Welcome to Financial Management

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Last updated:
January 11, 2008

Supervisor’s New Employee Orientation Checklist

Click here for printable version.

STEP 1: During the First Job Interview – iNtroduce applicant to Quality Improvement in Financial Management (FM)

Hand out and review organization chart for your department in FM
Review "Overview of Quality Improvement in Financial Management"
Give applicant a copy of the job description
Hand out business card with phone number of contact person

STEP 2: Prior to Start Date – Ensure everything is ready for new employee's start

Arrange for clean, well stocked working space
Update nameplates, phone lists, schedules, org charts, departmental email lists, etc.
Inform staff of new person
Plan and schedule job-related training
Add the person's name to any departmental or team email lists
Set up the person's new record in OWLS
Make sure the person has an "emergency supply kit"
Send job confirmation letter
Set up E-mail account

STEP 3: First Day – Orient new employee on first day

Welcome and introduce employee to office
Take employee on a tour of work area: food service, copy/fax machines, stairs, elevators, fire exits, recycling bins, bathrooms, etc
Ensure the new employee understands the following job-related topics:
- Responsibilities of the position
- Important HR policies and paperwork procedures:
  - Vacation request
  - Sick leave reporting
  - Flex-time policy
  - Department policies specific to your area
  - Ethics
  - Smoking policy
- Your department's office practices

Pay check distribution process in your department
Work hours
Breaks
Lunch
Email, telephone and personal use of computer

Show new employee the "Welcome to Financial Management" web site. Review with the new employee the QI Pyramid
Alert employee to the required University orientation process. Direct the new employee to the New Employee Orientation web site during the first week of employment. At this site, the employee must:
- Register for a required in-person orientation session (must attend within first month of employment View the required on-line orientation (must view the orientation by the end of the first week of employment)
- Request a staff ID (Husky card)
- Register for the required training, "Prevention of Sexual Harassment"
- OPTIONAL: Register to attend an in-person "New Employee Q&A Coffee Hour" (held twice a quarter)
Ensure the new employee has received the UW benefits packet (Benefits Office will send this to the employee within the first 10 days of employment.)
Direct employee to the following resources for information on paychecks
Distribute keys, if needed for job
Assist in completing employment paperwork, if necessary
Show the new employee the Parking and U-Pass sites.
Demonstrate computer log-on process
Show the employee the "MyUW" and UW home page sites
Discuss your departmental building evacuation plan and exit routes.
Explain the purpose of the "emergency supply kit"
If appropriate to the position, request access to UW Financial System
If a Procurement card is needed by the new employee, have the person complete the application
If the new employee expects to take at least one business trip per year, have the person complete an application for a travel VISA card

STEP 4: At the end of the Second Week - Follow-uP with new employee

Explain probation process, if relevant
Establish with employee how to contact you (e.g. email, walk in, set meeting ...) and what your expections of the employee are
Ask employee how it is going and discuss any areas of concern

Recommended step 5: At the end of 3^rd month

Discuss with employee regarding his/her job performance and participation in QI activities

Recommended step 6: At the end of 6^th month