55.31 - New Employee Registration and Benefits Orientation

July 21, 2009 (formerly 50.31)

A. General. New Employee Registration and Benefits Orientation for newly hired board-appointed employees is held at Human Resources (HR) every Monday morning from 8:30 AM to approximately 10:00 AM. This orientation session allows newly hired employees to enroll for their own health benefits coverage as well as for their dependents, select their retirement plan options, designate beneficiaries for life insurance, complete required tax forms, and certify employment eligibility within three days of beginning work as required by the Immigration Reform and Control Act of 1986 (IRCA). [Note: An employee may not work for more than three (3) days without having completed necessary legally required documentation, and will not receive his/her pay until all required forms for employment, including benefit enrollment have been completed.] Spouses are welcome to attend these orientation sessions.

A-1. Temporary Hourly (TH) Employees Orientation. Employment verification for temporary hourly (TH) employees, including all student employees, is completed daily from 8:00 AM. to 5:00 PM at HR.

B. Process. New employees must report for employee registration on their first day at work or they may attend prior to starting work at the University, if that is more convenient. Prior registration to attend must be made by calling (208) 885-3697 or emailing Benefits Email, in order to have personnel systems and other necessary access activated. The hiring department is responsible for completion of necessary department information and transmittal of the data request form to the new hire.

C. Procedure. New employees need to complete the data request form and return it to HR as indicated and call to schedule their new employee registration meeting. The new employee is also responsible for reviewing all pertinent information regarding benefits programs prior to attending the New Employee Registration meeting. The employee sections of all required employment forms should be completed and brought into this meeting. All benefit elections and enrollment paperwork should be reviewed, if appropriate, with other family members, be completed, and ready to turn in. To complete the registration process, new employees must:

C-1. Verifying Employment Eligibility. Verify employment eligibility by providing the documentation required by the Immigration Reform and Control Act of 1986 [See 50.04].

C-2. Determine Health Benefits Coverage. Select the health benefits alternative in which they wish to enroll, and decide whether they wish to enroll dependents [i.e., New Employee Information Packet provided]. Enrollment forms require Social Security numbers and dates of birth for all dependents added to the plan.

C-3. Select Retirement Plan Options. Complete retirement paperwork, which requires beneficiary names, address, Social Security numbers and dates of birth. They will also need this information for the guardians of children less than 18 years of age.

C-4. Consider Flexible Spending Accounts. Determine if they wish to participate in any of the Flexible Spending Account plan alternatives, and the amount(s) to be contributed.

C-5. Certify W-4’s. Certify W-4 Income Tax Withholding Allowance [See 50.09]. [Note: The withholding allowance can subsequently be changed at HR.]

C-6. Select Life Insurance Coverage. Complete life insurance enrollment and select any optional additional life insurance benefits available. Employees will need names, social security numbers, birthdates, and addresses of beneficiaries. They will also need this information for the guardians of children less than 18 years of age.

C-7. Consider Voluntary Benefits. Voluntary benefits are also available to UI employees. New employees may enroll three times per year, but generally must stay in the program selected for an entire plan year. Detailed information about voluntary benefits, a complete overview of all UI benefits, and important extras offered by our vendors as well as tips, tricks, and navigation of various benefit web sites is offered three times per year. Meeting schedules are advertised via employee email accounts and other internal communications.

D. Information. Information on employment processing and benefits enrollment as well as space reservations for new employees may be obtained by calling HR at (208) 885-3697.