Manager Manual A helpful HR Guide to Supporting and Managing Employees
0102030405TABLE OF CONTENTSRecruitmentRecruitment Process Steps to request job posting New Hire Form 1 Position Posted How to view applicants in UKGPreboarding/Onboarding Preboarding/Onboarding Process New Hire Form 2 New employee first day orientation and expectations New Employee Breakfast Club First 90-DaysEmployee Requests Education Reimbursement Process Sick Leave/Extended Leave FMLA Cell Phone StipendPerformance Pillars of Performance Management Performance Improvement Plan Employee Recognition Position Changes Job Change Process Salary Change Process Work Location Change: Remote, Hybrid and In-Office Terminations06Other ResourcesEmployee Documents & Job Descriptions Telework Participation Agreement Cost Centers/Departments Employee Categories Out of State Applicants Interview Request Schedule Interview Interview Notes Hiring Stages vs Job Application Status Hiring Stages Job Application Status Job Offer All sections are hyperlinked, allowing you to jump directly to the relevant content.
Step 1: Manager identifies position need - new or current. Creates or updates JD as needed. Reaches out to HR to confirm salary range for the position. Step 2: Manager confirms position is in budget and if not, an SBAR must be completed. Step 3: Once SBAR is approved, if applicable, manager completes New Hire Form 1 (NHF1) and sends to HR. Step 4: HR reviews NHF1 for any edits and circulates for signatures via DocuSign. Step 5: After the NHF1 is complete and signed, HR will post the position. Step 6: Manager will track and review candidates via UKG. Step 7: Manager will reach out to selected candidates to set up interviews. Step 8: Interviews take place and everyone on the interview panel completes the Interview scoring/evaluation. ** Send interview notes to HR for the candidate selected ** Step 9: Manager selects candidate and checks with HR about salary parameters. Step 10: Manager reaches out to selected candidate and extends a verbal offer pending background checks. Step 11: HR completes reference and background checks and notifies manager once they are complete. Step 12: Manager moves forward with new hire and reaches out to candidate to confirm start date. 3 Recruitment Recruitment Process 4 6 7
4 Recruitment Steps to Request Job PostingIdentify if the position is needed whether it is new or current.Review Job Description with HR regarding any necessary updates.HR will perform a salary survey to ensure market alignment based on job responsibilities. Secure funding and support for position. Notes: Positions are approved during budgeting cycle. SBAR for CEO Council/Finance/JR approval if unbudgeted.Complete and send HR the New Hire Form 1 (NHF1). HR will circulate for signatures via DocuSign. Documents: The New Hire Form 1 and SBAR template can be found in Company Documents or the Manager HUB on UKG.
5 Recruitment New Hire Form 1 New Hire Form 1 (NHF1) To hire a new employee for a vacant or new position, a NHF1 must be completed and signed by the manager, HR and Finance before the position can be posted or filled. The NHF1 can be found in UKG under My Company>Documents under the manager category. Once this form is complete and signed, HR can then proceed with posting or filling the position. If position is not in the current budget, an SBAR must be submitted and approved before the NHF1.
HR will post the position using the Job Description and information you provided on the New Hire Form 1 so it is very important to make sure the information on these documents is accurate. As part of the job posting, screening questions are added for the applicant to answer to ensure they are meeting the requirements for the position before they apply. Managers are encouraged to review the questions and let HR know if there are any edits prior to the position being posted. Note: the questions align with the position requirements. HR will notify you when the job has been posted. The job will be viewable the following places: Indeed PSW website UKG - Job Postings 6 Recruitment Position Posted
7 Steps to view applicants: 1. Log into UKG 2. Navigate Team>Recruitment>Candidates>Applicants 3. You can then view the candidate application and resume. Recruitment View Applications
8 Recruitment Out of State Candidates Hiring local, in-office candidates will be prioritized to enhance our productivity and further establish PSW in our community. Fully remote and hybrid positions will only be supported when all other in-office options have been exhausted.” Our current approach is to determine if a remote or out of state position is justified, occurs on a case-by-case basis and considers revenue generation, difficulty filling the position, importance of filling the position, quality of candidate, tax implications for PSW unit holders, and administrative burden of the state being considered. All out of state hires must be approved by HR and Finance before proceeding with the hire even if we have employee(s) already working from that state. If you want to hire an out of state employee, please fill out the Out of State Hire Request form located on the Company Documents under the Manager category.
