MANAGERS’

CHECK LIST FOR PRE-EMPLOYMENT & NEW EMPLOYEES

LETTER OF OFFER / ACCEPTANCE / • To be completed before any other new hire paperwork is started or completed.
• Must be accepted before pre-employment physicals are scheduled.
• Template Letters available on: Nuvalues.unmc.edu - Click on Staffing>Sample Letters & Attachments
• Questions call HR Employment 9-4070 or your HR Recruiting Representative
BACKGROUND CHECK / • Must be completed by all new hires, internal or external and/or current employees making a job change, prior to the employees start date and after an offer of employment has been accepted.
• Temporary UNMC employees are not required, but strongly recommended.
• Instructions are found on nuvalues.unmc.edu - Click Staffing>Background Checking
• Questions call HR Employment 9-4070 or your HR Recruiting Representative
NE DEPT OF HEALTH & HUMAN SERVICES CHECK / *Check Position Description for Compliance Requirement*
• Must be completed on line all new hires, internal or external and/or current employees as part of their background check when employee/new hire has direct contact with patients, children and/or vulnerable adults.
• Temporary UNMC employees are not required, but strongly recommended.
• Must be completed prior to the employees start date and after an offer of employment has been accepted.
• Processed automatically with Background Check Request.
• Questions call HR Employment 9-4070 or your HR Recruiting Representative
PRE-EMPLOYMENT PHYSICALS (If Applicable) / • Pre-Employment Physical, if applicable,(refer to Compliance section of the job description) will be scheduled by the hiring department with Employee Health NHS located at 42nd & Dewey, Zip 7526, Ph. #552-3563 (1st Floor / Lobby at Clarkson).
• Physicals should be completed prior to the employee's start date.
• Prospective employee should arrive for their appointment with completed “Request for Pre-Placement Physical Exam Form”, as well as a copy of the job description for the applicable position.
If the position involves working with animals, an on-line questionnaire must be completed prior to arriving for the physical. This document can be found on: rss.unmc.edu>log in with lotus notes password.
If new employee, email paraujo.unmc.edu and request an LDAP account to obtain log in information)
Log on>cover Comparative Med, Animal Contact Form> complete and submit. Completed form goes directly to Employee Health.
• Order Forms on SAP (stock transfer order), Material #103770 or call General Supply 9-5220 for “Request for Pre-PlacementPhysical Exam” form. (packs of ten)
• Pre-employment physical results are sent to HR Employment Office by Employee Health.
• HR Employment will notify the department if the employee is qualified for restricted or unrestricted work.
NEW HIRE FORM / • To be completed by the department PAF Coordinator.
• Forms are found on SAP – Sapphire Search - sapphire.nebraska.edu
• Click on Business Forms>UNMC Forms - locate New Hire Form at the bottom of the page.
• Send completed original form to HR Records, Zip 5470.
• Questions call 9-4391 or 9-4216
I-9 FORM / • To be completed by the department PAF Coordinator.
• Forms are found on SAP – Sapphire Search - sapphire.nebraska.edu
• Click on Business Forms>UNMC Forms - locate I-9 Form at the bottom of the page.
• Employee is required to show proper ID when completing this form. List of acceptable ID's are found on the form.
• Must send original I-9 with copied ID to HR Records, Zip 5470 (within 3 days of hire start date).
• Questions call Employee Records at 9-4391 or 9-4216
W-4 FORM / • To be completed by the employee.
• Forms are found on SAP – Sapphire Search - sapphire.nebraska.edu
• Click on Business Forms>UNMC Forms - locate W4 Form under Payroll/Time Management>IRS Forms.
• Send original W4 to Payroll Department, Zip 5000.
• Questions call Employee Records at 9-7462.
DIRECT DEPOSIT FORM / • To be completed by the employee.
• Forms are found on SAP – Sapphire Search - sapphire.nebraska.edu
• Click on Business Forms>UNMC Forms>Human Resources - locate Payroll Direct Deposit Form under Payroll Direct Deposit.
• Send original form with a deposit slip to the Payroll Department, Zip 5000.
• Questions call Payroll at 9-7462.
COMPUTER ACCESS / Can be set up two ways
• PAF functions on the ESS site. Once a new hire is entered into SAP, the PAF Coordinator can set them up for NEO, click on the "request ID" button
OR
• Use the link
• Questions: Call the IT Help Desk at 9-7700
NEW HIRE ORIENTATION (NEO) / • NEO takes place once a month on the last Wednesday of the month.
• Register new hires for NEO on line at unmc.edu/hr
• Select Human Resources, then Employee Self Service (ESS) MedicalCenter.
• Enter user name and password (PAF Coordinator Lotus notes user ID).
• Select PAF Administrators/Orientation Registration - follow directions then click submit, when completed.
• Questions call HR Employee Relations at 9-4371.
ID CARDS / • New Employees may obtain an ID badge within 24 hours of being entered into SAP
• Badge photos are taken at the StudentLifeCenter, located at 3908 Jones Street,
Room 1027.
• Arrange building access through area access representative.
• Area access representative contacts ID office for access to be added to badge.
• No fee for new badges or replacement if old badge is returned.
• $15 fee to replace a lost badge.
• Questions, hours of operation or appointments call 9-8414.
DEPARTMENT KEY(S) / • Department completes a yellow key card, signed by designated key card signer.
• Department returns the yellow card to Security with the appropriate deposit, Zip 7805
OR
• Bring to Security in person, located in the Academic Research and ServicesBuilding - entrance on southwest corner of building.
• Department can order a supply of yellow key cards from Security.
• Key deposits are $15 for master keys and $10 for others and may be paid for with cash, check or charged to the department cost center.
• Keys must be picked up in person.
• Questions call Security at 9-4439 or 9-5842.
EMPLOYEE PARKING / • Parking Request Forms can be found on unmc.edu/ess/secure/parking
• Log in with Lotus Notes user name and password (department administrator if no Lotus Notes account)
• Select Parking>Forms>Parking Application
• Employee Completes form and Manager signs request
• Send completed form to Parking Administration, Zip 5001
OR
• Bring to Parking Administration, located in the ADC Building at 40th & Dewey, 2nd floor
• Questions call 9-5842