Welcome to the City of Milpitas! As a new or returning employee, you need to complete the new employee sign up process. This process is necessary to comply with federal and state laws, as well as to obtain the necessary information to put you on the City’s payroll.

This web page is intended to help guide you through the process and make it as convenient as possible.

Once you have received your Offer Letter, and no later than the morning of your first day of employment with the City of Milpitas, you need to complete your new employee sign up. The sign up must be done in person in the Human Resources Offices.

Note: To further assist you in expediting the process, the sign up forms/information packets are available on-line so that you can complete, print, and bring them with you to HR. Doing this can save you time and expedite the sign up process when you come to HR.

What to Bring With You

  • Social Security Card

As part of the new hire sign up process, you will need to provide an original, non-laminated Social Security Card. This requirement is for verification of name and Social Security Number, and accurate payroll reporting under the Code of Federal Regulations and the US Code, the US Dept. of Labor and the IRS.

If you do not have an original Social Security Card, you may request one from the Social Security Administration. Until you receive your original card, you may present to us a receipt and/or verification of your Social Security Number from Social Security. The receipt/verification must contain your name, Social Security Number, and a stamp from the Social Security Administration Office.

For your convenience, following is the link to the Social Security Administration’s webpage:

Social Security Office Locator

  • I-9 Documentation

Form I-9 is the Employment Eligibility Verification Form issued by the Department of Homeland Security, U.S. Citizenship and Immigration Services. By law all U.S. employers are responsible for completion and retention of Forms I-9 for all U.S. citizen as well as non-U.S. citizen employees hired for employment in the U.S. after November 6, 1986. This process, which includes an employee’s attestation of work authorization and an employer’s review of the documents presented by that employee to demonstrate identity and work authorization, is the means by which U.S. employers document that they have verified whether a newly hired employee is eligible to work in the U.S. The employee and employer both must provide information and signatures as indicated on the form.

Additional Items You May Need

•Bank Account Information for Direct Deposit

New Employee Orientation

Forms to Complete and Bring With You

  • Cover Sheet
  • Acknowledgement of Receipt of New Employee Policy and Benefits Package
  • Form I-9
  • Form W-4
  • Statement Concerning Social Security
  • Employee Emergency Information
  • Self-Identification Form
  • Authorization to Release Warrant or Checks in the Event of Death
  • DMV Pull Notice
  • Oath of Office
  • Acknowledgement of Receipt of Administrative Policies
  • Employee Code of Safe Practices
  • Disaster Service Worker Registration

Policy Statements

Administrative Policies (to read and retain)

  • Anti-Discrimination Policy and Internal Complaint Procedure
  • Discrimination is Against the Law Brochure
  • Violence in the Workplace and Internal Complaint Procedure
  • Workplace Violence Prevention Policy
  • Sexual Harassment Brochure
  • Computer, e-mail and Internet Use Policy (SOP 9.2)
  • Telephone System, Cellular Phone and Pager Use Policy (SOP 4.2)
  • Use of City Vehicle & Privately Owned Vehicles on City Business (SOP 6.2)
  • Professional Appearance Policy

Code of Safe Practices

Workers’ Compensation (to read and retain; if applicable return the Pre-Injury Personal Physician Pre-Designation for Work Related Injuries Form)

Additional Form for Executive Employees

Below is a link for designated City Staff required to complete Form 700

Form 700- Statement of Economic Interest

The Benefits Orientation is provided to help guide new and/or newly eligible employees through the process of choosing benefits through the City of Milpitas.

Orientations are conducted monthly to assist eligible employees in making an informed decision regarding their benefit choices. Following is the current orientation schedule. Attendance at a Benefits Orientation is not mandatory to enroll in the benefits program; however, it is highly recommended.

Benefits Orientation Schedule

The following Monthly orientations will be conducted in the Human Resources Conference Room: