Module 4 Hiring. Now your compliance specialist takes over. They will click More Actions > Move.

Transcription

1 Now your compliance specialist takes over. They will click More Actions > Move. Note: The following few steps are performed by the Compliance Specialist and NOT THE MANAGER. The Taleo interface may look a bit different because these screen shots were taken from the Compliance Specialist s account. The Action Dialog box displays. AIS will select Pending Results. 1

2 The Compliance Specialist will verify the social security number, background check, Green/Red light, rehire status, and complete the background check/drug screen. After the Compliance Specialist has completed all the above steps, they will select Go notice or they will reject the applicant. One you have received your Go notice , you have talked to your regional manager, and you have agreed on a salary and a start date for the applicant, you will then call the applicant and extend the offer pending the completion of the background check. Explain to the applicant about the two new hire s that they will be receiving shortly. There will be an that says welcome to the team, here is your new hire and benefits paperwork and an E&Y Tax credit survey to complete. Inform the applicant that they will need to check their regularly to make sure that they get this information and that they complete the on boarding paperwork before they show up for their first day of work. If the candidate has any questions or cannot complete the paperwork before their start date, have them call you. 2

3 AIS will send a green light if you can proceed or a red light if you need to wait until the background check is completed. When you receive the Go Notice , which means the Green light, drug screen, and DOT physical (when required) are complete. After the Manager has completed the verbal offer the manager s next step is to log into Taleo and go to the candidate s profile. Click the + sign next to the candidate s name. Verify that the hiring store is correct. Note: If the hiring store is not correct, call your recruiter before proceeding or the hiring s will go to the wrong store. If you do not get a GO notice because of a failed background or failed drug screen, proceed with the reject steps outlined in module two page 16. 3

4 From here, choose the More Actions dropdown and select Move. You will be moving the applicant from Go notice status to Forward to Regional Manager & Recruiter which is the correspondence that you have hired the applicant. Select the Send Correspondence check box and click Done. 4

5 The Correspondence Wizard displays. In the What would you like to do? drop down, select Hired to send the applicant a hired letter. In the Select a delivery method drop down, select as the delivery method. When finished, click Continue 5

6 Click Continue again. The Message Preview displays. Click Edit to edit this Hire letter. 6

7 The Hire letter displays. Click the Enlarged View icon to enlarge the view of the letter. The Hire letter displays in the expanded view. Edit the start date, the rate of pay, and budgeted hours. When finished, click the Normal View button in the upper right hand corner of the document. 7

8 The Correspondence Wizard displays again, click Done. Review the letter and then click Send. 8

9 The Sending Options dialog box displays. The Send message to current recipient only radio button is selected by default. Leave this selected and click Done. The applicants Resume page displays. Click the Tracking tab to check the current status of this applicant s progress. The Tracking page displays. We can see that the letter has been sent. If necessary, click the hyperlink to see a copy of the letter. 9

10 The next step is to move the applicant to Onboarding. To do this, select the More Actions drop down and click Change Status. The Action Dialog box displays. Select the Start Onboarding Process check box. Note: This box MUST be checked or the applicant will not move to Onboarding. 10

11 Select the Calendar icon and choose the start date and time of when the onboarding process will start. When finished, click Done. Note: You MUST select the start date and time so Taleo knows when to send the Onboarding s. The Action Dialog box displays again. Conform the start date and time of the onboarding and click Done. 11

12 The Tracking page is displayed with the update showing that the on boarding has been scheduled. When finished reviewing this page, click the Close button. The Candidate List page displays. Click the Back to Requisition List button. The My Requisitions page displays. Click the Back to Menu button. 12

13 The Taleo main menu displays. Click the View my Onboarding Processes link. The Onboarding WebTop page displays. In the Task List, click Execute adjacent to the New Hire Information/Status Change Form. 13

14 The New Hire Information/Status Change Form displays. This is the form that generates all the document paperwork that the new hire will need to complete from home prior to their first day of employment. Note: Mandatory fields are marked with a red square and must be filled out. Verify all the information in the form and complete any fields that are missing data. Note: If an additional VP signature is required, there will be a box displayed at the bottom of the form that the Regional Manager completes and they will check that box. 14

15 Scroll down and enter your store number or last name in the Electronic Signature & Date field and then click the Date of Electronic Signature block to select today s date. After checking all fields on the form and entering today s date and you store number or last name, click the Submit button. The Onboarding WebTop pages displays. In the Onboarding Processes field, you can check the progress of the applicant by looking at the Progression filed. This field will update as the applicant completes the various onboarding documents. Next, in the Onboarding Processes field, click the new hires name. 15

