Onboarding Agency HR FAQ

Below are answers to frequently asked questions for agency HR staff responsible for onboarding tasks within MyPURPOSE.

WHAT IS ORIENTATION AND ONBOARDING? Orientation and onboarding is the process in which new hires are brought into the and are provided the tools they need to gain the necessary skills and knowledge to become effective team members. MyPURPOSE is the system that delivers the majority of this process electronically, and collectively calls it “Onboarding”.

HOW DOES AN EMPLOYEE COMPLETE ONBOARDING? A tutorial is available on the Personnel Cabinet’s onboarding webpage at ONB (ky.gov).

IS ONBOARDING REQUIRED? Yes. Mandatory new hire forms, processes, and are incorporated into the onboarding process delivered through MyPURPOSE. In order to comply and ensure your official personnel record is created, which is necessary for processing, all items must be completed timely.

WHAT IS PREBOARDING? Preboarding is the 1st of onboarding, which can begin up to 10 days prior to the hire date. It provides the new hire an opportunity to complete non-work related tasks prior to their first day, relieving the stress of completing so much paperwork on day one. Anything not voluntarily completed during this time will remain available for completion on/after the hire date. Other work-related tasks and will be accessible on the hire date.

IS PREBOARDING REQUIRED? No. Pre-boarding is only an opportunity for a new hire to voluntarily complete non-work related tasks prior to their first day. It is helpful to complete early, but not required.

WHAT IF THE EMPLOYEE DOESN’T FINISHED ALL OF THEIR PREBOARDING TASKS BEFORE THEIR HIRE DATE? Anything remaining will be waiting for them, along with some new tasks, on their hire date. On the hire date, the welcome screen changes and items previously found in preboarding move. The tutorial includes instruction for locating these remaining items for completion.

WHAT IF THE EMPLOYEE CHOOSES NOT TO COMPLETE PREBOARDING? If the employee chooses to skip preboarding, those tasks will be waiting for them, along with others, on their hire date. View the tutorial to learn where to find these items.

HOW DOES THE EMPLOYEE COMPLETE THE FORMS? The tutorial includes instructions on completing each form. Some forms will include a link to view details on each required field.

Note: When completing any form that requires sensitive or payroll related data, an E-Signature is required. Their Username will be the email address and password they used to access this site. Other forms and documents that are strictly informational, will simply require an acknowledgment. WHAT ARE THESE FORMS FOR? Information collected through onboarding forms is necessary for creating the official personnel record and employee account. This is tied to their classification, compensation (pay) and benefits, and more.

WHAT HAPPENS TO THE INFORMATION THE EMPLOYEE PROVIDES THROUGH ONBOARDING? As each form is completed, a copy will remain available to the employee under Profile/MyPROFILE – Snapshot/Documents. Additionally, necessary information will interface to the Kentucky Human Resource Information System (KHRIS) to create their official personnel record. This information is then accessible to the agency HR office for necessary personnel and payroll processing.

WHAT IF AN EMPLOYEE BEGINS ONBOARDING BUT THEN DECIDES THEY NO LONGER WANT THE ? Below

DOES HR HAVE TO PROCESS ANY OF THE FORMS THE EMPLOYEE COMPLETES IN MYPURPOSE? Below is a description of the forms included in MyPURPOSE ONB module and your responsibility for each. An asterisk (*) indicates that the form collects data that is later interfaced to KHRIS.

*User Information HR Responsibility: None Description: This form is vital to the creation of the official personnel record. Employees must complete it first in order to release other forms for completion.

Explanation of the form fields and questions are available to new employees HERE.

Direct Deposit Enrollment HR Responsibility: PROCESS AS INDICATED Description: Employees complete this form within MyPURPOSE to indicate their selection of a checking or savings account for direct deposit or to request a Payroll Card.

Please hold this form until their appointment clears KHRIS and a user exists for direct deposit set-up. If the employee provided a checking or savings account for direct deposit, please set it up accordingly. If a Payroll Card was requested, please submit a Business Request (category Payroll Card) and include the completed form. Once the request is processed, Payroll Card account information will be returned for direct deposit set-up.

Explanation of the form fields and questions are available HERE.

*Tax Form: K-4 HR Responsibility: None Description: If an employee completes this form, requesting to have additional withholding per pay period, it will interface to KHRIS.

Explanation of the form fields and questions are available HERE.

