Sending Out New Hire Paperwork Through DocuSign

Issue/Question

A department has hired an employee who needs to complete New Hire Paperwork.

How do I send out new hire paperwork to a new employee?

Do I need to send out new hire paperwork for a new employee?

Environment

• Docusign

Cause

I need to send out new hire paperwork for a new employee.

Resolution

Below are directions on how to send out the new hire Paperwork by employee type.

You will need to be in your secure Docusign account. If you do not have access to the secure side. You can request access here.

Benefit/Leave Eligible Employees

1. If the individual is a new full-time employee, the HR office will send the New Hire Paperwork (I9,W4,DD, Personal Date Statement) to the individual along with their offer letter via Docusign.
   1. The superuser will be added to the queue in Docusign so that the EPAF can be completed.

Adjuncts

1. Follow the Adjunct Contract Process.

Student Employees/Temporary Employees

The Superuser should send an email to payroll@usd.edu to verify whether the employee will need to complete New Hire Paperwork. If confirmed that the employee needs to complete New Hire Paperwork using the below instructions:

1. Superuser will need send the student New Hire Paperwork through Docusign.
2. Ensure you are in DocuSign Secure
   1. Click on your initials in the top right corner and select Switch Account. Select Secure
3. Select the Templates tab and click on Shared Folders and then HR SuperUser
   1. If you can’t see shared folders, click Show More
4. Find the appropriate template: HR-USD New Hire Documents (I9,W4,DD, Personal Date Statement)
5. Click the Use button on the right side of the template
6. Add names and emails to the recipient queue.
7. Click Send

If you have any questions or issues, please contact Human Resources if you need further assistance.