New Employee Onboarding Process

Step 1: Ensure you have Presidential approval to make a verbal offer to your new employee.

Step 2: Hiring Manager informs Human Resource Services (HRS) of chosen candidate and a job offer is made contingent on a background check. 

HRS will email new employee to remind them to send their official transcript to HRS.

Step 3: HRS runs the background check and notifies hiring manager when the background check is complete. If the background check comes back with incriminating information, the hiring manager will follow the background check policy to move forward with hiring the new employee. 

• Background checks are typically returned to HRS within 24-72 hours.

Step 4: Hiring manager (or department) completes the Permanent Personnel Action Form as soon as possible to allow employee system access.

Step 5: (For Faculty and Professional Staff Only) Upon successful routing of the Personnel Action Form, the Budget Office will create the new employee's Employment Contract. The Employment Contract is then sent to the President for signature. After the President signs the Employment Contract, HRS then emails the Employment Contract to the new employee via RightSignature. The Employment Contract is sent to the email the new employee provided in ApplicantPro.

Step 6: Hiring Manager will notify new employee to watch their email, as HRS will email the New Hire Documents (I9, retirement information, FERPA, IT Security Tutorial, life insurance, etc.) via RightSignature to the email the new employee provided in ApplicantPro for completion. New employee will provide identification to HRS as required by the I-9.

Step 7: Once all forms have been completed, an email account will be created which can take from 1-2 business days.  After the account is created, IT will email the supervisor notifying them of the new email address and also providing a link to the New Account Access Form. This form is completed if additional access is needed for the employee.  

Step 8: The hiring manager will begin following the onboarding checklists found here.

Step 9: Once the new employee's paperwork has been processed in LUMA, the employee will receive 3 emails from LUMA:

1. Welcome to the State of Idaho
2. The employee's new State ID
3. Benefit Enrollment Information (this includes W4s and Direct Deposit information).

HRS will send an email to the new employee's @lcsc.edu address on their first day with benefit information, a new employee welcome packet, mentor information, etc. Please have your new employee contact Payroll at extension 2204 to learn how to code their time sheet, what their first pay date will be, etc. 

Please contact HRS at 208-792-2269 if you have any questions.

*Note - If benefit-eligible employee is also teaching adjunct, please use the Permanent PCN Personnel Action Form and proceed to step 4 below.

Step 1: Hiring manager will direct adjunct employee to complete the new hire paperwork (I-9, FERPA, IT Security Tutorial, and Background Check Form) via RightSignature. After completion, the new hire paperwork will automatically be sent to HRS for processing and new employee will bring identification into HRS as required by the I-9.

Step 2: HRS will send an email to the new employee to complete a background check and will notify the hiring manager when the background check is returned. If the background check comes back with incriminating information, the hiring manager will follow the background check policy to move forward with hiring the new employee. 

• Background checks are typically returned to HRS within 24-72 hours.

Step 3: Hiring Manager (or department) will complete, and forward one of two Personnel Action Forms and attach a completed Adjunct Employment Agreement. An Adjunct Employment Agreement must be completed prior to any work commencing (please see linked below):

• Temporary & Adjunct Non-Credit; or
• Adjunct Faculty Credit
• Temporary & Adjunct Non-Credit Courses Personnel Action Form (if paying in a lump-sum)
• Adjunct Employment Agreement

*EMPLOYEE WILL NOT RECEIVE EMAIL OR SYSTEM ACCESS UNTIL THESE FORMS ARE COMPLETED AND PROCESSED BY HRS*

Step 4: Once all forms have been completed, an email account will be created which can take from 1-2 business days.   After the account is created, IT will email the supervisor notifying them of the new email address and also providing a link to the New Account Access Form. This form is completed if additional system access is needed for the employee. 

Step 5: Once the new employee's paperwork has been processed in LUMA, the employee will receive 2 emails from LUMA:

1. Welcome to the State of Idaho
2. The employee's new State ID

Step 6: HRS will set up the new employee in the State's LUMA system. The LUMA system will then send an auto-generated message to the employee with their new LUMA ID. The new employee will complete their direct deposit and W4s within the LUMA system. 

• • For assistance setting up direct deposit, click here.
  • For assistance setting up W4s, click here. 
  • For issues logging into the LUMA system, please contact Payroll at 208-792-2204.

Please contact Human Resources at 208-792-2269 if you have any questions.

Step 1: Hiring manager will direct the employee to complete the new hire paperwork (I-9, FERPA, IT Security Tutorial, and Background Check Form) via RightSignature. After completion, the new hire paperwork will automatically be sent to HRS for processing and new employee will bring identification into HRS as required by the I-9 if not attached to the new hire paperwork via the RightSignature link. 

Step 2: HRS will send an email to the new employee to complete a background check and will notify the hiring supervisor when the background check is returned. If the background check comes back with incriminating information, the hiring manager will follow the background check policy to move forward with hiring the new employee. 

• Background checks are typically returned to HRS within 24-48 hours.

Step 3: Hiring Manager (or department) will fill out one of two payment forms, depending on method of payment:

• Personnel Record Card (if paying hourly - no Memorandum of Agreement is necessary); or,
• Temporary & Adjunct Non-Credit Courses Personnel Action Form (if paying in a lump-sum)
  • A Memorandum of Agreement must be completed prior to any work commencing if paying on a Personnel Action Form.

*EMPLOYEE WILL NOT RECEIVE EMAIL OR SYSTEM ACCESS UNTIL THESE FORMS ARE COMPLETED AND PROCESSED BY HRS*

Step 4: Once all forms have been completed:

• If the employee is NOT a student, IT will create an email address within 1-2 business days and then email the supervisor to provide the employee's new email address and a link to the New Account Access Form. This form is completed if additional system access is needed for the employee.  
• If the employee IS a student, the student will use their student email as their employee email. Please see IT's site regarding guidance on e-mail access.  If additional access is needed, supervisor can complete the New Student Account Access Form. Student employee will need to have completed the new hire paperwork outlined in step 1 before access is given.

Step 5: HRS will set up the new employee in the State's LUMA system. The LUMA system will then send an auto-generated message to the employee with their new LUMA ID. The new employee will complete their direct deposit and W4s within the LUMA system. 

• For assistance setting up direct deposit, click here.
• For assistance setting up W4s, click here. 
• For issues logging into the LUMA system, please contact Payroll at 208-792-2204.

*Please follow THIS guide in determining what to pay your student or irregular help employee.*

Please review this flowchart to determine allowable hours for irregular help and student employees. Feel free to contact Human Resources at 208-792-2269 if you have any questions.