Hiring Manager onboarding UltiPro Onboarding Training for Store Managers and Assistant Store Managers

Welcome to hiring manager Onboarding training Onboarding is a web-based product that automates and simplifies the new hire process. Once you complete the four (4) steps of the Onboarding Process, that data flows seamlessly to UltiPro and from there to Time Management. Additionally, Onboarding sends out e-mail notifications along the way to those who have a role in the new hire process – the Manager, the New Employee and the HR Generalist

The Onboarding Process Pre-Onboarding: Background Check Step 1: Post Hire Verification Step Step 2: New Employee Step You start this step by entering the information related to the new employee and their position The HR Generalist completes this step and electronically sending the new employee their new hire paperwork The new employee completes their new hire paperwork online before their first day of scheduled work Step 3: Orientation Step Step 4: Signature Step You complete this step with the employee on the first day of work You complete this step to send the new hire information to UltiPro to be processed

Pre-Onboarding Prior to the Onboarding process, you will need to request a Background Check for your new hire. Go to the PANDORA Americas Zendesk and request an HR O&O ticket for a Prescreen Request: Once the background check has been completed you will receive the go-ahead from your HR Generalist to initiate the Onboarding Process.

Accessing Onboarding Log into the UltiProWorkplace Go to the Menu and select the My Team tab. Select the Work Queue link under “Onboarding”

Beginning the process Once Onboarding opens, select Process from the menu bar

Beginning the Post hire verification Step Select the Start button to begin to on-board your new hire

New Hire Set-up Information On the New Hire Set-Up Information screen enter the following information: First Name Middle Name (if applicable) Last Name At Home Selection New Hire’s personal Email Address (must be entered twice) Expected Start Date Make sure to select “At Home” as the answer to the question “Will the new hire complete his/her paperwork at home or on-site?” For the Start Date – enter an expected start date no less than 2 days from the initiation of this Onboarding process as you need to give the employee time to complete their new hire paperwork prior to starting. Select Next to continue

Where Will the New Hire be Employed? On the Where Will the New Hire be Employed? screen select the following information: Company Company - select Pandora Ventures Company - select Pandora Ventures, LLC Location Hiring Manager – must be the store manager Job Department Title Each field has a drop-down list for all the values in the system. Once you have selected the field, start typing the value you are looking for to narrow the list. In this example, for the Location, once the field was selected, you would start typing “Spring”. Company is listed twice, but they are 2 separate fields in UltiPro. There are multiple jobs listed for the same title, Please refer to your employee list in UltiPro or ask your HR Generalist which number to select (1, 2 or 3) for your store. Select Next to continue

New Employee Salary Information On the New Employee Salary Information screen select/enter the following information: Full-Part Time Employee Type Salary or Hourly Pay Rate – please enter Per – select hour for hourly employees The only values used Employee Type for PANDORA Owned and Operated stores are Full Time, Part Time and Seasonal The Standard Hours will default in based on the values selected above on the screen Select Next to continue

Requirements/Notifications On the Requirements/Notifications screen your data entry is complete This information will be completed by your HR Generalist Select Close to continue Once you close this page, the system will alert your HR Generalist that you have a new hire pending so that they can send the new hire paperwork to the employee.

Monitoring the process Once you have completed your portion of the Onboarding first-steps, you will be returned to the Onboarding Process screen. Select Home to return to the Onboarding home screen.

Monitoring the process On the Onboarding Home Screen, you can see the status of any process assigned to you

Monitoring the process If you have nothing in your Work Queue, you can select the number next to the word Onboarding to see the status of any process assigned to your store In your store level Work Queue you will then see any open process associated with your store, who it is currently assigned to and at what step it is in the onboarding process

Next steps in the process Once the HR Generalist has finished the first-steps in the on-board process and send the new hire paperwork to the employee to complete, you will receive an email from the system letting you know that the employee to can start work on the hire date originally selected. Additionally, in your store level Work Queue, you will see your new hire is in the New Employee Step of the process – meaning they have been sent their new hire paperwork to complete

Beginning the Orientation step On the employee’s first day of employment, you will need to complete the Orientation Step and the Signature Step First, go into your store level Work Queue and select the employee listed. If the employee has completed all their new hire paperwork, you should see the Activity as the Orientation Step

Beginning the Orientation step To take ownership of the process, hover over the New Employee’s record and, once highlighted, click on it to select You will then be asked if you want to “take” this activity, click on OK

Beginning the Orientation step The activity in the Work Queue is now assigned to you To begin the Orientation Step, hover over the New Employee’s record in your Work Queue and, once highlighted, click on it to select

Welcome to the Orientation Step Both the New Employee and the Store Manager must be present to complete this section Select Next to continue

New Hire Name & SSN Information Verify the Employee’s Social Security Number with the employee Verify that the name information entered by the employee match the name exactly as it appears on the employee’s Social Security Card If there is no middle name entered, the system will confirm that with you, select OK to continue or Cancel to correct Select Next to continue

I-9 Employment Eligibility Instructions The Employee must now show you proof of identity and eligibility to work in the United States If you would like to review the documents you can accept for the I-9, click the Review Eligibility Documents link If you would like to review the entire I-9, click Review the I-9 link Please note that this information was already sent to the employee with their New Hire paperwork, so they should have all applicable documents ready for you to review Select Next to continue

Preparer/Translator Requirements The Employee has the option of using a preparer/translator to assist in the completion of Section 1 of the I-9 If the employee needed assistance, they would have selected Yes when the completed their New Hire paperwork Select Next to continue

Citizenship status and proof of eligibility to work in the U.S. Review the documentation provided and confirm that it matches the information on the page If you receive other documentation than what was indicated by the employee for this page, please change the proof of eligibility Check the box indicating that you are aware that it is a federal offense to falsify statements or documents in connection with the I-9 form Confirm that the documents provided are original documents Select Next to continue