Recruitment Interview Request Via UKG Via Outlook Using the contact information provided by the applicant, reach out to them directly to schedule an interview. If you send communications to the applicant via UKG, they are automatically saved in the Communications tab in the applicant UKG records. Once you select the applicant(s) you would like to interview, you can connect with them via phone, email or by sending a communication to them via UKG. 9 Create and customize a communication email to an applicant. Navigation: Menu>Team>Recruitment>Candidates>Applicants 1. From the Applicants page, select View Applicant icon next to the applicable applicant. 2. Select the Communications tab. 3. Select Communicate and a Send Applicant Communication window appears 4. Optional - At the Template to Use field, select Browse and choose a template. a.NOTE: If you use a template you can edit the message to personalize and add your contact information. b.NOTE: If the applicant has applied for more than one position at PSW, you MUST remove the APPLICANT ALL JOB TITLE tag and manually type in the position the interview is for. 5. At the From field, enter or edit the Subject Title 6. At the Message field, enter or add text. 7. Select Send.
Once the interview time is confirmed with the applicant, you may send an invitation via UKG or Outlook. 10 Recruitment Schedule Interview UKG Navigation: Menu>Team>Recruitment>Candidates>Applicants After an Interview is scheduled, it may be sent to the applicant and other participants via a communication message. The interview is attached as an iCalendar invite. Complete the steps to send a communication email to an applicant. 1. From Applicants page, select view applicant icon next to applicable applicant. 2. From the applicant information page, select the Communications tab. 3. In the Interviews widget, select the checkbox next to the applicable Interview Date and then select the Actions ellipsis icon and select Communicate. A Send Applicant Communication widget appears. 4. At the Template to Use field, select Browse and choose a template. Various fields in the communication populate with information from the template. 5. (Optional) At the Message field, enter or add text. 6. In the ICalendar Attachment Configuration widget, verify the ICalendar Attachment Enabled checkbox is selected. 7. (Optional) At the Description field, enter any applicable information. 8. Select Send. The communication email and ICalendar interview is sent to the applicant and other participants selected during the interview scheduling. 9. Select OK. 10. Select Save. The email will appear in the Applicant Communications widget as well as sent via email to the applicant. Email/Outlook Option Use the email provided in the applicants profile to send them an email with the confirmed interview time and any applicable instructions i.e. location information, interview panel etc.
Fill out the PSW MCC Job Interview Scoring Matrix form The form can be found UKG Company Documents under the manager category. For the selected candidate, you must send the interview scoring and/or notes to HR to be placed in the employee file. To assign the interview notes questionnaire in UKG, use the following steps: 1. Navigate to the Team> Recruitment>Candidates>Job Applications 2. From the Job Applications Page, select View Job Application icon for intended candidate. 3. In the Quick Actions panel, select Add Evaluation Questionnaire. 4.Select the interview notes questionnaire and select Next. The Assign to Employees will appear. 5. For self-assignment, select Assign to Self. 6. To assign to other managers, in the drop-down field select Browse. 7. Choose appropriate individuals to receive questionnaire, then select Apply. 8. Select Assign and a Completed window displays. 9. Select OK. 10. Managers will receive the evaluation questionnaire in their To Do List. 11.The interview questionnaire can be found in your To Do Items. 12.Once questionnaire is complete and submitted, it can be found under the applicant profile by clicking on the Questionnaire tab. Manual interview notes/scoring sheets must be sent to HR for employee records and auditing purposes. If you use the interview questionnaire via UKG, it will automatically be saved. Interview questions must be the same for each applicant being interviewed for the same position. 11 Recruitment Interview Notes/Scores UKG Document
What is the difference between Hiring Stage and Job Application Status? 12 Recruitment Hiring Stages vs Job Application Status Hiring Stage Hiring stages refer to specific steps in the recruitment process for an applicant which can vary for each job application. These stages focus on the progression of the applicant through the recruitment process. Hiring Stage Options Application Received Under Consideration Not Selected- No Interview Interview 1 Roundst Interview 2 Roundnd Post Interview - Not Advancing Extend Offer Offer Accepted Offer Declined Hired Applicant Did Not Apply to a Job Job Application Status Job application status indicates the status of the job application and reflects the current state of the application itself. Job Application Status Options Application Received Under Consideration Not Selected
