Hiring

During Harvest, you are probably hiring many employees all at once. Follow these best practices to hire efficiently.

Hiring in the Office

1. Employee comes into the Office to get hired.
2. Employee fills out and signs several forms including but not limited to:
   1. W2
   2. I9
   3. Job Description
   4. Farm Labor Contract (if applicable)
   5. Employee Manual
   6. Sick Leave Notification Form
   7. Company Policies
3. Office administrator enters the new employee information into their payroll solution.
   1. 💡Tip - It's helpful to have a numbering system based off of the employment type (H2A or Domestic) and/or the crew or site the employee will work, so that it's easy to understand the employee's ID (typically called Alt ID).
4. Office administrator creates a new employee in PickTrace.
   1. See How Do I Create (Hire) a New Employee? for specific steps.
   2. 💡Tip - Enter the Alt ID from your payroll solution into the PickTrace Alt ID field. This will map that employee to your payroll solution when processing payroll.
5. Print employee badge by selecting the employee's name from the Employees page, right-click, and select Print Employee Badge.
   1. If the employee is going to work that day, give the employee their badge to bring to the Field with them.
   2. If the employee is going to work the next day, send the New Employee hires' badges to the Field for their crew leaders to distribute the next day. 
6. The employee will typically participate in Safety Training and the crew leader will want to check the employee into a designated job for this.

Hiring in the Field

1. New employee comes to the Field to start working.
2. Employee needs to fill out the W2 and I9 Forms. A Crew Leader can assist with filling these out on behalf of the employee.
3. The Crew Leader enters the employee's basic information into PickTrace. See the Hiring in Field Crew Leader Guide (English, Spanish) for specifics. Required fields to enter are:
   1. First Name
   2. Last Name
   3. SSN
   4. Date of Birth
   5. Gender
   6. Language
4. Crew Leader prints out temporary badge from field printer.
5. Employee starts working for the day.
6. Office receives employee forms from the Field and verifies correct information was input into PickTrace.
   1. 💡Tip - This is also the step where the office wants to validate that this is not a returning or duplicate employee. Check for duplicate SSNs. If the worker is a returning employee, then reactivate the employee in your payroll solution and/or unarchive the employee in PickTrace.
7. Office prints a more permanent badge, if applicable.
8. Office inputs all information into payroll solution (or reactivates employee).
   1. 💡Tip - Take the Alt ID from payroll solution and add it to PickTrace so the employee is mapped correctly for payroll processing.