What you need to know
As your new hire approaches the end of the candidate application phase, your new hire will transition into the pre-employment instructions process.
As a hiring manager, you have some important actions below to ensure a seamless process.
Defense Biometric Identification System (DBIDS), NM Only
Your new hire will only need a DBIDS pass if working on Kirtland Air Force Base.
Forms must be submitted to the Kirtland Air Force Base Defense Biometric Identification System (DBIDS) office no less than 10 business days but no more than 30 business days prior to your new hire’s start date for base access. If this action has not been completed, please do so immediately to avoid base access delays.
Ensure you talk with your new hire and confirm that their DBIDS forms have been submitted (if applicable) and what location they will pick up their DBIDS pass (Truman Gate Pass Office or IPOC). It is important that your new hire picks up their DBIDS pass at the location where the form was submitted, if they will get a short-term pass or if your new hire plans to pick up their pass prior to their first day. You may also meet your new hire to sponsor them for a short-term pass. Long-term passes may be picked up at any location.
Note: Your new hire can pick up their DBIDS pass prior to their start date if their DBIDS form was submitted to the Truman Gate Pass Office at least 3 weeks prior to the date they plan to pick up their pass.
For additional questions, hiring managers and/or delegates can contact the DBIDS office directly at 505-845-7227, M-F 7:30 am – 2:30 pm or visit the DBIDS website: DBIDS Security Connection site.
WebCars
One week before your new hire’s start date, ensure all required accounts approved are reflecting in WebCars. If any needed accounts are not present, please request and approve them manually. WebCars will automatically prevent access to a new hire’s profile page provided they are U.S. Citizen and have a Pre-Employee relationship, until the automatic request for basic accounts has been generated and approved by the manager.
For more information view the Common IT Frequently Answered Questions (FAQs). Refer questions to CCHD at 505-845-2243.
Telecommuting and Remote Work
If your new employee will work remotely, you and your employee must review the Telecommuting and Remote Work (T/RW) Policy and the T/RW Guide to understand requirements. Within the first week of onboarding, the employee must complete the Telecommuting and Remote Work Agreement eForm.
It’s imperative that your new employee’s tax location aligns with the location where the work is performed. If the employee’s tax location does not align with the accurate physical work location, the result could be taxes being deducted incorrectly on paychecks.
For more information and guidance regarding Telecommuting and Remote Work as it relates to taxes, please visit this link.
Questions may be directed to HR Solutions
Planning for your new hire’s first day
It is encouraged to engage with your new employee as they prepare for their first day. Review the onboarding toolkits to familiarize yourself with employee resources and questions. If your new hire is onboarding on-site, we recommend a meet and greet as they are signing in. Please provide necessary equipment and resources as they get started.
Your new hire will receive a First Day Reporting Instructions email with the guidance on how to complete the form on the Report to Work webpage. Both you and your administrative professional will receive a copy of the communication. The email will provide the employee type, reporting site, and onboarding type to complete the Reporting Instructions form to receive a tailored onboarding checklist that will help prepare for your new employee’s first day actions.
You can also fill out this form to review the checklist or view all checklists by reviewing Manager’s Access to New Employee Onboarding Reporting Instructions Checklists.
All the checklists are available through the HR Website Report to Work page on demand.
The new employee’s Onboarding Buddy should also engage with the new hire prior to their start date and during their first week. A Buddy sheet will be provided to each new employee with contact information for the hiring manager, administrative professional and Buddy to help make initial connections.
New Employee Orientation is held both onsite and virtually as a part of our hybrid Onboarding Program.
View the information regarding our hybrid orientation session to prepare to have your new employee attend NEO.
Review the New Employee Orientation information to learn more about what a new employee will experience on their first day. If your new hire will be onboarding virtually, ensure you have communicated the specific report to work information and how they will engage with you and the team on their first day.
Managers are encouraged to have lunch or a virtual engagement with their new hire to welcome them to the team as they onboard.
Help your new employee adapt to Sandia’s work environment quickly and ensure preparation to start learning and contributing to their organization with the Onboarding Toolkits.