As you review applications, you can update the hiring stage to help track each candidate’s progress. 13 Recruitment Hiring Stages Hire Stages Manager View Applicant View Applicant Message Application Received Application Received Candidate receives message that we received their application and if selected, we will reach out to them with next steps. ** The system automatically defaults to Application Received when a candidate applies. ** Under Consideration Under Consideration No Automatic Message Not Selected - No Interview Thank you for applying Candidate receives message thanking them for applying and notifying them we are not moving forward to the interview process. Interview Candidate - 1 Round st Interview No Automatic Message - Refer to Interview Section in this manual Interview Candidate - 2 Round nd Interview No Automatic Message - Refer to Interview Section in this manual Post Interivew- Not Advancing No Longer Under Consideration Candidate receives message notifying them we will not be proceeding forward and encouraging them to apply for future positions that align with their background. Extend Offer NA No Automatic Message - Refer to Job Offer Section in ths manual Hired Hired No atuomatic message - ONLY change to Hired AFTER HR confirms all necessary paperwork and checks are complete
You can update the job application status.14 Recruitment Job Application Status Job Application Status New Application/Application Received - Set as the default Does not meet qualifications Under Consideration Interview Scheduled 2nd Interview Scheduled No Show For Interview Candidate Rejected Offer Not Selected Hired - ONLY use after receiving approval from HR. Steps to Update the Job Application Status Recruitment>Candidates>Job Applications Step 1: Select View Application for applicant Step 2: Scroll down until you get to the Job Application widget and select the drop down and select the current status. Step 3: Click Save If you update the Job Application Status, only the options listed in Red will be visable to the applicant
15 Recruitment Job Offer After confirming the salary parameters with HR, contact the applicant with a verbal job offer that is contingent on acceptable background/reference checks Notify HR that the offer has been verbally accepted and the salary that was offered.HR will draft an offer letter and send it along with reference check documents to the candidate via DocuSign.Once the applicant completes and signs the offer letter and documents, HR will begin the background and reference check process.When background and reference checks are complete, HR will notify the hiring manager about the results. 1 1 2 345
16 Step 1: Letter signed, background checks complete. Step 2: HR reaches out to manager to provide the results of the background and reference checks. Step 3: Manager moves forward with new hire and reaches out to candidate to confirm start date. Step 4: Manager completes NHF2 and sends to HR. Step 5: HR submits completed NHF2 via Halo/IT Ticket for equipment and system access. Step 6: HR creates the new employee UKG profile. Step 7: HR/IT/Compliance work on preboarding checklist for the new employee. Step 8: One week prior to start date, HR send a “first day” email with orientation details, agenda and checklists/trainings for the new hire to complete. Step 9: Manager schedules department trainings for the new employee as needed. Step 10: Employee Starts - New Employee Orientation. Step 11: HR monitors the New Employee checklist to ensure every task assigned is completed. Step 12: Manager, department lead provide position related trainings as needed. Sets goals for 90-day review. Onboarding Preboarding/Onboarding Process 1 6 7 9 11 128
17 Onboarding New Hire Form 2 Fill Out The Form Manually Instructions The NHF2 form can be found on the Company Documents on UKG. Fill out the form completely and send to HR. Fill Out The Form via UKG Instructions Navigate to UKG then HR>Forms>Other Forms then click on New Hire Form 2. Click Assign and select employee Fill out the form and click Save and then Submit.Important: HR must first add the applicant as an employee in UKG before the NHF2 can be initiated or completed in UKG.
18 Onboarding New Employee Orientation About one week prior to their start date, all New Employees will receive a a notification about new employee orientation. Sample of email sent to new employee
19 Onboarding New Employee Breakfast Club During their first week, new employees will receive an email inviting them to attend our New Employee Breakfast Club. Details: The New Employee Breakfast Club takes place every other month. All full-time and part-time staff are invited. This invitation doesn’t go to casual, temporary, contracted or not-in-payroll employees. Breakfast is provided for those who attend at the office. For remote staff, they will receive $10 reimbursement to spend for breakfast. This is a mandatory event for all new employees.
