Welcome New Employee

Orientation

Orientation Overview

• Introductions• Time Worked and Compensation• Policies• Employee Relations• Contact Information

2

INTRODUCTIONS

• Delivery Team Introductions • KHI Solutions Overview• KHI’s and Manager’s Role• KHI as Your Employer

3

Introductions

4

Employee Relations TeamEmployee Relations Chelsea JoynerEmployee Relations Kara BromundEmployee Relations Taylor HarterEmployee Relations Emily Grayson

Manager – Talent Services Stephanie McClure

Company Overview

• Certified Women Owned Business• Founded in 1994• Headquartered in Indianapolis, IN• Service Offerings

o Managed Service Provider (MSP) & Vendor Management Systems (VMS)- dotStaff

o Staffing & Recruitingo Government Solutionso Compliance Programs (1099/ Independent Contractor)o Employer of Record/ Payrolling

5

KHI & Client Manager Roles

• KHI’s Role as Your Employero Payroll processingo Employee Onboarding and Off-boardingo Employee Relations – Dedicated Point of Contacto Performance Management

• Client Manager’s Roleo Manage the day-to-day work producto Approve/deny time submitted by employee

6

Point of Contact

• Our Employee Relations Team is your first point of contact for any of the following topics:o Payroll o Benefitso Policieso Workplace Concernso Expenseso Workplace Injury

7

Information Updates

• Advise our Employee Relations Team for any of the following changes:o Nameo Addresso Phone Number: Work & Personalo Email Addresso Managero Marital Statuso Number of Dependentso Individual(s) to Notify In Case of Emergencyo Beneficiary Designations

8

Please Note:• Changes must be

made in writing (email or fax).

• Notifications of these changes must be made within 30 days of occurrence

Time Worked & Compensation

• Time and Pay • Time Entry• PayChex Flex• Payment Options• Expenses

9

Time• Time is due by 10:00am EST on Mondays.

o If you started working on the 1st, your time for that week is due by Monday, the 8th by 10 a.m. EST

o Any time entered late must be brought to our Employee Relations Team’s attention.

o Late time entry can delay the processing of your pay.o You are expected to report all actual hours worked- no more

and no less- for each day worked.

• If by Wednesday your time has not been approved, please ask your manager to do so.

10

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

1st 2nd 3rd 4th 5th 6th 7th

8th 9th 10th 11th 12th 13th 14th

Pay

• KHI payday is Friday. o For example, you submit your time worked for the

week of the 1st by Monday at 10:00am EST on the 8th, you receive your direct deposit on Friday the 12th or your check is mailed on the 11th.

• Example is based off a Monday – Sunday work weeko Please Note: If you are set up for direct deposit, the

funds will be available in your account by noon each Friday. If you are to receive a live check, those are mailed via USPS each Thursday.

11

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

1st 2nd 3rd 4th 5th 6th 7th

8th 9th 10th 11th 12th 13th 14th

dotStaff™ Time Entry Guide

• In order to activate your new account, an Administrator or User at KHI must first create it.

• Once your account has been created, you should receive an email containing your Login Email as well as your Activation Code. You may not register without your unique Activation Code and Login Email. o Navigate to my.dotStaff.como Select the Activate Account hyperlink. o Complete the Activate Account Form in its entirety. o Click here for full dotStaff ™ account activation

instructions, as well as the dotStaff ™ Time Entry Guide.

12

How to Add a Timesheet in dotStaff™

13

• Go to “Time/ProjectMgt”• Click “AddTimesheet”

Blank Timesheet

You will have the option to either:• Save time as a draft• Submit for approval.

Time needs to be submitted for approval once work is completed for the week.

14

Time Entered

15

As you successfully enter your time, abar graph will appear with daily hours entered.

You will see awaiting approval once time is submitted for the week.

View Time

16

• Go to “Time/ProjectMgt”• Click “ViewTime”

Check Accuracy in “My Timesheet”

17

Your Paycheck Process – dotStaff™

• Notify KHI if time was submitted for approval in dotStaff™ past the 10 am Monday deadline.

• If you enter time that is not for the current payroll week, notify KHI because this time is notautomatically pulled for payroll.

Submit Time for Approval by Monday 10 am EST.

Approval/Denial of Time Entries by Client Manager.

*If denied, employee corrects time.

Payroll is processed based on dotStaff™ time.

Checks aremailedout Thursday ordirect depositedFriday.

Time Submittal - Timesheet

19

Complete timesheet.

Submit approved timesheet by Monday 10 AM EST.

Payroll is processed based on your approved timesheet.

Checks are mailed out Thursday or direct deposited Friday.

Payment Options

20

• Direct Deposit & Global Pay Cardo KHI Payday is Fridayo Recommended

• Mailed Checkso Checks mailed out on

Thursdayso Mailed from our corporate

headquarters in Indianapolis, IN

Paychex Flex

• Paycheck Statements are available online and will be available to you on your first payday by 12pm EST.

• It’s imperative that you register your account, as you will not be able to view your pay stubs or W2s without completing the registration.

• This is where you will elect or decline insurance benefits if you are eligible.

• To register:o Visit paychexflex.com o Click Sign Up. You do not need to enter a Username. (You MUST use your

full name to register)o Complete all fields on the Personal Information page, click Continue.o Select and answer four security questions on the Security Information

page, click Continue.o Complete all fields on the Account Information page, click Continue.o Once you complete all pages, you’ll be logged in to the application. Be

sure to remember your unique Username and Password for future access.For help registering, view this automated online tutorial.

21

Expenses

• Your position may allow for pre-approved expense submittals. Expenses must be entered as they are incurred, and no later than 60 days from the date incurred. Any expenses entered late must be brought to KHI’s attention so that KHI may process payment, if possible.

