When a Candidate applies through Indeed “Easy Apply,” minimal information about the candidate will be required to submit an application (Name, Phone #, E-mail). Once the application is submitted, it will automatically flow into the ADP Talent Recruitment Module:
For instructions on how to apply, see the SOP named “How to Apply for A Position”
In ADP, Go to Process Talent Recruitment
Click on Candidates Tab
Scroll down to search and click on the name of the candidate you want to hireClick on Action
Click on “Start background screening”
Click on “Request consent” (this sends the candidate an email requesting their consent to pull a background check; the Branch Admin will receive an email notification once the consent form has been signed)
The steps listed below are only completed once it has been determined that the candidate will move forward with employment. (meaning, if branch chooses not to move forward with employment, the steps below are not needed. In these cases, Branch Admin should notify HR)
We don’t pull BG for TC. However, we pull BG for anyone who answers “yes” they had a felony or anyone who will have driving privileges or has a position higher than a crew member.
Click on Actions again
Click on Hire Candidate from the drop down menu
You will be redirected to the New Hire page
Click on HR + Payroll 2 or more users
At this point the Candidates information will be populated.
Click the box “Use for notification” under the Candidates Personal Email
Enter the following information:
- Hire Date
- Reason for Hire (choose Existing Position)
- Company code (this is the company they will work for)
Click Ask the New Hire button
Assign onboarding experience (new hire packet to be completed
- Select the experience from drop down list
- For hourly employees – select General Hourly
- For salary employees – select Managegement/Office Personnel
- For TC employees – select center - Phillips, Atlanta or Clayton
Choose Worked in State
Reports To ? – Click pencil icon to select the Branch Administrator/Individual that will assist with onboarding. (the person selected will receive onboarding email notifications of where applicant is in the process)
Choose “Yes, electronically for I-9”
Choose E-Verify Work Location (choose the address that applies to the location the employee will work
Click Save
Once you click “save”, you will be taken back to the New Hire screen
Once you click “save”, you will be taken back to the New Hire screen
Click “Save and exit”
Branch Administrator will reach back out to the candidate to let them know the next steps. Candidate will receive a “Welcome to ADP” email requesting to “Register Now” with their ADP account. The candidate will create an account and complete the new hire packet. If an MVR/background consent form is required, the branch admin should let the candiate know that consent comes in a separate email from the welcome email. New hire packet must be completed before first day of work.
After Candidate has completed the onboarding experiene (new hire packet), Candidate will receive a Welcome to ADP e-mail requesting to “Register Now” their ADP account:
The information on pages 5 and 6 are what the applicant/candidate will receive and is for informational purposes only.
After the Candidate successfully registers ADP account, Candidate will receive an e-mail from ADP including a Registration Code. This code must be entered in the “Registration Code” box below, then click “Continue” to proceed with steps to verify identity and create ADP User account.
Candidate will receive final e-mail notifying them that their ADP account is ready to use and letting them know their User ID:
Once the onboarding experience has been sent, follow the steps below to confirm paperwork is complete.
Go to Process Hire/Re Hire Click on View Dashboard
Below is the screen that will appear once View Dashboard is selected. Candidate’s name can be found by clicking on one of the options in the Onboarding Status section or by entering their name in the search bar. (be sure the date range includes the hire date)
Click on Candidates name
Confirm the following have a “complete” status:
- Verify Employment Eligibility
- Review Documents
- Upload Documents
Click on the “View Details” beside Review Documents and Upload Documents
- A new window will open. Click “Preview” to confirm documents. Then click “approve”.
Refer to the document entitled “Acceptable I9 Documents” (located in the HR Shared Resources folder in DropBox). Admin should ensure that all documents are not expired and meet the requirements listed.
Admin should also verify the Direct Deposit information the new hire uploaded. Acceptable documents include a voided check or form from the bank and must include the new hire’s full name, routing and account number. This information must also be compared and verified to the Direct Deposit form (located in Review Documents) prior to approving. Do not approve any document that does not meet the requirements. If a document is incorrect, the admin will “Reject” the document and reach back out to the new hire to get the correct information.
Once all paperwork has been submitted and reviewed for accuracy, a New Hire Notification Form should be submitted via the Cognito link below:
https://www.cognitoforms.com/RussellHR1/NewHireNotification
Please notifify the HR Team if changes are made to information that was submitted on the New Hire Notification Form. (ex. Updated start date, position, pay rate, etc.)