Onboarding Responsibilities

Offer Request Form
  • Complete and submit Offer Request Form to HR and Recruitment (once approved by the Regional Manager)
  • Prepare onboarding/training schedule
  • On employee’s first day:
    • Work with HR to ensure all new hire paperwork/tasks are completed in ADP no later than COB of 3rd day of employment
    • Meet with the employee to provide a great welcome, set goals and expectations moving forward
    • Check in regularly, communicate frequently, and provide feedback to help in their ongoing success and engagement
    • For 2022 we are reviewing options to develop a corporate training program with modules for onboarding training requirements

Employee Change and Termination Requests

Change/Termination Request Form
Change and Termination Form
  • Use this form to request and notify HR of any changes to an existing employees, for example:
    • Transfers
    • Title/position changes
    • Pay/salary changes* – requires justification and review with RL
    • Worker category changes (FT, PT, temp, etc.)
    • Promotions
    • Terminations
  • Complete the form and submit it to hr@selectdentalmanagement.com
  • Once approved by HR:
    • Communicate change(s) to employee
    • Provide employee a promotion letter, if applicable, which will be prepared by HR
    • Termination requests – must advise HR immediately
      • Involuntary terminations – must partner with your HR Business Partner prior to any

Offboarding Responsibilities

  • HR must immediately be informed of any employee resignations
  • Complete and submit Change & Termination Form to HR and Recruitment
  • Ensure all IT/computer software access is deactivated
  • Collect any company property, including office keys
Involuntary Separations- must partner with HR prior to any employment action
  • Meet with HR to discuss details of the termination request
  • Reason, examples and justification to support the request to separate
    • Documentation
    • Prior coaching, verbal and/or written warnings, recent performance review, PIP, progressive disciplinary process, etc.
  • Severance, if applicable
  • Final pay, if in state with final pay requirements
  • HR to review any considerations, risks, or guidance if applicable (including legal review in some cases)
  • Date, time, and appropriate method of conducting the meeting (HR to be present via phone, Zoom, in-person

    • Payroll Responsibilities

    DEADLINE FOR APPROVALS AND SUBMISSIONS IS NO LATER THAN 12 PM MONDAY OF ANY PAYROLL WEEK, NO EXCEPTIONS
    • Timecards must be approved and submitted including resolving any errors and exceptions by 12pm EST on Monday of any Payroll week
      • Double check the hour totals are accurate for what was worked by that employee during that week Example: ensure there are no 5am clock-outs vs 5pm, missed punches or forgotten clock-ins after lunch; validate OT hours are accurate
      • Overtime (OT) will automatically calculate when payroll is processed, no action is required as long as the hours are correct
      • PTO approvals – reject or approve all current pay period pending approvals – otherwise employees will not receive PTO pay correctly
      • PTO is only to be paid for the eligible employee’s regularly scheduled hours
      • Office Closure days are only to be paid for the employee’s regularly scheduled hours up to a max of 8 hours
      • Ensure all pay rates are coded correctly and additional pay is included (training, bereavement, PTO, holiday, etc.)
      • Holiday hours – PLs must manually enter holidays into the timecard for each eligible employee and code as “Holiday” under the pay code section
      • Holiday pay for eligible employees is based on regularly scheduled hours: Contact HR for any questions
      • If their office is regularly opened the day that the observed holiday falls
      • If the observed holiday falls on their regularly scheduled workday
    • Bonus pay – send a full list of anyone receiving bonus to Amy Smith, Payroll Consultant at amy@selectdentalmanagement.com and copy HR by the deadline

    Timecard Pay Codes