Call Summary: OTI HR Onboarding

Overview

Gary's first HR onboarding meeting at Open Technology Incubator with Jessica Gardi. Covered all essential HR systems, policies, and benefits for new employees. Jessica welcomed Gary and walked through payroll, time tracking, PTO, benefits, and equipment reimbursement procedures.

Key Topics Discussed

Payroll (ADP)

• Pay schedule: Twice monthly, around the 15th and 31st
• If payday falls on weekend/holiday, payment comes the day before (never after)
• ADP is the portal for viewing pay statements and submitting PTO requests
• First paycheck expected around January 15th

Unlimited PTO Policy

• All time off submitted as "unlimited PTO" in ADP (no separate sick/vacation categories)
• Holidays also submitted as unlimited PTO since OTI operates across many countries
• Manager approval required for vacations; notification expected for sick days
• Full-time expectation: around 40 hours/week, minimum 35 hours

Time Tracking (Harvest)

• Harvest used for tracking all work hours
• Different categories for billing purposes (project work, administration, PTO)
• Raven will provide specific guidance on how to categorize hours given Gary's dual functions
• Not tied directly to payroll; used for internal billing and awareness
• Link to be sent by Raven

Employee Handbook

• Available in ADP with policies to acknowledge
• Updated version coming soon (Gary may need to re-acknowledge)
• Harassment training to be added to system soon
• Contains FAQs about Harvest, PTO policies, etc.

Benefits Enrollment

• Gary enrolled morning of January 7th
• Few days to complete enrollment selections
• Plans active starting February 1st
• PDF with benefit options previously sent via email

401k (Accrue)

• Provider: Accrue
• Email invitation coming from Accrue
• Important: Automatic enrollment at 3% if no action taken
• Must actively opt out or adjust contribution level before next paycheck
• Changes needed by end of week to affect first paycheck

Equipment Reimbursement

• Annual budget for equipment (laptop, keyboard, etc.)
• Process: Get Raven's approval → submit to accounting → purchase → submit receipt → reimbursement
• Contract addendum created to document reimbursement
• Clawback provision: If leaving within certain timeframe, proportional repayment required
• Budget resets annually

Administrative Items

• Email already set up
• Email signature template provided (may need formatting help from HR/marketing)
• Added to necessary Slack channels by Raven
• I-9 approved
• Social media templates available if Gary wants to announce joining OTI
• Confidentiality agreement still in process (Brennan needs to sign)

Action Items

• Complete benefits enrollment in ADP (before deadline)
• Set up 401k preferences in Accrue (or accept 3% default)
• Set up email signature using provided template
• Review and acknowledge employee handbook policies in ADP
• Wait for Harvest invite from Raven
• Schedule follow-up with Raven for time tracking guidance and Brex/expense questions
• Sign confidentiality agreement when it arrives

Notes

• Raven is Gary's primary operational contact for day-to-day questions
• HR (Jessica, Monica) available via Slack or email for policy questions
• Brex card/expense questions should go to Raven and accounting, not HR