Introduction to theNew Hire Packet

Milan Institute

Welcome to New EmployeeOrientation!

Brief explanation of what the forms or documents in the New Hire Packet are for

Your responsibility in completing the forms

Who to ask if you have questions What to do when the packet is complete

Introduction to the New Hire PacketWhat Will We Cover?

The best way to reach us is through email. You can email general human resources questions to HRInfo@milaninstitute.edu or payroll questions to Payroll@milaninstitute.edu.

Tara Sprague, Corporate Director of Human Resources

(559) 735-3818, extension 1025

tsprague@milaninstitute.edu

Tyler McDowell, Corporate Human Resources Assistant

(559) 735-3818, extension 1047

tmcdowell@milaninstitute.edu

Anna Ibarra, Payroll Specialist

(559) 735-3818, extension 1040

aibarra@milaninstitute.edu

HR Contact Information

If you have a question about a specific policy in the New Hire Packet, please see your supervisor or manager for assistance.

Questions?

There are four documents, referred to as the BIG 4, that are required to be completed immediately upon hire. These documents are required in order to set you up in the payroll system.

The BIG 4 consists of the following:Employee ProfileEmployment Eligibility Verification (Form I-9)IRS Form W-4Direct Deposit OR Pay Card Authorization (only 1 must be

completed)

Your supervisor or manager will provide you with a hard copy of these documents on your first day.

Once you have completed and returned the BIG 4 to your supervisor or manager, you have 2 weeks to go through the remaining forms in the New Hire Packet. This presentation is a self-guided tour of each form in the Packet and it is strongly encouraged that you go through this presentation, slide-by-slide, as you review each page in the Packet.

New Hire Packet

Your supervisor or manager will complete the New Hire Packet Checklist with you once you have returned the completed packet to his/her attention.

Note that some forms are optional and are labeled accordingly.

Additionally, other forms are only required for specific departments. Please refer to the notes in the presentation.

New Hire Packet Checklist

This form must be completed electronically.

Your supervisor or manager will complete Sections 1 & 2 and will print or email you the form so you may complete Sections 3 & 4.

HOLD on to this form until you have completed all 4 forms in the BIG 4.

Employee Profile

This form verifies your employment eligibility.

The form is 9 pages long. Please keep pages 1-6 for your reference.

On page 7 of 9, complete Section 1. Sign and date.

HOLD on to this form until you have completed all 4 forms in the BIG 4.

Your supervisor or manager will complete Section 2 (page 8 of 9) after you have completed and returned all 4 forms of the BIG 4.

Page 9 of 9 is the List of Acceptable Documents. You must provide your supervisor or manager with one of the following within 3 days of your hire date: One item from LIST A

OR One item from LIST B and one item from LIST C

If you do not have the documents on your first day, it is IMPORTANT that you still complete and return Section 1 (page 8 of 9) with the BIG 4.

Employment Eligibility VerificationForm I-9

This form designates your personal information and exemptions for your federal tax withholding.

Enter your information into boxes 1, 2, & 4 on the second half of the page.

In Box 3, indicate your marital status.

In Box 5, put the number of exemptions you will be claiming. You may use the worksheet on the top half of the page. The worksheet is optional. If you would like an additional amount withheld from your paycheck, please indicate a dollar amount in Box 6.

If you are EXEMPT from taxes and do not want taxes taken from your paychecks, enter EXEMPT in Box 7.

Note if you write EXEMPT in Box 7, you must claim “0” in Box 5.

Sign and date.

This form will also serve to designate your exemptions for your state tax withholding, if your state has state tax withholdings. If you wish to request different exemptions for state tax withholding, email our payroll department at payroll@milaninstitute.edu.

Form W-4 – Federal Tax Form

All employees must have their paychecks direct deposited into at least one financial institution account.

Milan offers the option to direct deposit funds into a bank account or you may elect a pay card.

Direct Deposit Notice

This form designates where to deposit your payroll checks. If you wish to decline this option and sign up for a pay card instead, SKIP this form.

Enter your banking information. Double-check that the information is accurate. Sign and date.

You may add up to 1 additional bank account and split how your paychecks are deposited.

A copy of a personalized voided check OR a signed letter/form from an authorized bank representative is required if you wish to sign up for Direct Deposit. Deposit slips and starter checks are not sufficient documentation.

If you fail to submit a voided check or letter from the bank, you will automatically be set up with a pay card. You may change this option any time after the first pay check.

Direct Deposit Authorization

This form is your authorization to enroll you with a pay card.

SKIP this form if you elected the Direct Deposit Authorization into a bank account and provided an appropriate voided check or letter from the bank.

Complete the form. Sign and date.

Heads up, if you elected this option because you were unable to provide a voided check or letter from the bank, but still wish to have funds deposited into your bank account, you may make that change after your first paycheck.

Pay Card Authorization

YOU HAVE NOW COMPLETED THE BIG 4!

PLEASE RETURN THE 4 FORMS TO YOUR SUPERVISOR OR MANAGER.

TAKE A BREATHER!

THE REMAINING FORMS SHOULD BE COMPLETED WITHIN THE NEXT 2

WEEKS.

This form is required by our Accrediting Agency, ACCET.

Complete the form, sign and date.

It is important that you include a hard copy of your resume when return this form to your supervisor or manager.

Faculty/Administrative Personnel Form

The following link takes you to the Milan Institute/Milan Institute of Cosmetology Employee Handbook and Employment Policies and Procedures Manual:

http://intranet/index_files/Page1317.htm *You should bookmark this link for future reference.

