Onboarding a New Employee
The information below, and on the New Employee Onboarding Quick Reference Guide, will provide an overview of onboarding a new employee.
After all pre-employment requirements have been approved you can make the employee an official offer and establish a start date.
Pre-employment requirements may include, but are not limited to: Criminal Background Check, Hiring Moratorium Exception, Child Labor Forms, Pre-employment Controlled Substance Testing, Driver's Record Check, etc.
Approved offer letter templates:
The Form I-9 is required by U.S. Department of Citizenship and Immigration Services for all employees hired after November 6, 1986. When preparing instructions for new employee check Banner to determine if the employee has a valid I-9 on file already (check with your department administrator for assistance if you do not have access, or are unfamiliar with this process).
- PEAEMPL > United States Regulatory tab > I-9 Date
- Cannot access = new employee needing I-9
- Date is within 3 years = I -9 is valid
- Date is over 3 years = check NBAJOBS to see if any other active jobs
- If no other jobs = new I-9 is needed
- If other active job and employee will not have a break in service= I -9 is valid
- If PEAEMPL shows an "Expiration Date" and the I-9 date is over 3 years, contact HR to see if a new I-9 will be required
If you have determined the employee needs to complete a new I-9, instruct them to visit our office on or before their first day of work. Provide them the following:
1. List of acceptable forms of identification for the I-9
2. Official start date
3. Position classification (temporary, temporary faculty, classified, exempt, faculty)
4. Clear instructions that they must complete their I-9 on or before their first day of work (this includes orientations, work related training, and meetings)
5. The link to the New Employee Onboarding page. They will find resources such as assistance completing an I-9 if they are not working on the Moscow campus and information regarding parking, payroll, required trainings and more.
It is critical supervisors ensure authorization to begin work from Human Resources has been granted on/before a new employee's first day of work. Work authorization can be confirmed via:
- Student/Temporary staff and faculty will have a work authorization card. The "Received" date stamp should be within 3 years. Check with your department administrator if the date is over 3 years old.
- Benefit eligible staff and faculty supervisors are cc'd on an email stating the I-9 has been completed
- EXCEPTION: If an employee indicates they have started working (or need to immediately start) but do not have the forms of identification to complete the I-9 they will start their paperwork in our office and will be granted 3 days of work authorization. Supervisors will receive an email clearly stating the dates the employee is authorized to work.
Route the Employment Onboarding Form or information to the appropriate individual within your department to start an EPAF (electronic personnel action form). You will need to ensure all information provided is accurate (i.e. start date in EPAF must correctly reflect the first day of work).
Employee Development and Learning will email the employee with notification of any Required Employee Training that need completed. Some positions may have additional job-related training requirements or department specific training.
It is required that ALL employees have the appropriate supervisor assigned at all times (regardless of whether they submit a time sheet or not). Designated department administrators should assign the supervisor by accessing the Supervisor Assignment Form.