20 Onboarding First 90-Days Employee support and performance monitoring is critical in the first 90 days. This should include: Setting clear expectations of performance and goals Establishing mentorship and coaching Training and Development for essential skills and process knowledge Review of Policies and Procedures applicable to the role and department Set clear expectations for productivity Open communication where they feel comfortable asking questions Progress monitoring Participation in the Breakfast Club for cultural norm setting and company wide expectations 90-day performance review – optional, not required, supplemental to annual performance review No surprises Assessment of performance against goals Review of goals and setting for the remainder of the calendar year New employees are surveyed by HR at 90 days After 90-days of employment, new employees receive a $100 Lands End voucher to spend on PSW logo items.
21 Employee Requests Education Reimbursement Education Tuition & Reimbursement for Higher EducationQualifications and Guidelines: Full-time, regular employees who have been employed continuously for one year Must be job-related courses Must secure a passing grade of a “B” or it equivalent PSW will reimburse up to $5,250 per calendar year for an accredited program Employees must fill out the Tuition Reimbursement Request Form. The form is located : On the HUB under the HR Portal Widget Electronically via UKG HR>Forms>Other Forms and select Tuition Reimbursement Form This form must be submitted and approved to qualify for reimbursement. Please refer to Policy 2.05 Education Tuition & Reimbursement for Higher Education. This policy can be found on the Company HUB and the UKG Company Documents. Employee Professional EnrichmentQualifications and Guidelines: Full-time, regular employees who have been employed continuously for a minimum of 6 months Must meet performance expectations Course must align with organizational needs Course must be accredited If approved, PSW will reimburse up to $1000 per year Maintaining certifications and licensure is not included Employees must fill out the Employee Education Reimbursement Request The form is located: On the HUB under the HR Portal Widget Electronically via UKG HR>Forms>Other Forms and select Employee Education Reimbursement Request This form must be submitted and approved to qualify for reimbursement. Please refer to Policy 2.08 Employee Professional Enrichment. This policy can be found on the Company HUB and the UKG Company Documents.
22 Employee Requests Sick Leave/EIL Sick Leave Extended Illness Leave (EIL) Extended Illness Leave is a leave policy to provide employees with time off for extended medical conditions that go beyond standard sick leave or paid time off (PTO). This leave may be used when an employee experiences a serious illness or injury that requires a longer recovery period. Eligibility and Duration: Paid extended illness leave for full-time (32-40 hours/week) and part-time (24- 31 hours/week) PTO-eligible employees will accrue at a rate of one hour of paid extended illness leave for every 40 hours worked. Maximum accrual is 56 hours of paid extended illness leave. Maximum annual carryover is 56 hours of paid extended illness leave. Employees are eligible to utilize accrued paid extended illness leave beginning on the first day of their second pay period. Confirmation from the employee’s medical provider of a FMLA or WA PFML qualifying medical event is required. At least 24 hours of PTO must be used, if available, immediately prior to the use of any paid extended illness leave. Please refer to the Extended Illness Leave Detailed Guide that can be found in UKG My Company>Documents under the HR Documents. Paid Sick Leave is a mandatory benefit under the Washington State Paid Sick Leave law (effective since January 1, 2018) that requires employers to provide paid sick leave to most employees. This law ensures that employees can take paid time off for their own health needs or to care for family members, promoting a healthier workforce and providing job protection for those facing short-term health issues. Paid sick leave for casual (1-23 hours/week) employees will accrue at a rate of one hour of paid sick leave for every 40 hours worked. The maximum annual carryover is 56 hours of paid sick leave. Employees are eligible to utilize accrued paid sick leave beginning on the first day of their second pay period. Paid sick leave may be used for the following reasons: • To care for yourself or a family member; • When you or a family member is the victim of sexual assault, domestic violence, or stalking; and • In the event our business or your child’s school or place of care is closed by order of a public official for any health-related reason. Retaliation against you by PSW for using paid sick leave for authorized purposes, or for the exercise of any rights under the Minimum Wage Act (Chapter 49.46 RCW), is prohibited. Note: Employee should always reach out to HR before using any leave.
