Onboarding, New Employee Orientation, & New Student Employee Checklist

Duo - If you have not yet enrolled in Duo, please visit http://bit.ly/utduo and login with your UT EID and password to begin setup (information and videos).
High Assurance EID Upgrade - This can be managed either in-person along with procurement of your ID Card or remotely as a stand-alone process:
- In-Person: The ID Center on the first floor of the FAC building Flawn Academic Center (FAC 30) is still available for onsite EID/High Assurance upgrades and other transactions on Monday, Wednesday, and Friday from 9am-1pm. The best method to Contact the ID Center is by email or by phone at 512-475-9400.
- Remote (EID only): Please first visit EID Self-Help Tools and select "Upgrade my EID" and click "Continue" on the following screen to verify whether your EID is already upgraded. If your EID has not yet been upgraded, you may complete the Remote EID Upgrade Request An ID Center employee will process your request and then contact you to confirm a date and time to conduct a video chat to verify your identity and obtain your signature electronically on the EID Agreement using DocuSign.

Online Orientation

The New Employee Welcome and Orientation, hosted by Human Resources (HR), provides you with a comprehensive introduction to employment and benefits at The University of Texas at Austin. Graduate student employees are strongly encouraged to attend/view this orientation on or by the first day of employment in order to complete many items on the New Student Employee Checklist.

To access the recorded New Employee Welcome and Orientation session:

Go to UTLearn
Click “Login to UTLearn” (upper left)
Login using your UT EID and password
In the search bar (top right corner) enter “NEWO”
Select “PN 1000 - New Employee Welcome and Orientation (NEWO)”
The link in the first sentence will open the NEWO session video in Adobe Connect.

Some sections of particular importance occur at the following times:

@51:13 - New Employee Checklist
@54:20 - Workday Onboarding Tasks
@1:35:25 - Benefits & Leave Management

New Employee Checklist & Onboarding Tasks in Workday

As I mentioned above, many of the items in the Student Employee Checklist are reviewed in NEWO, and you have already received an automated email from Workday that allowed access to the tasks that can be completed prior to your first work day. Additional Workday Onboarding task will launch on your start date.

New Student Employee Checklist

Please review the step-by-step checklist upon starting your new job to assist you in completing all required on-boarding tasks.

If you are an international student employee, review this reference checklist.

Employee Onboarding Tasks in your Workday Inbox

Onboarding is launched after your department has finalized your work assignment in Workday. You will receive an introductory email from Workday when this occurs. The e-mail will prompt you to log-in to Workday and complete onboarding tasks from your Workday Inbox.

**Need assistance with onboarding tasks, viewing paychecks or learning how to enter time in Workday? Visit Workday Student Resources.

Onboarding Tasks available before first day of work:	Why is it important?
• Complete Form I-9	Per federal law, as an employer, UT is required to verify your identity and employment authorization within your first 3 work days. You must provide original, unexpired documents that establish your identity and citizenship. Please see the I-9 List of Acceptable Documents.
• Edit Government IDs	Task in which you enter your Social Security Number (SSN) or other government-issued identification into Workday, UT’s HR system. • For re-hired students, this step may not trigger. • Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits.
• Enter Personal Information	Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits
• Benefits Questionnaire	Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits
• Active Military Questionnaire	As an employer, UT Austin collects this information as required by state and/or federal law
• Self- Identification of a Disability	As an employer, UT Austin collects this information as required by state and/or federal law
• Self-Identification of Veteran Status	As an employer, UT Austin collects this information as required by state and/or federal law

Onboarding Tasks available on first day of work:	Why is it important?
• To Do: Worker Additional Data	The Direct Deposit Declaration is one part of this task. • If you intend to receive paychecks electronically, this step must be completed before the Manage Payment Elections Step.
• Change Emergency Contact	Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits.
• Manage Payment Elections	This step must be completed before you can be paid for the work completed. • For hourly-paid jobs, you must complete timesheets regularly to be paid. • Payday information can be found on the Payroll Services website.
• Complete Federal Withholding Election (W-4)	Per federal Internal Revenue Service (IRS) law, this must be completed for federal tax purposes.
• Review Documents	You’ll acknowledge forms related to Worker’s Compensation eligibility and federal Affordable Care Act (ACA) insurance eligibility.
• Update Professional Profile and complete compliance modules via UTLearn	Training modules are an important part of an effective compliance and ethics program, which is required by state and federal law. Effective training enables all employees to conduct business in accordance with the law and maintain the highest ethical standards.

If you are assigned to work in a student academic position and you meet certain requirements, you may qualify for resident tuition rates even if you are a non-resident of Texas. If you’re eligible you must complete a Request for Resident Tuition Entitlement in order to reduce your tuition bill to the resident amount. You must complete this form every semester. Questions can be directed to Student Accounts Receivable at tuition@austin.utexas.edu

Graduate Academic Student Employees

Graduate Academic students with questions about the Tuition Reduction Benefit should contact the Graduate School

If you are a benefits-eligible graduate academic student, you must complete the Edit Government IDs, Enter Personal Information, Benefits Questionnaire and the Change Emergency Contact tasks before being auto-enrolled in the university’s basic subscriber-only employee insurance coverage.

More information about optional insurances, enrolling dependents and the initial insurance enrollment process can be found on the New Employee Benefits Enrollment checklist.

Helpful Links

UT

UT Directory: http://www.utexas.edu/directory/

Campus Map: http://www.utexas.edu/maps/flash/index.html

Payroll

Payroll Services: https://payroll.utexas.edu/

Benefits

Graduate Student Insurance: https://hr.utexas.edu/student/student-employee-insurance-benefits/academic-graduate-student-employee-insurance-options

Retirement Program Options: https://hr.utexas.edu/current/retirement

Parking and Transportation

Parking and Transportation Services: https://parking.utexas.edu/

Shuttles: https://parking.utexas.edu/transportation/shuttles