[Firm Name]

ORIENTATION/ABSORPTION PROGRAM CHECKLIST

 

 

NEW EMPLOYEE:                                                                             STARTING DATE:                                        

 

                                                                                                                                                                  DATE                  DATE

                                                                                                                                                                COMPLETED BY       SCHEDULED      COMPLETED 

 

A.  PREPARATION

 

      1.   Inform other staff of new hire                                                                [Name]                                                   

 

      2.   Prepare orientation package & set up training schedule                          [Name]                                                   

                  (using outlook and invitations)

 

      3.   Get work area assigned                                                                        [Name]                                                   

 

      4.   Get work area supplied                                                                         [Name]                                                   

 

5.      Create user accounts:                                                                           

a.       [Software 1]                                                                            IT Staff                                                    

 

b.      [Software 2]                                                                            IT Staff                                                    

 

c.       [Software 3]                                                                            IT Staff                                                    

 

d.      Workstation                                                                             IT Staff                                                    

 

e.       Voice mail                                                                                IT Staff                                                    

 

      6.   Identify Temporary Mentor

                  (Name:                                                                   )                       [Name]                                                   

 

7.      Assign to department                                                                            [Name]                                                                                                                                      

            Department Leader assignments:

                  Identify assignments for first few weeks, whether chargeable,

                  CPE, training, etc.                                                        

 

      8.   Identify Technical Mentor (Compliance Manual)                                 [Name]                                                   

 

     

B. FIRST DAY

                                                                                                                                                                                                      DATE                  DATE

                                                                                                                                                                COMPLETED BY       SCHEDULED      COMPLETED       

      I.    ORIENTATION COORDINATOR

 

            1.   Greet new employee upon his/her arrival at office                            [Name]                                                   

 

            2.   Introduce to staff                                                                            [Name]                                                   

 

            3.   Tour office emphasizing the following:

                  •     File room (lock file room if last one out)                              

                  •     Computer room

                  •     Coffee area/kitchen (turn off coffee pots if last one out)

                  •     Library

                  •     Workroom/Location of supplies

                  •     Reading files (important to keep up on reading)

                  •     Point out fire extinguishers and fire exits

                  •     Shutdown procedures

                        (lock file room, turn off coffee pots, lock all doors, etc.)     [Name]                                                   

 

            4.   Review each item in the orientation package                                    [Name]                                                   

                  (sign out procedures, messages, etc.)

 

 

II.  TEMPORARY MENTOR

 

            1.   Arrange to have lunch with new employee                                                                                                      

            2.   Arrange meetings and introductions with other staff                                                                                         

            3.   Emphasize and explain the following:                                                                                                              

                  •     Confidentiality issues

                  •     Prompt and correct entry of time each day and

                        inform new employee how to do this.  Explain

                        service codes, etc.  Importance of time entry

                        explanation

                  •     Chargeable rate.  Explain “phasing-up” process

                  •     Ethical responsibilities (Per AICPA)

 

 

III.             DEPARTMENT LEADER

 

                  Review assignments for first quarter  and

                  set a time to meet regularly to review workload

                  and discuss priorities.                                                                                                                                     

 

 

                                                                                                                                                                                                         

C.  TECHNICAL MENTOR

 

      The Technical Mentor is required to oversee the completion of the technical training.  Staff accountants are utilized to provide this training.  Since we are hiring people infrequently, this training is usually done one-on-one.  The training is intended to provide an overview of subject material, or introduction to S&O procedures and to familarize the person with the tools, software, etc.

                                                                                                                                                                                        DATE                             DATE

                                                                                                                            TRAINER(S)                   SCHEDULED  COMPLETED                                      

            1.   General computer orientation (2 hours)                                                                                                              

                  •     Intranet – Forms, memo template, etc.                          [Name]           

                  •     File saving procedures                                                  [Name]

                  •     Outlook/Exchange                                                        [Name]

                  •     MS Office                                                                    IT Staff

                  •     Remote access software                                               IT Staff

                  •     Printer locations                                                            IT Staff

                  •     Logout of travel equipment                                            IT Staff

                  •     Telephone                                                                    [Name]

                  •     Visual Practice Management                                         [Name]

               

2.      Review of Operations Manual                                             [Name]                                                                   

 

3.      Compliance Manual                                                            [Name]                                                                               

 

            4.   Overview of Accountants reports, software and work

                  necessary to complete them:                                                [Name]                                                                         

                  •     Audit

                  •     Review

                  •     Compilation

                  •     PPC Library                                                                

                  •     Workpaper process

                  •     Financial Statements/Tax Returns

                  •     Preparation

                  •     Proofing

                  •     Approval

                  •     Filing                                                                           

     

            5.   Taxes/Tax Returns:

                  •     Business Tax Return Overview, 1041, 1120,

                        1120S, 1065, 990, CNT, BFT, Property Tax               [Name]                                                                   

                  •     Personal Tax 1040, IT-140, Compliance Manual  

                        •     [Personal Tax Software]

                        •     [Tax Planning Software]                                     [Name]                                                                   

                  •     Payroll Tax Overview 940, 941, W/C, ST. UI.             [Name]                                                                   

                                                                                                                                                                                        DATE                             DATE

                                                                                                                                                TRAINER(S)                 SCHEDULED  COMPLETED    

C.  TECHNICAL MENTOR (continued)

 

            6.   Workpapers/Binders/Save Basket                                     

                  (Be sure to review and emphasize the importance of

                  using the “fileroom” e-mail option to maintain client

                  filing notes from telephone discussions, alerts, or

                  other miscellaneous correspondence. 

