemptions Sqrwure ot E Dato mod Th un or Autorzed Represenutwe Ite of Employer or Autionzed Reprevenipve Manager Enpioyers Business o Organizator Name Onboarding raming e In this step you will review the information entered for accuracy e Any information listed in blue can be modified by clicking on the text e Once you ve verified the information is correct click the yellow CLICK TO SIGN button to sign the form o You will be asked to enter your password to set the signature e NTOE Please pay close attention to the Start Date listed on the l 9 This is the final chance to ensure that the start date is correct and the l 9 is compliant 22 snagajob Onboarding User Manual Version 9 20159 Step 8 Prepare and Attach Documents VA Short Pump 02 YY Applicants Employees PREPARE TO ATTACH ADDITIONAL DOCUMENTS The item s below should be scanned then attached to complete the employee s paperwork Print or otherwise prepare each item to be completed by the employee Print form 1 After the employee has completed the above item s scan and attach each on the employee s paperwork tab IMPORTANT If a signature is required please ensure the employee signs the document before it is attached Documents that are to be scanned will NOT be digitally signed by the em
35. tion to have your existing employee review and acknowledge your existing Onboarding policies procedures VA Short Pump 02 PN Applicants New employee details PERSONAL DETAILS Contact First name Middle name Phone 1 ex 555 555 1212 Phone 2 ex 555 555 1212 Email address Address line 1 Apartment Number ZIP code Would you like to add policies to this employee Yes No Employees Last name HIRE DETAILS Employment Work status Part time Full time Position Select Hire date Start date Pay rate Salaried Seasonal Per hour Other Shirt size Select Employee number Social Security Number e lf you d like the employee to electronically acknowledge these pages select Yes and click Save to complete the employee record e If you do not want your current employee to electronically sign your policies ensure that No is selected and click Save to complete the employee record e lf you selected Yes for the policies question the employee will receive an email to log in and review the updated policies 26 e snagajob Onboarding User Manual Version 9 20159 e NOTE Your existing employees will not have the opportunity to complete any of the other paperwork in your Onboarding account The only option you will have is to allow them to complete your company s policies e NOTE If your Snagajob account is integrated with your payroll system any existing em
36. ur documents to finish the paperwork so remember these the next time you come to work Drivers License Social Security Card Return to home After submission the system will remind the employee of the verification document s they specified during the l 9 process e The employee may now sign out of the Onboarding portal IMPORTANT e The employee will have access to review the policies and procedures signed throughout this process for as long as they are a current employee with your organization e The employee will not have the ability fo modify any documents completed during the Onboarding process 19 e snagajob g J Onboarding User Manual Version 9 20159 Manager Review Process Step 1 Log In e Signin to your Snagajob Hiring Manager account Step 2 Launching the Employee Paperwork VA Short Pump 02 Applicants Employees Last 30 days activity change Company info reports RESTAURANT IEA ABC Restaurant Training Manage admin settings Incomplete paperwork view all Interview schedule Actions required Waiting on employee No upcoming interviews April Jones e Locate the employee s name on your Incomplete paperwork Dashboard o The employee s name will be listed under Action required e Click the employee s name when you are ready to launch the Manager Review o This is typically conducted on the employee s first day of work Step 3 Job Offer Discrepancy Notification VA Short Pump 02 a
37. y White Gender M Date of birth 07 13 1983 Social Security 6789 Transfer Terminate On Leave amp Print Documents Payroll report e On the Paperwork tab click the first link fo open a payroll report e This report will display all information that your payroll department may need to process the new employee e This report displays only the information for the employee you are viewing at that time 25 snagajob Adding an Existing Employee Applicants VA Short Pump 02 Status Current Former Leave of Absence Incomplete Paperwork Action Required Employees Thomas Green Hired 06 16 2015 Position Busser April Jones Hired 06 15 2015 Position Crew Member Waiting On Add existing employee Bill Baker Hired 06 10 2015 Position Server SORT BY Phone 804 578 7898 Phone 804 525 2092 Phone 804 897 6787 Onboarding User Manual Version 9 20159 First name Last name v Date hired Position Action required e lf you choose to do so you have the ability to add your existing employees to your Current employee list e This action is completed within the Employee tab e Click on the Employee tab and click the Add existing employee button to the left side of the page e This will bring you to a blank Employee details page e Complete the required fields on this page to build the employee profile e At the bottom of the page you are given the op
38. y of perjury that am check one of the following 7 A citizen of the United States _ Anoncitizen national of the United States See instructions _ A lawful permanent resident Alien Registration Number USCIS Number C An alien authorized to work until expiration date if applicable mmidd yyyy Some aliens may write N A in this field See instructions For aliens authorized to work provide your Alien Registration Number USCIS Number OR Form l 94 Admission Number 1 Alien Registration Number USCIS Number OR Do Not Write in This Space 2 Form l 94 Admission Number If you obtained your admission number from CBP in connection with your arrival in the United States include the following Foreign Passport Number Country of Issuance Some aliens may write N A on the Foreign Passport Number and Country of Issuance fields See instructions Sorano rr CERTS ow meen 06 0872018 Form 9 with complete instructions available in English or Spanish e Employee should review the completed Section 1 information e Any information in blue text may be modified by clicking on the text e Once the information is accurate the employee should click the yellow CLICK TO SIGN button to sign the form o The system will ask the employee to enter their password and click Set Signature to complete the electronic signature Step 4d What Document s Will You Bring In for Verification WHAT DOC
Download Pdf Manuals
Related Search