16 The New Hire Applicant page displays. This page allows you to see process information related to this new hire. Scroll down the page to see the status of each document required to be completed as part of the onboarding process. If the applicant completes all the forms listed on this list that they are responsible for, it would account for 70% of the total in the Progression bar. Once the GM completes the I9 and post medical the percentage goes up to 78%. The manager has to fax in the correct forms, two id s, signed policy acknowledgement form, E&Y if eligible and state tax forms where needed and AIS has to input the new hire into the system for the progression bar to display 100%. You can go into ART, choose reports, under employee reports on the bottom, and select active employee user codes for the POS code. Note: Call the new hire a few days before their scheduled start date to make sure that they are at 70% complete with all their forms before they show up for their first day of work. When finished viewing The New Hire Applicant page displays page, click Sign Out. 16

17 The Taleo Enterprise Edition main page displays. On the first day that your new hire is scheduled to start work, the manager will receive two s directing them back to the Onboarding WebTop in Taleo. 17

18 These s will direct you to complete the I-9 form and the post Employment Offer Medical Inquiry form. To complete the I-9 form, click the Onboarding Task link in the Onboarding Task: U.S. Form I-9 Employer . The Onboarding WebTop page displays. Click the Execute link adjacent to US Form I-9 Employer. The I-9 form displays. Review the list of acceptable documents. 18

19 Scroll down to the bottom of the I-9 form and click Continue. Enter the documents required to establish identity and establish employment authorization as required. 19

20 When finished, scroll to the bottom of the page and enter your store number or last name, your title, company name, company address, and employer signature date. Use your store number or last name to approve, select today s date and then click the Submit button. The Onboarding WebTop page displays. Click the Hiring Manager Authorization - Post Employment Offer Medical Inquiry Execute link. 20

21 The Post Employment Offer Medical Inquiry page displays. Carefully review all the information on the form about possible pre-existing medical conditions that the new hire may have that could jeopardize their safety or the safety of others in performing their job. If you have any questions about what to do if the applicant has listed anything on their medical questionnaire, call Employee Relations. Do not rescind an offer or take any employment action based upon information in the Post Offer Medical Inquiry without first talking to Employee Relations. After reviewing the entire document, scroll to the bottom and enter your store number or last name and click the Submit button. 21

22 The Onboarding WebTop pages displays and the applicant is now at 78% complete. When you are finished reviewing all necessary documents, click the Sign out link at the top right of the page. The Taleo main page displays. Click the Manager WebTop link. 22

23 The Taleo main menu displays. Click the Requisitions link. The Requisition page displays. Go to your candidates by clicking the number below the candidate s icon. The Candidate page displays. Click the Hire tab. 23

24 To find the candidate that is now your new hire, you will have to change the value drop down from True to False and click the Refresh button. The list of Candidates displays. When you find your candidate, click their name. The candidate s information page will open. By default their information will open on the Tracking tab. Click the Screening tab. 24

25 The candidates Screening page displays. To determine if this new hire is eligible for the work opportunity tax credit, scroll down to the Regulatory Services field and click the Completed link. The Tax Credit Assessment page displays. Check the Results fields to see if this new hire qualifies for the tax credit. If the new hire qualifies for the tax credit, click the Send Offer Data & View Printable Tax Credit Forms link. 25

26 The forms necessary for you to complete the tax credit will display. When finished, print this document and have the new hire complete this form. After the new hire completes all the steps required in Taleo, the Manager should review all the required onboarding forms and fax the following documents to your onboarding specialist. 1. Completed I-9 Form with copies of documents establishing identity and employment authorization. 2. Signed policy manual acknowledgement 3. State withholding form (if applicable) Note: All driving positions are required to fill out the DOT packet. This is separate from all Onboarding forms and MUST be completed. Fax all DOT paperwork to your DOT department. Mail the following original documents 1. Signed Policy Manual Acknowledgement 2. All Ernst & Young work opportunity tax credit (WOTC) forms (Form 8850 and W4) with original signature.place the above documents in the blue envelope EDP 606 and mailed within 24 hours of the hire date to: Aaron s Inc Cobb Place Blvd. Kennesaw, Ga Attn: Associate Information Services (AIS) Department. 26

27 You should get an saying the new hire is now loaded in payroll. 27