Section 2 - Employer Review and Verification Enter the information related to the documents provided Check the box indicating that reviewed the document(s) selected above and that they identify the employee and prove they are eligible to work in the U.S. Confirm the Start Date If the start date of the employee is different from the original expected start date you entered at the beginning of the Orientation process, you can change that start date here Select Finish to continue

Review and Approve – Orientation Step Review the data that was entered If any of the data needs to be adjusted, please click on the blue hyperlink text to return to that screen and correct the data. Once corrected, click “Finish” on the pop-up to return to the Review and Approve page. Select Next to continue

Review and Approve – Orientation Step Review and Approve the Preparer/Translator Information Select Next to continue Review and Approve the Employee Eligibility Information you entered Select Submit

Electronic Signature Step for Manager Please enter the password Password_123 Click the check box to agree to use electronic click signatures to sign documents Select Submit to continue

New Employee Summary Form – Click to Sign Scroll down to review the information on the New Employee Summary If you made a change to the Start Date from the initial Hire Date, these dates will be different on this page. If the Hire Date is different from the Start Date, when the employee is hired into UltiPro the Data Entry staff will update the Hire Date to match the Start Date Click the Click to Sign button to e-sign your form

US I9 – Click to Sign Scroll down to review the information on the Form I-9 Click the Click to Sign button to e-sign your form Note that as you sign the e-forms, a green check box appears next to each form

Submit all Documents All your forms have now been signed Since you should not have any employee files at the Store, you do not need to print the documents Select Submit All Documents to complete the process

Other New Hire Paperwork Although you do not have to print the new hire packet from Onboarding, there are a few items that you will have to scan and send to your HR Generalist through the original HR O&O Zendesk ticket that you opened to request the background check: I-9 documents Please only send the documents actually used to verify the I-9 form in Onboarding Employment Application Seasonal Employee Offer Letter (for Seasonal New Hires only) Employee Purchase Agreement O&O Dress Code sign off Availability Form

Onboarding complete Once your have completed the process, you will no longer see the employee listed in your Work Queue or in the store’s Work Queue

Onboarding complete So where did your new hire go? Your New Hire is now waiting in UltiPro for the Data Entry staff to hire

New Hire and Onboarding things to remember The Data Entry staff at PANDORA have to process the new hire in UltiPro prior to the employee being visible in your Team and in Time Management The Data Entry staff should have the new hire processed within 3 business days of it populating into the Process Hires list However, if the payroll process is underway, the new hire will be delayed until that process is complete You will receive an e-mail notification from the system once your employee has been hired into UltiPro with their Employee ID number so that they can access Time Management Once you see that employee in your Time Management listing, please enter any time they may have worked during this new hire process into their timesheet for the current pay period Payroll will only accept new hire paper timesheets for time worked in the prior pay period, if that time corresponded to worked weekend or worked holiday time that was not able to be entered due to the payroll process schedule and the new hire process time

Onboarding Quiz Time Answer: There are 4 Steps: Question 1: How many steps are there in the Onboarding process and what are they? Answer: There are 4 Steps: Post Hire Verification Step – completed by you and your HR Generalist New Employee Step – completed by the new employee Orientation Step – completed by you with your new employee Signature Step – completed by you Plus the Pre-Onboarding step for the Background Check

Onboarding Quiz Time Question 2: How Do I get to Onboarding? Answer: Login to the UltiProWorkplace and go to the Menu and select Work Queue from the My Team tab.

Onboarding Quiz Time Question 3: What do I select to start the Onboarding process? Answer: Select Process from the menu bar and then Select Start

Onboarding Quiz Time Answer: Select Close Question 4: What do I do when I get to the Requirements/Notifications screen? Answer: Select Close Once you close this page, the system will alert you HR Generalist that you have a new hire pending and that they need to send the new hire paperwork

Onboarding Quiz Time Question 5: I have nothing in my Work Queue - how can I see the processes for my store? Answer: Access your store’s Work Queue by selecting the number next to the word Onboarding in the upper left of the page

Onboarding Quiz Time Question 6: How do I know when I can schedule the employee for their first day? Answer: You will receive an email from the system when the New Hire Paperwork has been sent to your employee Additionally, the process in your store’s Work Queue will be on the New Employee Step

Onboarding Quiz Time Question 7: How do I begin the Orientation Step? Answer: Find the new employee’s record in your store’s Work Queue and “take” the activity. Then in your Work Queue, hover over your New Employee’s record and, once highlighted, click on it to select

Onboarding Quiz Time Question 8: What if the eligibility documents provided by the employee are different than what is on the screen? Answer: On the Citizenship Status and Proof of Eligibility to Work in the U.S. page, you can change the documents being used. Please note that you need a valid document from List A or a valid document from both List B and List C

Onboarding Quiz Time Question 9: What if the start date for the employee is different that the hire date I originally selected? Answer: On the Section 2 – Employee Review and Verification page, you can change the Start Date for the employee. If the Hire Date initial selected is different than the Start Date, when the employee is hired into UltiPro the Data Entry staff will update the Hire Date to match the Start Date

Onboarding Quiz Time Question 10: Should I print the Onboarding packet before I click Submit all Documents? Answer: No. Since you should not have any employee files at the Store, you do not need to print the documents. However there are some documents that you need to scan and send to your HR Generalist through the original HR O&O Zendesk ticket that you opened to request the background check: I-9 documents Employment Application Seasonal Employee Offer Letter (for Seasonal New Hires only) Employee Purchase Agreement O&O Dress Code sign off Availability Form

Thank you for completing the UltiPro Onboarding Training for Store Managers and Assistant Store Managers If you have questions about the Onboarding process, please contact your HR Generalist