23 Employee Requests FMLA FMLA The Family and Medical Leave Act (FMLA) is a federal law in the United States that provides eligible employees with up to 12 weeks of unpaid, job-protected leave per year for specified family and medical reasons. Eligibility: Employees must have worked for their employer for at least 12 months. They must have completed at least 1,250 hours of work in the 12 months prior to taking leave. Their employer must have at least 50 employees within a 75-mile radius. Covered Reasons for Leave: Serious health condition of the employee, which prevents them from performing their job. Serious health condition of an immediate family member (spouse, child, or parent) requiring the employee’s care. Birth and care of the employee’s newborn child. Placement of a child for adoption or foster care. Certain needs arising from a family member’s active duty military service. Job Protection: FMLA ensures that employees can return to their same or an equivalent position after their leave. Employers must also maintain the employee's health insurance benefits under the same terms during their leave. Unpaid Leave: FMLA leave is unpaid, though employees may use accrued paid leave (such as vacation or sick leave) concurrently if available, depending on their employer's policy. The FMLA is designed to help employees balance work with family and health needs without risking job loss. An employee can submit their FMLA request via UKG by selecting My Time>Leave>Request. HR will receive and process the request. Instructions on how to submit FMLA can be found on the Company HUB under the HR Portal widget.
24 Employee Requests Cell Phone Stipend Cell Phone Stipend or PSW Issued Cell Phone Employees who meet eligibility requirements may be provided a PSW-owned smartphone or receive a stipend to compensate for business related costs. Eligible employees must meet at least one of the following criteria: 1.The job function of the employee requires considerable time outside of their assigned office or work area and it is important to PSW that they are accessible during those times. 2.The job function of the employee requires that they to be accessible outside of regularly scheduled or normal working hours where time sensitive decisions/notifications are required. 3.The job function of the employee requires them to have wireless data and internet access. If an employee meets the eligibility requirements for a smartphone, as outlined above, a PSW- owned smartphone or stipend may be requested using the PSW-owned Smartphone or Stipend Request Form The stipend amount is $50 per month and will be paid as a flat rate per month. The Mobile Phone Network Access and Device Use Agreement and the PSW Stipend Form can be found on the the All Staff Teams page under Employee Resources and on UKG in Company Documents, For additional details, please refer to the 2.20 Issuance of PSW-Owned Smartphone or Stipend policy found on the Company HUB or UKG company documents.For more information, check out the 2.20 Smartphone/Stipend Policy
25 Performance Pillars of Performance Management Goal Continuous Performance Development Recognition Improvement Establishing clear, measurable, and achievable goals for employees that align with organizational objectives. Setting Feedback Appraisals Plans Rewards PerformanceProviding regular, constructive feedback to employees about their performance and progress. Don’t wait for the annual performance review to provide feedback, document it, and send to HR. Conducting formal evaluations to assess employees' performance against set goals and competencies. Creating personalized development plans to help employees improve their skills and advance their careers. Acknowledging and rewarding employees for their achievements and contributions. Identifying areas where employees need improvement and providing the necessary support and resources.
26 Performance Performance Improvement Plan Documentation Documentation of performance issues is crucial. Performance expectations should be in writing. Escalation Consultation with HR is essential before any steps are taken. Performance Improvement Plan 1.Performance Action Plan 2.Verbal Warning 3.Written Reprimand 4.Termination Verbal Warning Written Reprimand Termination Goal is to get employee back on track. The PIP provides additional structure, support and training. Written warnings are appropriate when the performance issue is more serious, repeated, or when a prior verbal warning has not led to improvement. Written warnings often come with a consideration for potential termination for failure to comply going forward. Verbal warnings are used for relatively minor, first-time occurrences with the goal of informing/reminding the employee a failure to meet expectations and the expectation to meet them going forward without additional discipline Obtain employee notification, if applicable Complete Termination HR Action in UKG and submit to HR Ensure fair and equitable treatment Notify internal and external stakeholders Consult HR for tone and content, if necessary Ensure no PTO days are used during time of notice to retain PTO cashout
27 Performance Employee Recognition Dirty Nurse Thumbs Up Employee Recognition Company HUB Every quarter you can nominate an employee who consistency in delivery ‘above and beyond’ for PSW. How to nominate an employee: All managers will receive an email requesting nominations. All nominations are sent to Melanie, Jennifer & Kate, who review them and select a winner. Winner is announced during a staff meeting. Winner receives a gift card, adds a personal item to the Dirty Nurse and is added to the office plaque. Every quarter you can nominate an employee who did an outstanding job with delivery on a project or initiative. How to nominate an employee: All managers will receive an email requesting nominations. All nominations are sent to Melanie, Jennifer & Kate, who review them and select a winner. Winner is announced during a staff meeting. Winner receives a Thumbs Up trophy. To submit a thank you for an employee or department, submit your thank you or kudos to Monica Chambers and she will post it to the Company HUB and notify the employee that they were added to the Employee Recognition on the HUB.