• You must complete the expense worksheet & attach receipts.

• Contact our Employee Relations Team if your assignment allows expenses.

22

Policies

• Safety/ Workplace Injury• Standards of Conduct• Equal Employment Opportunity• Substance Abuse Policy• Anti-Harassment Policy• Americans with Disability Act• Family and Medical Leave Act• E-Verify

23

Workplace Safety

• Our primary concern is the health & safety of our resources

• Report unsafe work conditions to our Employee Relations Team immediately

• Be sure your office and co-workers are following all safety standards on a daily basis

• Read & follow the safety standards outlined in the Employee Handbook

24

Workplace Injury

• Medcor is a benefit our employees receive if they are injured at work.

• Medcor is a 24/7 Injury Triage Service that connects you with a Registered Nurse to help you with you injury.o If your injury requires more help our Employee Relations

Team will connect you with an in network medical facility.• This gives you immediate care from a medical

professional and will get you back to work as soon possible.

25

Workplace Injury

You are required to contact Medcor 24/7 Injury Triage Service at:

800-775-5866to report an injury as soon as possible.

In an emergency – Dial 911.

26

Standards of ConductResponsibility

• When you accept an assignment, we expect you to fulfill your obligation. You are expected to give us advanced notice if you are unable to complete your assignment.

Dependability• You are expected to be at work on time every day. You

should return from breaks and lunch on time. You should work until the end of your scheduled work day. You should request time off in advance. o You may take time off with your Client Manager & KHI pre-

approval.o If you need to leave work for an emergency or illness, you

must contact your Client Manager & KHIo Any doctor notes should be sent to KHIo Three Days of No Call, No show will be considered job

abandonment and a voluntary resignation

27

Standards of Conduct - Continued

Professionalism • Your attire and grooming are to be neat, clean and

appropriate for your work situation. • You are expected to be professional and treat others with

respect.• Do not use the customer’s equipment or supplies for

personal use.• Personal phone calls should be kept to a minimum and

refrain from personal email and instant/text messaging while at work.

Discretion• Confidential information must be kept private• Maintain & Store confidential information properly

28

Substance Abuse Policy

Actionable Offenses• Employees, agents, contractors, vendors and visitors are

prohibited from the unlawful manufacture, distribution, dispensation, possession or use of alcohol and/or controlled substances on KHI Solutions’ or client’s or leased property.

• No employee shall report to work under the influence of alcohol and/or illegal drugs.

• Unlawful substances are not to be stored in a vehicle on KHI’s or client’s or leased premises.

29

Equal Employment Opportunity

• KHI does not discriminate on the basis of:o Raceo Religiono Coloro National Origino Gendero Sexual Orientationo Ageo Pregnancyo Disabilityo Marital Statuso Veteran Statuso Any other status that is unlawful by applicable Federal,

State & Local Laws

30

Harassment

• Unwanted sexual advances. • Offering employment benefits in exchange for sexual favors. • Making or threatening reprisals after a negative response to

sexual advances. • Visual conduct: leering, making sexual gestures, displaying of

sexually suggestive objects or pictures, cartoons or posters. • Verbal conduct: making or using derogatory sexual

comments, epithets, slurs, and jokes. • Verbal sexual advances or propositions. • Verbal abuse of sexual nature, graphic verbal commentaries

about an individual’s body, sexually degrading words used to describe an individual, suggestive or obscene letters, notes or invitations.

• Physical conduct: touching, groping, assaulting, impeding or blocking movements.

31

Harassment - Continued

• Other Forms of Harassmento Slurs, jokes, or other verbal or

physical conduct relating to an individual’s

• Race• National origin or ancestry• Religious Creed• Physical Disability• Medical Condition• Marital Status• Age

32

• Reporting Harassmento Report harassment to KHIo Investigation is conductedo No harassment is toleratedo Retaliation is prohibited

Family & Medical Leave Act

33

Under the Family and Medical Leave Act, eligible employees have specific rights to leave entitlements, benefits and protections, and requesting leave. Additionally, there are specific employer responsibilities and enforcement measures set in place to protect the employee.

E-Verify – USCIS Employment Eligibility Verification

In accordance with federal regulation, the following information is available for all employees to review.

o E-Verify Poster – Notice to Employee (left)

o Right to Work Poster – Department of Justice (right) 34

E-Verify – USCIS Empleo Verificación de Elegibilidad

35

De acuerdo con la reglamentación federal , la siguiente información está disponible para todos los empleados revisar.

o E -Verify Cartel - Aviso al Empleadoo Derecho cartel para Trabajar -

Departamento de Justicia

Additional Information

• Wage and Tax Statements• Employment Earnings and Verifications

36

W-2s

• As a W2 employer, KHI Solutions automatically withholds and pays the applicable employee income taxes that are required by taxing authorities.

• Your W2 will be available on the Paychex Flex website no later than January 31st. Due to online accessibility, copies of W2s will NOT be mailed out.

• Please email updated contact information to ERTeam@KHISolutionsInc.com.

37

Employment Earnings & Verifications

• Contact our Employee Relations Team for any Employment Verification Forms to be completed.

• If you need employment verification on letterhead, email our Employee Relations Team with the specific information you need.

38

• Please Note: There is a 5 business day turnaround policy for the completion of these requests.

CONTACT INFORMATION

• Delivery Team

Contact Information

40

Weare pleased that you have chosen to join our company and we look forward to working with you.

Please know we are here to answerany questions.

Our Employee Relations Team is dedicated to assisting you with anything that you may need while on assignment.

KHI Employee Relations Team Email: ERTeam@KHISolutionsInc.com

KHI Phone Number: 866.926.2085, then option 1