Anna Korach 84 LUMBER COMPANY 1019 ROUTE 519 EIGHTY FOUR, PA 15330

84 Lumber Company New Hiring Process DIRECTIONS

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New Hiring Process Flowchart

Position opening created, contact Recruiter to open

position.

Recruiter opens position, position advertised on several

Internet Sites

Recruiter receives, screens, and prequalifies

applicants Prequalified applicants have

passed math assessment, completed application,

completed PSI as necessary Recruiter releases prequalified candidates to Store Manager in Applicant Tracking System BALANCEtrak. Application appears

instantly!

Manager logs into BALANCEtrak from the PC to

view candidates

Manager interviews candidates

If Manager Approves of candidate and wants to move them into the next step of the process, Manager selects Disposition Code – Store Manager Approved for Hire

Manager administers Background Check and

Drug Test

Manager can administer PSI via booklet if not already done, or request Recruiter to administer

PSI through BALANCEtrak

When Manager and Recruiter determine the candidate is ready to be hired and have established a START DATE, the Recruiter generates an offer letter to

candidate, along with the onboarding paperwork through EMP Trust

If candidate Accepts Employment, the

candidate will begin the New Hire

Paperwork

If candidate Declines Employment, we

move on to the next one.

On the New Associate’s first day, the Manager will verify the I-9 by logging into EMP Trust portal.

Manager scans and sends a copy of verified documents for I-9 to

Payroll Coordinator.

Any missing New Hire paperwork after the New Associate’s first day will be collected from Payroll Coordinator Manager adds new associate to POS System

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New Hiring Process Training

Table of Contents

Step 1: Accessing the new Applicant Tracking System BALANCEtrak…………………………3

Step 2: BALANCEtrak Home Screen……………………………………………………………………………4 a. Definition of pre-qualified applicant b. Manager’s responsibilities for pre-employment process

Step 3: Navigating Job Seekers Graph……………………………………………………………………...5

Step 4: Viewing Job Seekers/Applications…………………………………………………………………6

Step 5: Navigating the Applicant’s Profile………………………………………………………………….7, 8 a. Math Assessment, PSI, Dispositioning

Step 6: Interviewing and Disposition Candidates……………………………………………………….9, 10 a. Interviewing and Dispositioning

Step 7: Walk-in Applicants………………………………………………………………………………..……….11 a. Ordering Now Hiring Business Cards b. How to handle Walk-Ins

Step 8: Adding New Hires into Your System………………………………………………………………12-18 a. EMP Trust – Online Onboarding Suite Portal b. Login Information c. Editing Section 1 of I-9 Forms d. Completing Section 2 of I-9 Forms e. Photo Copy verified documents

Step 9: Adding New Employee into POS System for Time Clock, etc……………………………19-22

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BalanceTrak, EMP Trust, POS Training for Store Managers Hello and welcome to the new Applicant Tracking System called BALANCEtrak. BALANCEtrak is a web based system that you will access from your PC, and not the POS system. The POS system Option 59 and 60 will no longer be used to access candidates’ information. All Store Managers will receive a log in via email, along with a password. We will only give the Store Manager access to the system. If you have other members in management aiding in your interviewing and hiring process, you must give them your log in information. We will not have multiple logins for one location.

ACCESSING BALANCETRAK

STEP 1: LOG INTO BALANCEWORKS BALANCEtrak is designed to be viewed using a recent browser. For details on browser support, visit their website at: http://www.berkshireassociates.com/browsersupport.aspx

1. From any computer with an active Internet connection, go to the following address: https://works.baiworks.com. This will open the BALANCEworks login page, which provides entry to BALANCEtrak.

2. Enter your email address and the password assigned to you by the Administrator, and click Login. Please note the password field is case sensitive. a. If you need to contact your Administrator please call:

Recruiting Manager – Anna Korach extension 2152 Compensation/Compliance Manager – Hannah Gifford extension 2196

3. FORGOT PASSWORD? Your login ID will be your email address. If you forgot your password, click on the link Forgot your password? From there you will be instructed to follow the steps to restoring or resetting your password.