*W-2 Online Election HR Responsibility: None Description: This form allows the employee to elect the online W-2 and will interface that selection to KHRIS. They can later change their election within KHRIS ESS. *EEO Race and Gender Self-Identification Form HR Responsibility: Verify completion or need for visual survey/observation Description: This form invites the employee to voluntarily self-identify their race/ethnicity and gender for reporting certain non-discrimination and statistics. Please verify completion by checking the form or monitoring KHRIS for the data. If the employee does not self-identify, follow normal procedure to determine this information by visual survey/observation.

Explanation of the form fields and questions are available HERE.

Employment Eligibility Verification Form (I-9) HR Responsibility: Complete as usual Description: The employee is only provided notice of the need to bring two acceptable documents to establish their identity and authorization on their FIRST day. Agencies must complete the manual process as usual.

Outside Employment Form HR Responsibility: As needed Description: The employee is only provided notice that this form is necessary if they plan to obtain outside employment. Agencies should process when submitted.

* Compensation Election Form HR Responsibility: None (only included in FLSA Non-Exempt workflow) Description: This form allows the employee to make their voluntary election, which is interfaced to KHRIS. Future election changes must be processed as usual.

Payroll Deferral Acknowledgement HR Responsibility: None Description: This form is simply an acknowledgement of the annual event.

Deferred Comp – New Hire Auto Enroll Acknowledgement HR Responsibility: None Description: This form provides access to a detailed brochure and serves to acknowledge that if an employee has been hired as a full-time employee by the Commonwealth of Kentucky Executive Branch, Administrative Office of the Court, or the Legislative Research Commission, they will be automatically enrolled in a Kentucky Deferred Compensation 401(k) Plan. It also directs the employee to contact the Authority within 90 days after receipt of their first initial contribution, if they wish to cease participation.

Ethics – Financial Disclosure Acknowledgement, if applicable HR Responsibility: None (only included in FLSA Exempt workflow) Description: This form is simply an acknowledgement that newly hired, appointed, or detailed public servants serving in an *officer position are required to file a Statement of Financial Disclosure (SFD) within 30 days of their start date.

*Officer positions include the following: Cabinet Secretaries CERTAIN MEMBERS OF BOARDS AND Deputy Secretaries COMMISSIONS: Members of the following are General Counsels considered to be officers: Commissioners Parole Board Deputy Commissioners Board of Tax Appeals Executive Directors Board of Claims Executive Assistants Kentucky Systems Board of Directors Policy Advisors Kentucky Teachers’ Retirement System Board of Special Assistants Trustees Administrative Coordinators Public Service Commission Executive Advisors Worker’s Compensation Board and its Staff Assistants administrative law judges Division Directors Kentucky Occupational Safety and Health Review Commission Property Valuation Administrators as determined by Kentucky Board of o Council on EBEC v. Atkinson, Ky. App., 339 S.W.3d 472 (2010). Postsecondary Education, and Members of salaried boards and commissions. See CONTRACT EMPLOYEES: Anyone holding a position by KRS 11A.010(21) contract that would be considered a full-time position for any of the above positions, NOTE: Constitutional Officers do not complete this form. Candidate Form EBEC-SFD-104 counts as the new hire form.

Unemployment Insurance – Benefits Acknowledgement Form HR Responsibility: Verify completion (only included in FLSA Exempt & FLSA Exempt UI workflow) Description: This acknowledgement form is for employees appointed as a Secretary, Deputy Secretary, Executive Director, Chief of Staff, or Commissioner, advising that their position has been deemed a major non- tenured policymaking or advisory position pursuant to KRS 341.055(4)(f). It further advises that should they leave or be terminated from employment, although they may apply for benefits with the Kentucky Division of Unemployment Insurance, their position is considered non-covered for purposes of Kentucky Unemployment Insurance benefits, or in other words, a position that is not entitled to receipt of .

Ethics – Executive Branch Code of Ethics Guide HR Responsibility: None Description: This form is simply an acknowledgement that the employee has received and reviewed the Guide to Executive Branch Code of Ethics.

THE EMPLOYEE MADE A MISTAKE ON ONE OF THEIR FORMS. HOW DO I CORRECT IT? Once a form is submitted the employee is unable to make changes online and the agency HR office must do so within KHRIS. You’ll need to wait until the appointment action clears KHRIS and the information collected within MyPURPOSE interfaces over. Once available in KHRIS, you can make the change as usual.

NOTE: If the correction involves their SSN…. Commented [CSL(1]: Weren’t there special instructions for this? If it was wrong in KHRIS, it won’t interface, right? WHAT TRAINING DOES A NEW EMPLOYEE HAVE TO COMPLETE? Beginning on their hire date, the agency training administrator should assign the enterprise required Executive Branch Onboarding: New Employee Training curriculum. Agencies are also able to assign agency-specific courses as needed.