Implementing the New Hire Orientation Initiative

The New Hire Orientation Initiative contains key policies, trainings and forms that help automate the onboarding of new hires with Compligo.  

Implementation Steps in this Guide

1. Edit and Schedule the Introduction to Compli and General Acknowledgement Policy

2. Schedule the Introduction to Compli Assessment

3. Schedule the EEO Voluntary Self-Identification Form

4. Schedule and Allow Employees to Start the Direct Deposit Form

5. Schedule the Employee Basic and Emergency Contact Info Form

6. Schedule and Allow Employees to Start the Form W-4

7. Schedule and Allow Employees to Start the State Withholding Form(s)

8. Schedule the Form W-9

9. Schedule the Form I-9

10. Schedule the New Hire Reporting Form

11. Schedule the CA Wage & Employment Notice Form

12. Schedule the New York State LS 54 (Hourly Rate Employees) Form

13. Schedule the New York State LS 56 (Weekly Rate or Salary) Form

14. Schedule the New York State LS 59 (Exempt) Form

Edit and Schedule the Introduction to Compli and General Acknowledgement Policy

Review and edit the policy

1. Click on the Library tab
2. Search for "Introduction to Compli and General Acknowledgement Policy" and click on it
3. Click on the Edit button to view the list of versions
4. Click Create Draft to the right of the latest published version
5. Click Edit next to the Draft version that you just created
6. Make desired changes to the policy
7. Click Publish to finish editing the policy
8. Click on the Permissions subtab and add the appropriate group(s) of users who have permission to view this policy within the library

Schedule the activity for distribution

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the Introduction to Compli and General Acknowledgement Policy
5. Click on Groups and assign to the appropriate groups, such as All Employees
6. Click on Schedule and set a one-time schedule based on the Hire Date. 
7. Click Save

Schedule the Introduction to Compli Assessment

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the Introduction to Compli Assessment
5. Click on Groups and assign to the appropriate groups, such as All Employees
6. Click on Schedule and set a one-time schedule based on the Hire Date. 
7. Click Save

Schedule the EEO Voluntary Self-Identification Form

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the EEO Voluntary Self-Identification Form
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Employee Section	Subject	Route to the "Subject" (i.e. the person who started or was assigned to the form)

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the EEO Voluntary Self-Identification Form
5. Click Groups and assign all Employees (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save

Schedule and Allow Employees to Start the Direct Deposit Form

Review the Process Workflow

Set the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the Direct Deposit Form
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Enroll in or Change Direct Deposit	Subject	Route to the "Subject" (i.e. the person who started or was assigned to the form)
   Payroll Processing	Queue	Route to a queue, such as the Payroll Queue

Set the Activity(s) to be scheduled for all new hires and startable by all uses within the state

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the Direct Deposit Form
5. Click Edit and set the Start Menu Folder to "HR Forms" or something similar
6. Click Groups and assign the All Employees Group (or another set of groups as appropriate) within both the "Scheduled" and "In Start Menu" sections. 
7. Click Schedule and set a one-time schedule based on the hire date.
8. Click Save

Schedule the Employee Basic and Emergency Contact Info Form

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the EEO Voluntary Self-Identification Form
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Employee Section	Subject	Route to the "Subject" (i.e. the person who started or was assigned to the form)

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the EEO Voluntary Self-Identification Form
5. Click Groups and assign all Employees (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save

Schedule and Allow Employees to Start the Form W-4

Review the Process Workflow

Set the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the Form W-4
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Employee Section	Subject	Route to the "Subject" (i.e. the person who started or was assigned to the form)
   Payroll Review	Queue	Route to a queue, such as the Payroll Queue

Set the Activity(s) to be scheduled for all new hires and startable by all uses within the state

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the Form W-4
5. Click Edit and set the Start Menu Folder to "HR Forms" or something similar
6. Click Groups and assign the "All Employees" Group (or another set of groups as appropriate) within both the "Scheduled" and "In Start Menu" sections. 
7. Click Schedule and set a one-time schedule based on the hire date.
8. Click Save

Schedule and Allow Employees to Start the State Withholding Form(s)