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STEP 2: YOUR BALANCETRAK HOME SCREEN Here is a screen shot of what your home page will look like in BALANCEtrak. You will be able to view applications of job seekers that have applied to your store only. If you want to know what openings are posted for your store, contact your Recruiter. The Recruiter will send you pre-qualified applicants only. Pre-qualified applicants mean:

1. The applicant has passed the knockout questions, passed the math assessment (as applicable per position), and has completed the application. 2. Based on position, the applicant may have also been administered the PSI through BALANCEtrak. We will still have the PSI booklets available for those

candidates that do not have access to complete the assessment online. 3. Based on the position, the applicant may have had a phone interview by the recruiter as well. 4. The Recruiters will have the capability of emailing a background check form to any prospects you may want to move forward in the hiring process. This will

only be done at your request, and will only work if the applicant has access to the form via email. You are still able to administer the background check form. 5. MANAGERS ARE STILL RESPONSIBLE FOR:

a. Administering Drug Test forms. b. Administering Background Check forms as needed. c. Administering PSI’s for candidates that are unable to access the assessment online. d. Dispositioning candidates

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STEP 3: NAVIGATING JOB SEEKERS GRAPH There are two locations where you can go to view your applications that the Recruiters has sent you.

• When clicking on the Job Seekers (applications) Graph to the right, the Applicant’s name, date of application, requisition number, and math assessment score are all visible.

• If there is not a math assessment score shown, this means there is no math assessment associated with this position.

• You can view the applicants’ information by clicking on the Review symbol

• It is recommended you view applications by clicking on Job Seekers on the left hand side on your menu bar for ease of navigation.

Click here to view applicants below RECOMMENDED to Click

Here, see next screen

Click Review Symbol to view applicants’ info

Math Scores

Requisition Number: Store Number, Job

Code, Unique Identifier

NO SCORE indicates no

math assessment for position

Click icon P to view contact information and

knockout questions

Click icon A to view application

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STEP 4: VIEW JOB SEEKERS/APPLICATIONS After you click on Job Seekers located on the left hand side menu bar, here is what the view will look like.

NOTE: Applications are communicated REAL TIME! No more overnight communications!

Click here and select ALL to view all applicants. You can set this to default by going to ACCOUNT, Manage Job Seekers, and select ALL, and select SAVE at the bottom of the page.

Click here to sort by various fields

You will only be able to view

jobs applied at your store

Click on Flag Icon to flag applicant, or click the Review Symbol to view applicant info.

Click to select which position you want to view applications for

Click to add/delete fields to view below, customize

what you want to see

The Recruiter will select HR Submits to Hiring Manager or Hiring Manager

Interviewing Job Seeker for you to be able to view applicant. NEVER CHANGE

THIS FIELD

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STEP 5: NAVIGATING THE APPLICANT’S PROFILE

View general information here

Any attachments made by the recruiter can be seen

Any events added by recruiter will be shown here

ALL activity on the applicant’s profile is tracked

These functions are disabled

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STEP 5: NAVIGATING THE APPLICANT’S PROFILE CONTINUED…

Click PDF Icon to View Math Assessment Score and Application

Note: Self ID form will be blank and so will the BC Form. The BC form can be sent to the candidate by the recruiter, but is not tied to the candidate’s profile. There will not be BC results listed here, results will

be communicated by the recruiting team.

Click here to expand info

MATH ASSESSMENT The math assessment will only need to be taken once by the applicant if they have applied to same position multiple times. You will only see candidates who have passed the math assessment and the score. If the position does not require a math assessment, there will be no score.

The application will hold the same information as before, but the format is now different. *A new feature shows a colored bar the reveals employment history in months.

PSI The PSI will be administered by the recruiter for ALL MTs, CSRTs. You will not have access to these results. The candidate will only be sent to you if they have satisfactory PSI results determined by HR.

• You will still have access to booklets, but Recruiting can administer the PSI for other FT positions per your request through BALANCEtrak if the applicant has access to email and Internet.

