The document provides an overview of new hire paperwork for temporary public works employees, including the hire form, I-9, and W-4 forms. It details what information needs to be filled out on each form, such as personal information, identification documents, tax forms, and job details. The new hire orientation agenda is also summarized, outlining topics that will be covered such as the city structure, public works overview, payroll, policies, and employee safety training.

1. Public Works Temporary
New Hire Training
March 15, 2012

2. Overview of New Hire Form, I-9 and W-4,
and Job Change Forms
Millicent Flowers

3. The three most important forms to
fill out in the Hire Packet:
• Hire Form
• I-9
• W-4

4. The Hire Form.
You must fill this
form out completely
for all new,
temporary
employees. If the
employees worked
for the City in the
past, please fill out a
REHIRE job change
form.

5. Fill out every line and box. Add the Hire
Date. Don’t forget to have the new
employee include their ssn, marital status
and phone numbers. Please indicate TEMP,
INTERN or RE-HIRE in the upper right!
Inter
n

6. •Please include the expected job end date if
employee is temporary.
•There is NO position number for temp
employees.
•Specify YOUR Dept. Code. DO NOT write
‘Water Dept.’ OR ‘Paving’.
•Enter the Job Code, and job description.
•Please enter hours per week, FICA, Union Code and the classified
indicator (Classified, Unclassified, Permit or Temporary).

7. Important!!
• Include the Pay Group, Salary Plan, Salary
Grade, Step AND Compensation Rate!
• Make sure you include the Earnings
Distribution Code.

8. The I-9 form.
Federal law requires
every employer to verify
the identity of every
prospective employee by
completing the Form I-9.
You can get a copy of the
Handbook for Employers
here:
http://www.uscis.gov/files/form/m-
274.pdf

9. *Please read the instructions on the form!*
Fill out each space in Section 1. Make sure the
employee writes CLEARLY. This is a federal
document, and will not be kept in the employees
file!

10. In Section 2, use a passport or Driver’s license and
social security card, or appropriate combination(see
the list on the following slide). Include the issuing
authority, document #, AND the expiration date, if
any.
Please DATE the certification section (see highlight)
and sign and include the address of the workplace!

11. This is the list of
documents that the
employee may use for
identification
purposes on the I-9
form.

12. Don’t fill out section 3.
There should be 5 pages of the I-9 form, including the
actual form and all directions.

13. Please include a copy of all
identifying documents. Since
the social security card and
driver’s license are the most
common, include ONE copy
of the front and back of each
document.

14. Form W-4.
Have the employee fill out
the form completely, and
use the Personal
Allowances Worksheet if
needed. Make sure the
employee checks the
single/married box, and
enters the allowances on
line 5. Employee must sign
and date the bottom.

15. Questions?

16. Overview of New Hire Packet and New
Employee Orientation
Michelle Chavez

17. Public Works City Talk Page

18. New Hire Info Page

19. 2012 Temp Packet

20. New Employee Orientation

21. Public Works New Employee Orientation Agenda
Welcome and Introductions - 8am to 8:15am
City Structure, Goals and Vision - 8:15am to 8:30am
Public Works Overview – 8:30am -9:00am - Organizational Structure, Public Works Web
Pages
Payroll Overview - 9:00am to 9:15am
New Hire Paperwork -9:15am to 9:30am
BREAK – 9:30am to 9:40am
Incident Review Board and Drug and Alcohol Policy – 9:40am to 10:00am
Employee Right to Know Part I - 10:00am to 10:30am
• Personal Protective Equipment (PPE)
• Confined Space
• Hazard Communication
• Work-Zone Safety and Excavation Safety
Employee Right to Know Part II – 10:30am to 11:00am
• Hazardous Materials
• Respiratory Equipment
• Fit Testing Process
BREAK for LUNCH 11am to Noon pm
Ethics Policy- Noon to 1:30pm
Break - 10
Respect in the Workplace Policy – 1:30PM – 3:00pm
Wrap up and adjournment – 3:00pm

22. Questions?