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5.8 New Hire Onboarding

Purpose & Scope

This policy governs all onboarding for THE COMPANY’s SUBWAY® restaurants in Georgia. It applies to every new hire and rehire (including part-time/temporary), and any transfer requiring updated work authorization.

 

No Work Before Paperwork

No Team Member may begin work (including training, orientation, or picking up uniforms/keys) until all pre-start items under Required Onboarding Items are completed. Start dates are conditional on satisfying legal and THE COMPANY requirements.

 

Required Onboarding Items (platforms in parentheses)

Complete before first shift unless a different deadline is specifically noted below.

  • Personal Profile & Emergency Contacts (Harri/Subrina).
  • Availability & Scheduling Preferences (Harri/Subrina).
  • Tax Forms: Federal W-4 and Georgia G-4 (Harri e-forms).
  • Direct Deposit Authorization – Direct Deposit is Required by THE COMPANY.
  • Form I-9, Employment Eligibility Verification (Harri + in-person document review):
    • Section 1: employee completes no later than the first day of work. 
    • Section 2: THE COMPANY (or authorized representative) examines original documents and completes by the end of the 3rd business day after work begins (or Day 1 if the job is for < 3 business days).
    • Retention: keep each I-9 3 years after hire or 1 year after termination, whichever is later (securely stored, separate from personnel files). 
  • E-Verify (if/when THE COMPANY participates): create each case no later than the 3rd business day after the start date; use the hire date from the I-9. (During any federal outage, follow DHS catch-up timelines.) 
  • Background Check Authorization & Disclosures:
    • When using a consumer reporting agency, THE COMPANY follows the FCRA. Before taking any adverse action based on a report, we send a pre-adverse action notice with a copy of the report and the “Summary of Rights,” allow time to dispute, then—if needed—issue a final adverse action notice. 
  • Work Opportunity Tax Credit (WOTC) Questionnaire (Harri/Subrina).
  • Policy & Document Acknowledgments (Harri/Subrina): Team Member Handbook Parts 1 & 2, Anti-Harassment, Uniforms/Appearance and Purchase, Georgia DPH Health Reporting Agreement and others required forms.
  • ID Uploads (Harri/Subrina): government ID & any certifications.
  • Minor Employees (age 14–15): submit Georgia Employment Certificate (Work Permit) before scheduling; adhere to hours limits (e.g., 3 hrs on a school day / 8 hrs non-school day / 18 hrs school week / 40 hrs non-school week; 7:00 a.m.–7:00 p.m. (to 9:00 p.m. June 1–Labor Day); not during school hours). 

 

Georgia New Hire Reporting

THE COMPANY reports all newly hired and rehired team members to the Georgia New Hire Reporting Center within 10 days of hire (or in two monthly electronic transmissions not more than 16 days apart). 

 

Pay Setup & Lawful Deductions

  • Pay Method: Direct Deposit
  • Deductions: Any uniform/equipment, cash or product shortages/discrepancies, meals or similar deductions will not reduce pay below applicable minimum wage or overtime in any workweek (FLSA).

 

Medical Information, ADA & GINA Compliance

  • THE COMPANY does not ask disability-related questions or require medical exams before a conditional job offer.
  • Post-offer, any medical inquiries/exams (if used) are applied to all entering team members in the same job category, and information is kept confidential and separate from personnel files. We do not request or collect genetic information (including family medical history) per GINA. 

 

Electronic Signatures & Records

Onboarding documents may be executed electronically (e.g., SignNow/Subrina/Harri). Electronic signatures are treated as equivalent to ink signatures. Records are stored securely with access limited to authorized personnel and retained per legal schedules (e.g., I-9 retention above).


Conditional Offers & Start Dates

All offers are conditional upon: (a) completion of onboarding, (b) work authorization verification (I-9/ E-Verify if applicable), and (c) background results consistent with job requirements and law (including the FCRA process). Managers will be notified if the team member is NOT “Cleared to Start.”

 

Roles & Accountability

  • Applicant/Team Member: Complete assigned onboarding tasks on time; present original I-9 documents by required deadlines.
  • THE COMPANY: Verify completion in Harri/Subrina; arrange timely I-9 document inspection; do not allow work if items are incomplete.
  • THE COMPANY/Payroll: Run GA New Hire Report; finalize tax/pay setup; manage E-Verify (if applicable); issue required FCRA notices; file/retain I-9s.
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