Review available State Withholding Forms

State/Locality	Form Name
Alabama	Alabama Form A-4
Arizona	Arizona State Withholding Form A-4 Form
Arkansas	Arkansas State Withholding Form AR4EC
California	California State Withholding Form DE-4
Connecticut	Connecticut State Withholding Form CT-W4
Georgia	Georgia State Withholding Form GA - W-4 Form
Hawaii	Hawaii State Withholding Form HW-4
Illinois	Illinois State Withholding Form IL-W-4
Indiana	Indiana Form WH-4
Kansas	Kansas State Withholding Form K-4
Kentucky	Kentucky Department Of Revenue Employee Withholding Exemption Certificate Form
Louisiana	Louisiana Employee Withholding Exemption Certificate L-4
Maryland	Maryland State Withholding Form MW 507
Massachusetts	Massachusetts Employee's Withholding Exemption Certificate Form
Michigan	Michigan Withholding Exemption Certificate MI-W4 Form
Michigan (Detroit)	City of Detroit DW-4 Form
Minnesota	Minnesota Employee Withholding Allowance/Exemption Certificate Form
Mississippi	Mississippi State Withholding Form 89-350 Form
Missouri	Missouri State Withholding Form MO W-4 Form
New Jersey	New Jersey State Withholding Certificate NJ-W4 Form
New York	New York State Withholding Form IT-2104
North Carolina	North Carolina State Withholding Form NC-4
Ohio	Ohio IT-4 Tax Withholding Form
Virginia	Virginia Withholding Form VA-4
West Virginia	West Virginia WV-IT4
Wisconsin	Wisconsin Withholding Exemption Form

Review the Process Workflow

Set the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the name of the state withholding form from the list above
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Employee Section	Subject	Route to the "Subject" (i.e. the person who started or was assigned to the form)
   Payroll Review	Queue	Route to a queue, such as the Payroll Queue

Set the Activity(s) to be scheduled for all new hires and startable by all uses within the state

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the name of the state withholding form from the list above
5. Click Edit and set the Start Menu Folder to "HR Forms" or something similar
6. Click Groups and assign the Location-Based State Group (or another set of groups as appropriate) within both the "Scheduled" and "In Start Menu" sections. 
7. Click Schedule and set a one-time schedule based on the hire date.
8. Click Save

Schedule the Form W-9

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the Form W-9
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Employee Section	Subject	Route to the "Subject" (i.e. the person who started or was assigned to the form)
   Payroll Section	Queue	Route to the Payroll Queue, or equivalent.

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the Form W-9
5. Click Groups and assign Contractors (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save

Schedule the Form I-9

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the Form I-9
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Employee Section	Subject	Route to the "Subject" (i.e. the person who started or was assigned to the form)
   HR Section	Queue	Route to the Human Resources Queue, or equivalent.

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the Form I-9
5. Click Groups and assign All Employees (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save

Schedule the New Hire Reporting Form

Employers are required to report basic information on new and rehired employees within 20 days of hire, although some states require it sooner. By reporting new hires, you allow child support agencies to quickly locate parents who owe child support and send income withholding orders.

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the New Hire Reporting Form
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Employee	Subject	Route to the "Subject" (i.e. the person who started or was assigned to the form)
   Human Resources	Queue	Route to the Human Resources Queue, or equivalent.

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the New Hire Reporting Form
5. Click Groups and assign All Employees (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save

Schedule the CA Wage & Employment Notice Form

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the CA Wage & Employment Notice Form
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   HR Section	Queue	Route to the Human Resources Queue, or equivalent.
   Employee	Subject	Route to the "Subject" (i.e. the person who is the subject of the form)
   Human Resources	Queue	Route to the Human Resources Queue, or equivalent.

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the CA Wage & Employment Notice Form
5. Click Groups and assign All Employees (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save

Schedule the New York State LS 54 (Hourly Rate Employees) Form

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the New York State LS 54 (Hourly Rate Employees) Form
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Preparer's Section	Queue	Route to the Payroll Queue, or equivalent.
   Employee Section	Subject	Route to the "Subject" (i.e. the person who is the subject of the form)

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the New York State LS 54 (Hourly Rate Employees) Form
5. Click Groups and assign to a group of all Hourly Rate Employees (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save

Schedule the New York State LS 56 (Weekly Rate or Salary) Form

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the New York State LS 56 (Weekly Rate or Salary) Form
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Preparer's Section	Queue	Route to the Payroll Queue, or equivalent.
   Employee Section	Subject	Route to the "Subject" (i.e. the person who is the subject of the form)

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the New York State LS 56 (Weekly Rate or Salary) Form
5. Click Groups and assign to a group of all Weekly Rate or Salary (Non-Exempt) Employees (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save

Schedule the New York State LS 59 (Exempt) Form

Review the Process Workflow

Review the form routing

1. Click on the Admin tab
2. Click on Workflow/Forms subtab
3. Click on Processes
4. Search for and click on the New York State LS 59 (Exempt) Form
5. Edit the routing rules for each stage by following these suggestions:
   
   

   Stage	Suggested Routing Rule	Description
   Preparer's Section	Queue	Route to the Payroll Queue, or equivalent.
   Employee Section	Subject	Route to the "Subject" (i.e. the person who is the subject of the form)

Set the Activity(s) to be scheduled for all new hires

1. Click on the Workspaces tab
2. Click on the Human Resources workspace
3. Click on the New Hire Orientation initiative
4. Click on the New York State LS 59 (Exempt) Form
5. Click Groups and assign to a group of all Exempt Employees (or another set of groups as appropriate) within the "Scheduled" section. 
6. Click Schedule and set a one-time schedule based on the hire date.
7. Click Save