/
Intellatek New Hire Checklist / Employee Onboarding

Intellatek New Hire Checklist / Employee Onboarding

Owned by Ciara
Last updated: Jul 10, 2023 by Bejay Palazzolo

Intellatek office manager -  complete the below checklist for Intellatek new hires 



NEW HIRE ONBOARDING CHECKLIST

Employee: ________________________________

Start date: __________

  • Send Welcome email (see below)
  • Signed Offer Letter
  • Employee Handbook- Signed/dated pages 12, 14, & 46
  • Professional Photo for Badge
  • Personnel Info Sheet
  • I-9
  • Two Forms of ID – See attached list of acceptable documents
  • Need Fingerprinting: Applicable / Not Applicable
  • School Payroll Services Online Onboarding – Login will be sent via email (will also be used to clock in/out)
  • Tech Equipment Agreement: Applicable / Not Applicable
  • Check Out Office Key/ School Keys/ Access to Vivint
  • Benefits
  • TROOP Time Off Site Login
  • Order Intellatek Shirts : Shirt Size _____ 

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

  • Save all documents you receive back to the employee's HR folder on the LLC drive. Once you receive the two forms of ID and the I9 back, complete the employer portion of the I9 and send it with the forms of ID and signed offer letter to Michelle Walker. She will onboard them in Asure and a login email will be sent to the employee. They will need to complete their W2, and then Michelle can complete their enrollment. The employee will then need to log back in to complete the rest of their onboarding and enter their direct deposit if they choose.
  • The Benefits election form needs to be sent to Trina Newton at Distinctive insurance trina@distinctive.net 
    • She will send back an updated spreadsheet. Forward the updated spreadsheet to Michelle Walker at Academica and Karie Shook at School Payroll Services (karie@schoolpayrollservices.com)
  • If the employee needs to be fingerprinted (anyone who will be visiting schools), a completed waiver needs to be sent over to Crystal Thiriot at Academica Crystal.Thiriot@academicanv.com (she is over teacher recruitment and licensure) who will set them up for fingerprinting at Fingerprinting Pros. Once she gives you the OK, call Fingerprinting Pros and ask to speak with Anthony to prepay with a credit card for the employee (it should be about $60). Then let the employee they can stop by Fingerprinting Pros to complete their background check. 
  • Submit a zendesk ticket for school payroll services asking to give you access to the new hire's timesheets
  • Ensure you have a professional badge photo and create employee badge





Welcome Email: (attach the applicable documents from below to this email - IF CURRENT)

Hi _______,


We are happy to have you joining our team! Please take a few moments to review the attached documents and return the below listed items:

  • Completed I-9 (access here: https://www.uscis.gov/sites/default/files/document/forms/i-9-paper-version.pdf )
  • Two acceptable forms of ID
  • Completed Personnel/Employment Info Form
  • Benefits Election form
  • Shirt size:_____
  • Professional Photo for your Intellatek badge (a photo against a blank wall will suffice)
  • Civil Waiver for fingerprint background check
  • Signed copies of pages 12 (non-compete agreement), 14 (acknowledges you are not signing under duress or coercion), & 47 (acknowledgement of the agreement and listed provisions) in the Handbook
    • Days roll over and cap out at 20 accrued days.
    • Please note that there has been an update to the PTO section– you will start with 5 days of PTO, 10 days at the start of the following fiscal year in _____, and 15 days each year after that.

Once the above mentioned documents are returned, you will be sent an email with login instructions to https://online8.asurehcm.com/SysForms/Login.aspx?sid where you will enter your direct deposit information (if you’d like it) and complete your onboarding. You will also use this portal to clock in and out each day to track your hours. If you happen to miss a punch, please email me with the date and correct time(s). There is an app, but we have found that using the website is much more reliable.

Paydays will fall on the 15th and last day of the month. Employees will be paid on the last business day prior to any payday that happens to fall on a weekend or holiday.

I have included Tina Clark, our Account Manager, on this email. Please copy her on your response with the completed onboarding documents.

Please give me a call if you have any questions