Dispositioning Applicants Select Assign, and select the disposition

code that applies to your candidate. After you change the Disposition Code, the candidate will disappear from your view. The Recruiter will still be able to

see the candidate. Don’t panic, this is to help you only view new applications and eliminate clutter from your application

flow.

If you want to move forward with the candidate, to notify the recruiter you must select STORE MANAGER APPROVED FOR HIRE from the list in the APPLICANT STAGE field. Once you let Recruiting know to move forward with someone by selecting STORE MANAGER APPROVED FOR HIRE in the Applicant Stage, we can begin pre-employment testing, creating the offer letter and any other paperwork needed.

• This will signal to the recruiter that you have a prospect and you want to move forward with the candidate.

• We can then monitor pre-employment paperwork that you have administered

• Then when a candidate is ready to be hired and we have established a start date, Recruiting can create an offer letter for the candidates.

• Once the Offer Letter is accepted by the candidate, they can begin the New Hire Paperwork prior to their start date online!

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STEP 6: INTERVIEWING AND DISPOSITIONING THE CANDIDATES

• The Manager will be responsible for interviewing the candidates the recruiters send. • Remember, we are only sending candidates who already passed their Math Assessment, and as applicable PSI. The manager is still responsible for

administering the Background Check Form and Drug Test. • As you interview your candidates, you will be able to choose from a list of Disposition Codes. It is as simple as pointing and selecting the correct Disposition

Code. 1.

2.

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STEP 6: INTERVIEWING AND DISPOSITIONING THE CANDIDATES CONTINUED…

LIST OF DISPOSIION CODES • Hired / Selected (H-1) • Not viewed/ considered (NC-2) • Failed Pre-Employment Assessment (NC-4) • Declined offer (OE-1) • Retracted acceptance prior to start date (OE-2) • No show to work / Never started (OE-3) • Does not meet minimum qualifications (R-1) • Not eligible for rehire (R-10) • Unwilling to agree to hours, location, uniform (R-11) • Internal candidate selected (R-12) • Candidate withdrew application (R-13) • No Show For Interview (R-14) • Meets min. qualifications, not most qualified (R-2) • Salary Requirements (R-3) • Poor Interview (add notes) (R-4) • Failed drug test (R-6) • Failed background and/or reference check (R-7) • Job Opening Cancelled (R-8) • Unable to contact (via email and phone) (R-9)

NOTE and REMINDER: When you select disposition, the candidate will disappear from your view. The Recruiters will still have visibility to the candidates. The system is set up this way so you do not have a cluttered view of applications. You no longer have to manage the applications like before, you only have to select a Disposition Code after you have dealt with the candidate. PLEASE BE AS SPECIFIC AS POSSIBLE, as you can see we have expanded on the list of reasons why a candidate is not moved into the next step of the process.

As far as the next steps, the Recruiter will be responsible for managing the Requisition and hiring stages, as well as creating the offer letters and monitoring the candidate’s onboarding.

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STEP 7: WALK-IN APPLICANTS

Once your location is rolled out to the new Applicant Tracking System BALANCEtrak, option 59 and 60 will go away. You will no longer need to view applications through these options nor will you be able to accept walk-in applicants through these options either.

Our new system is mobile enabled, meaning job seekers can now apply on their phones, iPads, computers, etc. We have created a Now Hiring business card that will provide the job seeker with a link to our careers page where they can complete the application.

TO ORDER “NOW HIRING” Cards: 1. Go to YARD TOOL: YDTL 2. Sub Menu: O for Office Supplies 3. Select Item # 2011

• If they do not have the capability of completing an application through their own device, here are your options: a. Have them use an available PC b. Ask them to go to their local library.

• There are companies that do not accept any other forms of applications other than online, we will not be the first nor the last company a job seeker encounters that requires they complete the application online. Chances are the job seeker has completed an online application for other companies already.

