New Employee Onboarding Process & Forms

1. Obtain Presidential Approval
   Ensure you have received Presidential approval before extending a verbal offer to the selected candidate.
   
2. Job Offer and Notification
   The Hiring Manager extends a conditional job offer, contingent upon a successful background check, and notifies HRS of the chosen candidate.
   
3. Background Check
   HRS conducts the background check and informs the Hiring Manager when results are received. If the background check reveals concerns, the Hiring Manager must follow the Background Check Policy to determine next steps. (Background checks are typically completed within 24-72 hours.)
   
4. New Hire Documents
   The Hiring Manager instructs the new employee to check their email. HRS will send required new hire documents (I-9, FERPA, IT Security Tutorial, etc.) via RightSignature to the email address provided in ApplicantPro. The new employee must also provide identification to HRS, as required by the I-9, within 3 business days of their hire date.
   
5. Personnel Action Form
   The Hiring Manager or department completes the Permanent Personnel Action Form.
   
6. Email Account Creation
   Once I-9 identification and Personnel Action Form are received, IT will create the employee's email account (within 1-2 business days).  The supervisor will be notified via email of the new email address and  provided with a link to the New Account Access Form if additional access is required.  The supervisor will notify the new employee that their @lcsc.edu email address has been created and to contact the IT Helpdesk.
   
7. Employment Contract (Faculty and Professional Staff Only)
   After successful routing of the Personnel Action Form, HRS  creates the employee's contract in Workflow. The contract then routes through approvals and is sent to the employee's @lcsc.edu email address.
   
8. Onboarding Checklist
   The Hiring Manager begins following the Onboarding Checklists found here.
   
9. LUMA System Notifications
   Once the new employee's information is processed in LUMA, the employee will receive three automated emails: Welcome to the State of Idaho; The employee's new State ID; Benefit Enrollment Information (including W-4 and Direct Deposit details)
   
10. Benefits & Payroll Information
    On the employee's first day, HRS will send a welcome email to    their @lcsc.edu address. The new employee should contact Payroll at ext.2204 for guidance on timesheet coding, first pay date, and related information

Reminder: New employees will not be granted email or system access until all required steps have been completed, including submission of I-9 identification and successful completion of the background check. Please note that this process cannot begin more than 90 days prior to the employee’s start date.

1. New Hire Paperwork
   The Hiring Manager directs the adjunct employee to complete required new hire paperwork (I-9, FERPA, IT Security Tutorial, and Background Check Authorization Form) via RightSignature. Once submitted, forms are automatically sent to HRS for processing.  The employee must also present identification to HRS, as required by the I-9, within 3 business days of their hire date.
   
2. Background Check
   HRS conducts the background check and informs the Hiring Manager when results are received.  If the background check reveals concerns, the Hiring Manager must follow the Background Check Policy to determine next steps. (Background checks are typically completed within 24-72 hours.) 
   
3. Personnel Action Form & Adjunct Employment Agreement 
   The Hiring Manager or department completes and forwards the Personnel Action Form along with the signed Adjunct Employment Agreement.
   Note:  The Adjunct Employment Agreement must be completed prior to work commencing.  
   
4. Email Account Creation
   Once I-9 identification and Personnel Action Form are received, IT will create the adjunct employee's email account (within 1-2 business days).  The supervisor will receive an email with the new email address.
   
5. LUMA System Notifications
   HRS will set up the employee in the State's LUMA system.  The employee will then receive an automated email with their LUMA ID.  Within LUMA, the employee must complete their Direct Deposit and W-4 form setup.
   For assistance with LUMA access, please contact Payroll at x.2204.

Reminder: New employees will not be granted email or system access until all required steps have been completed, including submission of I-9 identification and successful completion of the background check. Please note that this process cannot begin more than 90 days prior to the employee’s start date.

1. New Hire Paperwork
   The Hiring Manager directs the employee to complete the required new hire paperwork (I-9, FERPA, IT Security Tutorial, and Background Check  Authorization Form) via RightSignature. Once submitted, forms are automatically sent to HRS for processing.  The employee must also present identification to HRS, as required by the I-9, within 3 business days of their hire date. 
   
2. Background Check
   HRS conducts the background check and informs the Hiring Manager when results are received. If the background check reveals concerns, the Hiring Manager must follow the Background Check Policy to determine next steps. (Background checks are typically completed within 24-72 hours.) 
   
3. Payment Forms
   The Hiring Manager or department completes one of the following, based on the method of payment:
   
   • Personnel Record Card (if paying hourly - no Memorandum of Agreement is necessary)
   • Personnel Action Form - A Memorandum of Agreement must be completed prior to any work commencing if paying on a Personnel Action Form.
     
4. Email Account Creation
   Once I-9 identification and Personnel Record Card or Personnel Action Form are received by HRS:
   
   1. Non-student employees - IT will create an email account within 1-2 business days and notify the supervisor, providing the new email address and a link to the New Account Access Form (if additional system access is needed)  The employee must complete all new hire paperwork from Step 1 before access is granted.
   2. Student employees - use their LC State student email account for employment purposes.  For additional access, supervisors may complete the New Student Account Access Form. The employee must complete all new hire paperwork from Step 1 before access is granted.
      
5. LUMA System Notifications
   HRS will set up the employee in the State's LUMA system.  The employee will then receive an automated email with their LUMA ID.  Within LUMA, the employee must complete their Direct Deposit and W-4 form setup.
   For assistance with LUMA access, please contact Payroll at x.2204
   

• Follow this guide in determining what to pay your student or irregular help employee.
• Review this flowchart to determine allowable hours for irregular help and student employees. 

Reminder: New employees will not be granted email or system access until all required steps have been completed, including submission of I-9 identification and successful completion of the background check. Please note that this process cannot begin more than 90 days prior to the employee’s start date.

Please visit the Volunteer Process webpage for this process.