You are responsible for reviewing the handbook and policies and procedures manual. You should familiarize yourself with the information contained in the Handbook and Employment Policies and Procedures Manual.

The Employee Handbook and Employment Policies and Procedures Manual can be printed from the above link or may be viewed online.

If you are unable to open or access any part of the Handbook electronically, notify your supervisor for assistance.

Employee Handbook

This form is to acknowledge that you have been given access to the Employee Handbook and that you are aware you are responsible for reviewing the Handbook.

In addition, this form is to acknowledge that you have read the Employee Handbook.

Once you have read the Handbook, initial next to each policy on the form. A checkmark or “X” will not suffice – initials are required.

Sign and date.

Agreement and Acknowledgment of Receipt of Employee Handbook

An arbitration agreement is a contract in which you agree to bring any legal claims you may have against the Company to arbitration, rather than filing a lawsuit in court.

Unlike civil court, where matters are decided by judges and juries, an arbitration takes place before an arbitrator who is chosen by the parties.

Once you have fully read the agreement, sign and date.

Arbitration Agreement

It is Milan’s policy that its faculty, staff and administration must be committed to transparency, candor and accuracy in all of their communications.

This includes any false or misleading statements to a student or respective student.

The ED had identified the most critical areas where Misrepresentation of information could occur.• Nature of educational programs• Nature of financial charges• Employability of graduates

Please sign and date the Milan Institute Misrepresentation Policy and Guideline Sign-Off once you have fully read through the policy. If you have any questions, you are strongly encouraged to ask your supervisor or manager.

The Milan Institute Misrepresentation Policy and Guidelines

The Operations Manual Policy OP 0146 is a policy that was implemented to ensure accurate and factual reporting to all agencies.

The Campus Director, Registrar, Education Finance Advisor and Career Services departments are all responsible for ensuring all records are maintained in an accurate manner.

Operations Manual

This form is an acknowledgment that you have read an understand the Operations Manual Policy OP 0146.

Please sign and date.

Attestation

By signing this form, you acknowledge that you have read and understand Milan’s policy on controlled substances.

The unlawful manufacture, distribution, dispersion, possession or use of controlled substances on Company premises is strictly prohibited.

Included on this form is contact information for local agencies that can provide drug abuse assistance to our employees, students and families.

Once you have read and understand the document, please sign and date.

Controlled Substance Policy

Milan Institute and Milan Institute of Cosmetology are a drug free school.

The unlawful possession, use or distribution of illicit drugs and alcohol on school property or in connection with any school activity is strictly prohibited.

Once you have read and understand the document, please sign and date.

Drug Free School Statement

This form should be completed if you receive company property.

Examples of company property would be keys, uniforms, company cell phone, or lap top.

If you are unsure whether you need to complete this form, please ask your supervisor or manager when you return the completed hire packet for review.

Property Return Agreement

The following link takes you to the 401(k) Summary Plan Description booklet.

http://intranet/index_files/Page2110.htm*You should bookmark this link for future reference.

This form is to acknowledge that you have access to the Booklet.

The Summary Plan Description booklet can be printed or viewed online.

If you are unable to open or access any part of the Booklet electronically, notify your supervisor for assistance.

401(k) Summary Plan Description Acknowledgment

We are required by law to collect this information for equal employment purposes.

This form is entirely voluntary.

Equal Opportunity Data

Please do NOT complete this form until you have received the safety training.

You will go through safety training with a safety committee team member by the end of your first month of employment.

Please discuss the training schedule with your supervisor or manager.

Safety Training Checklist & Acknowledgment

Some positions within our company may have occupational exposure to blood or other potentially infectious materials.

You have the opportunity to be vaccinated with hepatitis B vaccine at no charge to yourself.

If you wish to be vaccinated, SKIP this form and notify your supervisor immediately.

If you do NOT wish to be vaccinated, this form is an acknowledgment that you received the option, understand the risk, but have declined the vaccination. Please sign and date.

Hepatitis B Vaccine Declination

Please do NOT complete this form until you have received the New Employee Orientation training.

You will go through New Employee Orientation training with your supervisor or manager after you have completed all other applicable forms in this Packet.

Please discuss the training schedule with your supervisor or manager.

Employee Orientation

This form is for Admissions Representatives, Assistant Director of Admissions, Director of Admissions and Customer Service Specialists.

If you do not hold one of those positions, SKIP this form.

Z-TRAC is a company that records incoming telephone calls. By signing this form, you acknowledge that incoming calls may be recorded and authorize the recording of all such calls. Please sign and date.

Z-TRAC Disclosure and Consent

This form is to acknowledge receipt of the Notice of Injured Employee Rights and Responsibilities. The notice can be found at the following link:

http://intranet/index_files/Page620.htm

Please sign and date once you have viewed the notice.

Workers’ Compensation Network Acknowledgment

This form if for Instructors and Program Coordinators. If you do not hold one of these positions, SKIP this form.

In order to remain eligible to instruct, you are required to complete 12 continuing education units (CEUs) each year.

Please sign and date the Continuing Education Units Disclosure to acknowledge your understanding of this policy.

Continuing Education Units Disclosure

CONGRATULATIONS!You have completed the new hire packet orientation.

Did you have questions about any of the forms? Need clarification on a policy? This is the time to give the completed packet to your supervisor and schedule a time to go over the

checklist.

Don’t forget to talk to you supervisor about scheduling the Safety Training!