Medical College of Georgia

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THE MEDICAL COLLEGE OF GEORGIA
ADMINISTRATIVE PROCEDURES

Office of Primary Responsibility - Human Resources - Data Processing-Reporting     
Subject: Processing New Hires

1.0   Purpose: To properly process all regular non-faculty new hires with the appropriate time frame and ensure that their information has appropriately been collected from the department so that they are paid correctly.

2.0   Note:  All regular non-faculty employees are scheduled to attend orientation.  During orientation they are given the appropriate documents to complete.  If a classified employee starts on an off orientation week, then he/she will be called to meet with an HR Assistant to complete the appropriate forms and will be scheduled to attend the next orientation.  All other classifications of employees will be called for one on one processing.

3.0   Procedure: Processing New Hires

3.1   Responsibility:  HR Data Processing-Reporting

3.1.1         Receives the PAR and other necessary documents such as the ID Badge form to HR to support the new hire to be processed (may come from the department or Budgets).

3.1.2         HR Assistant collects documents and reviews for completeness/accuracy.

3.1.3         Makes an appointment for those who do not attend orientation to come in for one on one processing and are processed within three working days of their hire date.

3.2   Responsibility:  New Hire

3.2.1         Comes into HR for processing of paperwork and benefits with the HR Assistant.

3.2.2         The following forms are completed by the new hire in order to enter them into our PeopleSoft database: 

1. Payroll Processing Data Sheet

2. Form W-4: Department of the Treasury Internal Revenue Servic
   (Federal) Employee’s Withholding Allowance Certificate (Tax Form)

3. Form G-4:  Georgia Employee’s Withholding Allowance Certificate
   (Tax form)

4. I-9: Employment of Eligibility Verification Form; U.S. Department of Justice Immigration and Naturalization Service

5. Board of Regents University System of Georgia Security Questionnaire

6. MCG’s Code of Ethics Acknowledgement Form

7. MCG’s Patient Confidentiality Statement

8. Payroll Direct Deposit Action Request Form

9. All benefit enrollment forms and required benefit information.

3.3   Responsibility: HR Data Processing-Reporting

3.3.1         Asks for the appropriate Identification shown on the back of the I-9 form.

3.3.2         Copies identification for Employment’s records.

3.3.3         Requests and copies the employee’s social security number and a picture ID.  This is for verification for tax purposes to ensure that taxes are being taken out on the appropriate person and social security number. 

3.3.4         HR Assistant enters information into PeopleSoft and elects all benefits for employee.

3.3.4.1    If necessary, employee may seek guidance from Benefits Office prior to Employment electing benefits.

3.3.5         Forwards the employee benefits information to Benefits.

3.4   Responsibility: Benefits Office

3.4.1         Processes elected benefit information into Q-Care within 48 hours.

3.4.2         Reviews benefits data entry.

3.4.3         Forwards benefits information to Records.

3.5   Responsibility: Records

3.5.1         Records scans the information into Application Extender.

Departments and Units  | Medical College of Georgia

Please email comments, suggestions or questions to:
HUMANRESOURCES_DIR_OFFICE@mcg.edu
July 18, 2006