ONBOARDING PROCESS
This page contains important information about getting started as a new employee of AvaCon, including information about getting access to accounts and services, and other important information we will need from you to get you set up.
GETTING ACCESS TO AVACON EMAIL, DOCUMENTS, & WEBSITES
An administrator should contact you shortly with an email containing links, usernames, and passwords to your personal accounts. Please keep this email for future reference as it contains important information about the AvaCon accounts!
Your AvaCon email address will be in the format firstname.lastname@avacon.org. Once you receive access to your AvaCon email address, you will be responsible for monitoring and checking your email regularly so you don’t miss important communications. In addition, you may be responsible for responding to certain email inquiries, depending upon your job duties. Please contact your supervisor if you aren’t sure what emails you should respond to, and we generally confer with each other to create email templates for general inquiries.
COMPLETE NEW HIRE PAPERWORK
Please complete the steps below in order, and if you have any questions or concerns, please speak with your supervisor.
SEND ALL ELECTRONIC DOCUMENTS TO HR@AVACON.ORG
1. NEW HIRE BIOGRAPHICAL DATA
Complete the biographical data form online and submit electronically to complete. This form requests information that we will need for tax and legal purposes. Note that sensitive data will be kept confidential and not disclosed to others except where necessary during the course of business or when required by law.
2. FEDERAL I-9 FORM, EMPLOYMENT ELIGIBILITY VERIFICATION
This form is required by the US Internal Revenue Service to verify that a person (citizen or noncitizen) is authorized to work in the United States. Download the form to complete, and note that it requires a signature, so you will either need to scan the form to return it to hr@avacon.org, or you can send it via postal mail to our mailing address (see our website Contact Us page). You will also need to scan or photo copy your identity documents from the List of Acceptable Documents on page 5 and include with your returned form.
3. FEDERAL W-4 FORM FOR FEDERAL TAX WITHHOLDING
This form is required by the US Internal Revenue Service to ensure that AvaCon can withhold the correct federal income tax from your pay. This form should be resubmitted whenever your tax filing status changes. Download the form to complete, and note that it requires a signature, so you will either need to scan the form to return it to hr@avacon.org, or you can send it via postal mail to our mailing address (see our website Contact Us page).
4. STATE TAX WITHHOLDING FORMS
- FOR ARIZONA RESIDENTS: You will also need to complete an Arizona Form A-4 for state tax withholding. You do not need to complete this form unless you are a resident of the state of Arizona. Arizona A-4 Form
- FOR CALIFORNIA RESIDENTS: You will also need to complete a California form DE-4 for state tax withholding. You do not need to complete this form unless you are a resident of the state of California. California DE-4 Form
- FOR FLORIDA RESIDENTS: The State of Florida does not withhold income taxes.
- FOR KENTUCKY RESIDENTS: You will also need to complete a Kentucky Form K-4 for state tax withholding. You do not need to complete this form unless you are a resident of the state of Kentucky. Kentucky K-4 Form
- FOR MASSACHUSETTS RESIDENTS: You will also need to complete a Massachusetts Form M-4 for state tax withholding. You do not need to complete this form unless you are a resident of the state of Massachusetts. Massachusetts M-4 Form
- FOR OHIO RESIDENTS: You will also need to complete an Ohio Form IT-4 for state tax withholding. You do not need to complete this form unless you are a resident of the state of Ohio. Ohio IT-4 Form
- FOR NEW JERSEY RESIDENTS: New Jersey residents are not required to complete the NJ-W-4 form unless they wish to declare different withholding information from the Federal W-4 Form. You do not need to complete this form unless you are a resident of the state of New Jersey and you wish to declare different withholding for NJ state taxes. NJ-W-4 Form.