• If you have candidates that walk-in or you have a “Come See Me/Apply in Person” ad running, same concept applies. Options on how to handle walk-ins from ads:

a. Have them use an available PC b. Interview the job seekers, keep a list of names and phone numbers. c. If job seekers are still interested in the position after you speak with them, ask them to apply online or set up a date to have them come back to

use your PC.

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STEP 8: ADDING NEW HIRES INTO YOUR SYSTEM

There will be 2 parts to adding a New Hire.

1. One will require using EMP Trust – our new onboarding suite. a. Here all you need to do is verify the I-9. THAT’S IT! b. If the New Hire did not complete all their onboarding paperwork online, your Payroll Coordinator will be following up with the New Hire or you. c. If the New Hire did not have access to the online onboarding paperwork

i. Your Recruiter will be able to forward you their Log-In information ii. You can print the paperwork by:

a. Logging into My Info, My Company, Electronic Forms, New Hire Packet and 8850 forms. 2. The second part is adding the New Hire into the POS System so they can clock in. This can only be done at the Manager’s Terminal.

First let’s look at what you will need in EMP TRUST:

1. As your location is rolled out, you will receive a login email from EMP Trust. The email will look like this:

FROM: HR<notifications@empforce,com SUBJECT

Message will be sent with high importance

Link for Website: Add this to your favorites User Name Password PIN: You will need this for I-9 verification

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2. Once you login, you will be prompted to change your password, select an Icon and a Page Verification Phrase. Log in after password, icon, and Verification Phrase are completed.

3. Here is your view once you login:

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4. Click on I-9 Forms Widget shown above 5. Click on I-9 Section Pending For Review

6. You can now view all pending I-9’s that you need to complete. Simply find the candidate you are verifying, and select the Check Mark under Review.

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7. COMPLETING SECTION 2 OF I-9 FORMS:

The information below will be pre-populated by the candidate during the onboarding process. If the information is incorrect, you are able to edit Section 1 by selecting the Edit Section 1 link. A pop up window will appear, simply following the instructions, click submit, and then the form will allow you to edit the information. See pop-up below.

If needed, click Edit Section 1 and then the popup window will ask

you the following

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SECTION 2 I-9 FORM: Complete the I-9 Form as you do today but simply online. Candidates are notified of what proper documents to bring for the I-9 Verification, but if you need a list, see next page.

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List of Acceptable Documents for I-9, Section 2 Verification

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8. After you click Complete and Continue, you will be prompted to E-Sign by using your PIN number, you will receive this number in your original email with your login credentials. If you lost your PIN, you can request to have it resent to you.

9. After completing section 2 of the I-9, please make a photo copy of the documents that you have verified and email them to your Payroll Coordinator.

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STEP 9: ADDING NEW EMPLOYEE INTO POS SYSTEM FOR TIME CLOCK, ETC. Congratulations, you have almost hired your new associate! Now you just need to get the employee into the POS System so they are able to clock in right away!

1. Go to Manager’s Terminal, select A for Manager’s Function.

2. Select Option A – Update Store Information

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3. Enter Password then Select: 2) Display/Change Employee Information 4. Select: <A>dd to add new employee 5. Select A). New Hire (candidate has applied on-line)

6. Select your new associate from the list by entering corresponding number. If employee is not found, hit ‘0’. The system will prompt you to select a position, and then enter the SS#. If the SS# is not verified, it will prompt you for a password, you will need to contact your recruiter.

7. The system will ask you if this is the correct person. Select Y or N to move forward.

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8. It will ask you if this employee will have quota points.

9. Then it will ask you to complete basic employee information:

10. You will have to verify the SS# with the Employee, if the SS# is not verified you be prompted to call your recruiter for a password. Once you enter the SS#, the information will populate as shown here:

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11. You will be asked if the associate will be running slips, answer as needed. You then will need to complete the following information:

12. When all information is completed, you will be prompted to enter S to save. A message will populate that says “Sending new hire information to corporate”.

13. If you back through Steps 1 – 3 and then view your employees, you should see your new hire listed now. Associate should now be able to clock in.