                  Any questions – see KLM)                                               [Name]                                                                   

 

            7.   Depreciation

                  •     Book                                                                            [Name]                                                                   

                  •     [Fixed Assets Software]                                             [Name]                                                                   

 

            8.   Tax Research Material and Completion of Training             

                  •     Library facilities

                  •     Services

                  •     Reading file       [Name]                                                                                                                        

•     Library (1 hour)                                                            [Name]                                                                   

•     Corporate tax software (2-3 hours)                               [Name]                                                                   

                        •     Individual tax software (1-4 hours)                                [Name]                                                                 

•     Engagement software (2-3 hours)                                  [Name]                                                                  

•     Depreciation/Regulations and

            Reference Materials (2-3 hours)                              [Name]                                                                  

•     Internet Research (2 hours)                                           [Name]                                                                  

•     Perform Plus (.25 hours)                                               [Name]                                                                  

•     Amortization Software (.25 hours)                                [Name]                                                                  

•     Miscellaneous Software-Tax Interest                             [Name]                                                                  

 

9. Training evaluation - make new employee aware

that over the 60 day period, he/she is to evaluate

program, trainers and offer continuous suggestions

to temporary mentor.

 

D.  WORK ASSIGNMENTS

 

The utilization team leader is directly responsible for work and other assignments for the first 60 days.  After that, the regular scheduling process will be relied upon.

 

Objectives are:

 

      •     KEEP BUSY FROM THE FIRST DAY OF HIRE.

 

      •     Offer a variety of assignments.                                                                                                                                 

 

      •     Prioritize work and assure due dates met.                                                                                                                

     

                                                                                                                                                                                        DATE                             DATE

                                                                                                                                                TRAINER(S)                 SCHEDULED  COMPLETED    

 

E.   ADMINISTRATIVE ISSUES

 

`     •     Client Service orientation, and notebook

                  (Temporary Mentor to review workbook with

                    new employee)                                                                  [Name]                                                                

 

      •     Community Involvement                                                             [Name]                                                                

 

      •     Office Map/Employee List/Organization                                      [Name]                                                                

 

      •     Budgeted hours/Productivity                                                       [Name]                                                                

 

      •     Scheduling systems (K:\Schedule\)                                              [Name]                                                                

 

      •     Operations Manual       [Name]                                                                                                          

 

      •     Administrative Assistants                                                           [Name]                                                                  

 

      •     CPE Requirements/CPA Exam                                                 [Name]                                                                  

 

      •     Business Etiquette and Protocol (Refer to Policy Manual on the Intranet)

            •     Confidentiality

            •     Grooming and dress

            •     Telephone manners

            •     Face-to-face client contact guidelines

            •     Business diplomacy

            •     Independence/conflicts                                                        [Name]                                                                  

 

      •     Work Area

            •     Out boxes

            •     Organization and neatness

            •     Refiling client notebooks                                                     [Name]                                                                        

                                     

      •     Office Machines

            •     Copiers, FAX, telephones, voice mail                                 [Name]                                                                  

            •     Support staff procedures                                                     [Name]                                                                  

 

      •     Office Forms

            •     Expense reports, timesheets                                                [Name]                                                                  

 

      •     Performance plan                                                                      [Name]                                                                  

     

NOTE:  It is important that the new person receive work assignments and begin to be productive immediately.  The above training should be interspersed with work assignments over approximately a 90 day period.

 

 

F.   PARTNER WORK ASSIGNMENTS

                                                                                                                              ESTIMATED

                                                                                                                              TIME                            DATE

PARTNER                            ASSIGNMENTS                                                      REQUIRED           COMPLETED

[Name]                                                                                                                                                                       

[Name]                                                                                                                                                                       

[Name]                                                                                                                                                                       

[Name]                                                                                                                                                                       

[Name]                                                                                                                                                                       

[Name]                                                                                                                                                                       

[Name]                                                                                                                                                                       

[Name]                                                                                                                                                                       

                                                                                                                                                                         DATE

                                                                                                                                                                COMPLETED BY   COMPLETED

 

G.  MENTOR SELECTION

 

After completion of 180 day orientation program, the staff member

selects a mentor for the remainder of the current personnel year.

                                                                                                                                                            

 

 

H.  SUMMARY

 

The completed copy of this check list is to be added to the

personnel file of the new employee.