1. You’re Invited! Varian New Employee Orientation

2. Orientation Logistics
Tuesday: Arrive by 8:00 AM in the lobby of Building 4A
Varian Medical Systems / Corporate Headquarters
3100 Hansen Way, Palo Alto, CA 94304
*Note: The event is held on Tuesdays to allow for travel into Palo Alto. Please coordinate your trip planning with your manager as needed.
Invitations: When you are officially cleared to start employment, you will receive a formal invitation with details from by Thursday before the orientation the following week.
Travel: Monday will be your travel day. Your travel arrangements will be made and communicated to you by your manager or their administrative assistant.
Lodging: Travel arrangements can be made through Balboa Travel by calling (877)
Transportation: Please note there is no bus transportation from the San Francisco or San Jose airports, a rental car will be required.
Questions: 1 (844) |

3. Travel Logistics (Expenses)
Apply for your TRAVEL Corporate Card online at
Enter one of the following access keys:
For U.S. credit card: ypti3yhs
For Canadian credit card: wq07ozep
You will need to enter a 9 digit Card Activation Number, which you must remember in order to activate the card. This can be any 9 digit number you like.
Your Employee ID is your badge number, which is required to process the application.
Please bring this card with you to cover your expenses. If your manager has made other arrangements, s/he will communicate those to you.
A corporate credit card is required for any employee needing to travel.

4. Logistics Continued
Laptop & Cell Phone: Your manager has pre-ordered your company issued laptop and cell phone (if applicable).
Questions: Should you have additional questions, please contact your manager or HR Connect Administrator.
Note: Some employees are invited to an organization-specific orientation event such as remote sales and service employees may go to Milpitas and manufacturing employees may go to Palo Alto Building 3. Please ask your manager if additional events apply to you.

5. (The next slide provides a checklist for your convenience)
New Hire Paperwork
First Step:
Please complete the new hire paperwork and bring them to your new hire orientation including approved identification documentation. Your new hire forms can be found online at which contains key information to assist you with your onboarding to Varian.
Your login information is:
Username: welcome
Password: varian
(The next slide provides a checklist for your convenience)
Note: Required right to work form I-9 is required within three days of a person’s start. This form will be sent by Justifacts in an for fill in online after the employment offer is accepted and before the first day of employment.

6. Important Forms for your First Day
Forms to Complete and Bring to Orientation
Controller’s Manual Policy #720 Acknowledgment
Certificate Regarding Company Polices & Practices
Confidentiality Agreement to Protect Patient Health Information
Consent to the Processing of Personal Data
New Hire Benefit Election Period Acknowledgement
Borrowing PPL Policy Acknowledgement and Agreement
Proprietary Information and Inventions Agreement
W4 2015
Agreement for Direct Deposit of Payroll
Internet Payroll Service Election
Optional Forms
Voluntary Self Identification – Protected Veterans
Voluntary Self-Identification of Disability
Employee Stock Purchase Plan (ESPP) Election Form – Statement of Intent
An electronic I-9 form will be sent via by Justifacts for you to complete on-line prior to arrival. Please be sure to bring listed documentation on your first day to complete the process.

7. Tuesday – Palo Alto Campus
Timeframe
Activity
Duration
8:00 – 8:30 AM
Take pictures for Badging in Bldg 4 as appropriate (or go directly to event)
Meet and greet (refreshments included)
Collect Paperwork
Review Agenda
30 minutes
8:30 – 9:00 AM
Networking Activity
Dow’s Welcome Video
Varian Values
9:00 – 9:45 AM
Corporate Mission
Company History, Products and Markets
45 minutes
9:45 – 10:00 AM
Break Video: “Why I Work at Varian”
15 minutes
10:00 – 10:50 AM
Employee Benefits Orientation
50 minutes
10:50 – 11:20 AM
Safety Orientation/Training (All sites, fire drills, ergonomics etc.)
11:20 – 11:35 AM
LMS Overview
11:35 – 12:30 PM
Cafeteria Lunch (Provided) with Varian Executive
1 hour
12:40 – 1:50 PM
Factory Tour
1 hour 10 min
2:00 – 2:15 PM
Ethics & Compliance
2:15 – 2:30 PM
Quality System Overview
2:30 – 2:40 PM
VMSNet Overview
10 minutes
2:40 – 3:00 PM
Travel & Expense Reporting
20 minutes
3:00 –3:30 PM
IT Overview and Close