Human Resources Onboarding

Items For New Classified Employees

Section 1: Sign and Return Immediately

  1. HR15 for the background investigation
  2. Parking Request Form (DGS-32-001) – For employees who work in the Madison Building only
  3. Salary Reduction Agreement for Pre-tax Parking Fee Program – For employees who work in the Madison Building only

Section 2: Bring on Your First Day

Forms to Complete

  1. Identification/Access Card Form – For employees who work in the Madison Building only
  2. Form I-9 (complete part 1 on page 7)
  3. Notification of Withholding Order
  4. VA-4
  5. W-4
  6. Direct Deposit Authorization

Policies to Read and Acknowledgements to Sign

You only need to bring the Certificates of Receipt on your first day.

  1. Alcohol and Other Drugs (DHRM Policy 1.05, Certificate of Receipt)
  2. Confidentiality Policy (VDH OCOM Policy 1.01, Certificate of Receipt)
  3. Driver Safety, if applicable (VDH Driver Safety Policy) – Certificate of Receipt is on the last page
  4. Employee Handbook – Certificate of Receipt is on the first page
  5. Standards of Conduct (DHRM Policy 1.60, Certificate of Receipt)
  6. Use of Electronic Communications and Social Media Policy (DHRM Policy 1.75, Certificate of Receipt)
  7. VDH Information Security Access Agreement
  8. Civility in the Workplace (DHRM Policy 2.35, July 1, 2020)
  9. Workplace Safety and Employee Health (VDH Workplace Safety and Employee Health Program) – Certificate of Receipt is on the last page

Policy to Read

  1. Internet and Social Media Usage (VDH OCOM Policy 1.07)

Documents to Print

  1. New Employee Onboarding Checklist
  2. How to Enter Time and Effort in F&A – For employees who are partially or fully paid by grant funds or who provide direct patient care

Documents to Bring

  1. Proof of your highest education level
  2. Driver’s license
  3. Required identification I9 documents (see page 9 for the list)

DOLI Overview

This course provides an overview of the mission, values, and organizational structure of DOLI, as well as essential actions new employees must complete on their first day of employment with the agency.

Click here to access the course.

Section 3: Benefits Information to Review

Health Benefits

  1. Health Benefits At-A-Glance (2023)
  2. Monthly Premiums for July 1, 2023 – June 30, 2024
  3. Enrollment Form (must complete and submit within 30 calendar days of your official hire date)
  4. Affordable Care Act (ACA) Health Insurance Marketplace Notice

Retirement Benefits

  1. Virginia Retirement System Hybrid Plan: Handbook, Website (includes a six-part video series)
  2. Designate VRS Beneficiary by logging onto myVRS at https://myvrs.varetire.org/login/ 30 days after employment

Life Insurance Benefits

  1. Group Life Insurance Resources
  2. Optional Life Insurance (handbook)
  3. Certificate of Insurance
  4. Optional Group Life Insurance Enrollment Form (VRS-39) (Must complete and submit within 31 days of your official hire date for guaranteed issue of coverage)

Short Term and Long Term Disability & Long Term Care Benefits

  1. Virginia Sickness and Disability (VSDP) Handbook
  2. Long Term Care (see pages 39 – 45)

Section 4: Review by the End of Your First Week

  1. Commonwealth of Virginia Pay and Holiday Calendar
  2. Equal Opportunity General Statement (Executive Order Number 1)
  3. Family and Medical Leave Act, FMLA (DHRM Policy 4.20)
  4. Parental Leave (DHRM Policy 4.21)
  5. Outside Employment (VDH Policy 1.60)
  6. Probationary Period (DHRM Policy 1.45)
  7. Restricted Position (VDH Policy 2.20), if applicable – restricted positions are funded from non-general fund sources)
  8. VDH Code of Ethics (Certificate of Receipt)