28 Position Changes Job Change Process 1. Manager submits a Job Change HR Action in UKG (instructions below) 2. Manager sends final job description to HR 3. IF it is a new position, HR will circulate a New Hire Form 1 (NHF1) for approval and signatures 4. HR will draft a revised offer letter and send to the manager and HR director for review and approval 5. HR will send the final offer letter and job description to employee for signature 6. HR will review and approve the HR action in UKG 7. HR will save the signed documents in the employee file under employee documents 8. Manager and HR completes the assigned job change checklist All position, salary, cost center or manager changes must have an effective date that aligns with the start of a new pay period. Please refer to the payday schedule that can be found on the Company HUB or in Company documents under the Finance category.
29 Position Changes Salary Change Process 1. Manager submits a Salary Change HR Action in UKG (instructions below) 2. Manager sends final Salary description to HR 3. HR will review and approve the HR action in UKG 4. Manager and HR completes the assigned salary change checklist IMPORTANT: Submit the Salary Change HR action if the ONLY change is salary. If employee has other changes besides salary submit a Job Change HR Action.
30 Position Changes Terminations 1. Manager submits a Termination HR Action in UKG (instructions below) 2. HR drafts and sends a term letter to the employee 3. HR submits an IT ticket to request system access removal at the end of the employees last day 4. Manager completes the next steps listed in the term checklist for the employee 5. HR completes the term checklist for the employee Send HR any documentation regarding the termination so it can be saved in the employee file. For example, the resignation email/notice from the employee.
If your employee submits a request to change their work location to hybrid, remote or in-office, submit a Work Location Status Change HR Action. 31 Position Changes Work Location Change Remote, Hybrid, Office
32 Other Resources Employee Documents & Job Descriptions Employee Documents You can view your employee’s documents by navigating to My Team>Employee Information then select the HR tab and then Employee Documents. Job Descriptions You can view your employee’s job history and job descriptions by navigating to My Team>Team Members then select the employee then the 3 dots to view their profile. Select the Performance tab then Job Description History. To download the Job Description, select the
33 Other Resources Telework Participation Agreement All employees are required to have a current Telework Participation Agreement in their HR file. New employees complete this document at the time of onboarding. If there are any changes to their address or their telework schedule, a new Telework Agreement will need to be completed.
34 Other Resources Cost Centers/Departments All employees must have a cost center and department listed in their UKG profile for payroll and accounting purposes. When filling out the NHF1 and NHF2 be sure to add the cost center and department information. This information will be used to allocate the employees hours to the correct department and cost center. A list of Cost Centers and Departments can be found by navigating to My Company>Documents and selecting the UKG Cost Center and Departments document under the Manager category.
35 Resources Employee Categories Exempt vs Non-Exempt Employee: As of 1/1/2026 the salary threshold for an employee to be considered as exempt (salaried) is $80,168 annually. If their salary is below that amount, the employee is considered non-exempt (hourly). Salary Threshold Compliance Guidelines More Protective Rule: If a state’s minimum salary or duty requirement is higher than the federal standard, the state rule takes precedence. Work State Definition: The, "work state" is generally where the employee is physically located while working, regardless of where the company is headquartered. Exempt employee salary thresholds for remote or multi-state employees are determined by the laws of the state where the employee performs the work (the "work state"), not the employer's location. Employers must comply with the stricter of either the federal FLSA minimum ($684/week, though recent changes are blocked) or state-specific, higher thresholds. Casual vs. Part-Time Employee A casual employee works 23 or less hours/week and is NOT benefits eligible. Part-time employee works at least 24 or more hours/week and IS benefits eligible. For additional information about categories of employees, please refer to the 2.09 Classification Categories of Employee policy that can be found in the UKG company documents under the Policy category.