Hiring a New Employee

Hiring a New Staff Employee (Regular-Status or Extended Temporary)
Once HRS finalizes the hiring of a new employee within your department, you will receive a completed requisition form.  The requisition form contains the position information as well as the new employee’s starting date, salary, social security number, and date of birth.  You should also receive the employee’s application form and resume from the unit administrator or interview chair.  With this information, you can begin the onboarding process. 

It is important that everything is set up for the new employees before their first day.  HRS should receive the appropriate paperwork before the employee arrives.  This helps ensure they have access to email, Bison, and other necessary Gallaudet databases on their first day.  HRS has an onboarding guide to assist you in preparing for the new employees.

Procedures:

  1. Prepare a letter of hire to the new employee.  The letter of hire should contain the wage acknowledgment notice.
  2. Send the letter of hire to the new employee.  Since the new employee must sign the letter, it is recommended to send to letter of hire through Echo Sign (gallaudet.echosign.edu).  Echo Sign is the currently the quickest way to obtain the employee’s signature. 
  3. Please also send the Federal tax form, state tax form (VA, DC, MD, PA, DE, or WV only), I9 form, employee data sheet, and direct deposit form. The employee can complete the forms electronically or send it to the department.  These forms are also available on Echo Sign.  If using Echo Sign, the employee will not be able to complete the SSN on the forms due to security reasons.  You would need to fill that in upon receipt. 
  4. Prepare the Personnel Action Form (PAF) for the new employee and attach a copy of the letter of hire (with the employee’s signature), the forms mentioned in #3, and the new employee’s job description.  The PAF must then be signed by the unit administrator, senior administrator, and for some divisions, the administrative officer (you can check with the unit administrator or Director of HRS if you are unsure).    
  5. Send an email to benefits@gallaudet.edu to set up the benefits orientation for the employee.
  6. One week before the new employees’ starting date, check in to see the status of the PAF.  It should be received at least three business days before the new employee is scheduled to start.
  7. Use the onboarding guide to help ensure that all necessary actions have been taken to ensure a smooth first day for the new employee.  The guide is found here: http://www.gallaudet.edu/human-resources/new-employees-onboarding/managers-checklist-for-new-employees.

Hiring a New Temporary Employee (120-day, On-Call, Substitute, etc)
When the department selects an individual to work as a short-term temporary employee, a Personnel Action Form (PAF) is necessary to initiate the hire.  A letter of hire (with the employee’s signature) must be attached to the PAF.  Please note that short-term temporary employees may be eligible for health insurance if they are expected to work 30 hours per week or 130 hours per month for at least 90 days.  In addition, they will earn one hour of sick leave for every 37 hours worked.  However, they cannot begin using sick leave until after 90 days of hire.

The unit administrator and senior administrator should sign the PAF before it is delivered to HRS.  

Procedures:

  1. Prepare a letter of hire to the new employee.  The sample letter is currently available on Google Drive (please send an email to hrs@gallaudet.edu if you do not have access to the sample letters).  The letter of hire should contain the wage acknowledgment notice.
  2. Send the letter of hire to the new employee.  Since the new employee must sign the letter, it is recommended to send to letter of hire through Echo Sign (gallaudet.echosign.edu).  Echo Sign is the currently the quickest way to obtain the employee’s signature. 
  3. Please also send the Federal tax form, state tax form (VA, DC, MD, PA, DE, or WV only), I9 form, employee data sheet, and direct deposit form. The employee can complete the forms electronically or mail it to department.  These forms are also available on Echo Sign.  If using Echo Sign, the employee will not be able to complete the SSN on the forms due to security reasons.  You would need to fill that in upon receipt. 
  4. Prepare the Personnel Action Form (PAF) for the new employee and attach a copy of the letter of hire (with the employee’s signature), the forms mentioned in #3, and the new employee’s job description.  The PAF must then be signed by the unit administrator and senior administrator.
  5. One week before the new employees’ starting date, check in to see the status of the PAF.  It should be received at least two business days before the new employee is scheduled to start.

 

Gallaudet

800 Florida Avenue NE
Washington, DC 20002

Gallaudet

800 Florida Avenue NE
Washington, DC 20002