- FOR RHODE ISLAND RESIDENTS: You will also need to complete a Rhode Island RI W-4 form for state tax withholding. You do not need to complete this form unless you are a resident of the state of Rhode Island. Rhode Island RI W-4 Form
- FOR VIRGINIA RESIDENTS: You will also need to complete a Virginia VA-4 form for state tax withholding. You do not need to complete this form unless you are a resident of the state of Virginia. Virginia VA-4 Form
- FOR TEXAS RESIDENTS: The State of Texas does not withhold income taxes.
5. INDEPENDENT CONTRACTORS ONLY – W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION
This form is required by the US Internal Revenue Service to request the taxpayer identification number and certification that a person is eligible to work in the United States. Download the form to complete, and note that it requires a signature, so you will either need to scan the form to return it to hr@avacon.org, or you can send it via postal mail to our mailing address (see our website Contact Us page).
6. DIRECT DEPOSIT AUTHORIZATION FORM
All employees are encouraged to sign up for Direct Deposit so that payroll can be run and automatically deposited to your bank account.
7. DESIGNATE REMOTE WORK LOCATION
All AvaCon employees must provide a written description of their Designated Remote Work Location for approval. This might be a home office or other remote work space where work for AvaCon will be performed. Unless approved in writing by a supervisor, remote work for AvaCon may only take place in an approved Designated Remote Work Location.
8. REVIEW & SIGN THE AVACON CODE OF ETHICS
All members of AvaCon are expected to conduct themselves with the utmost professionalism, honesty, and integrity, both in their personal conduct and as a representative of AvaCon in accordance with our Code of Ethics.
9. REVIEW & SIGN THE AVACON NON-DISCRIMINATION POLICY
AvaCon is deeply committed to an inclusive physical and virtual environment free from discrimination, harassment, bullying, and retaliation. Please review our Non-Discrimination Policy and if at any time you ever witness misconduct or violation of this policy or the law, please alert a member of the Executive Board immediately so the issue can be investigated.
10. REVIEW & SIGN THE AVACON INTELLECTUAL PROPERTY POLICY
All members of AvaCon, including employees and volunteers, are bound by the terms of our Intellectual Property Policy, which governs the ownership of any IP created during your time as an employee or volunteer. Please review the policy carefully and then sign the electronic acceptance form to signify that you agree to the terms of the policy. Please contact a Board member if you have questions or concerns.
11. REVIEW & SIGN THE AVACON CONFIDENTIAL INFORMATION & PRIVILEGED ACCESS POLICY
All members of AvaCon, including employees and volunteers, are bound by the terms of our Confidential Information & Privileged Access Policy, which establishes the proper use and disclosure of Confidential Information and proper use of Privileged Access that an employee, staff member, independent contractor, or volunteer may require to perform certain assigned tasks or duties. Please review the policy carefully and then sign the electronic acceptance form to signify that you agree to the terms of the policy.
12. CREATE AN ACCOUNT ON SKYPE IF YOU DON’T ALREADY HAVE ONE, CONNECT WITH THE AVACON STAFF TEAM IF YOU DO
If you don’t already have a Skype account, go to the Skype website and create one now. Also make sure to download and install the latest Skype client for your operating system for your desktop or laptop computer, and if necessary, for your tablet or smart phone. Once you have created your Skype account and signed in for the first time, send a contact request to Chris Collins, Skype username “fleeptuque”, to be added to the relevant AvaCon groups for your position.
13. CREATE AN ACCOUNT ON TRELLO IF YOU DON’T ALREADY HAVE ONE.
Go to https://trello.com/fleep513/recommend and sign up for a Trello account. You may also want to download and install the app to your phone or tablet device. This is a “To Do List” kind of service that we use to keep track of tasks and manage our workload.
14. ENTER YOUR WORK SCHEDULE ON THE AVACON STAFF CALENDAR
AvaCon strives to provide employees with as much flexibility and accommodation as possible regarding work schedules, however, we must comply with all federal and state labor laws. Employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to record their expected work schedules on the AvaCon Staff Schedule calendar and report all hours worked using the Time Reporting form.
