Onboarding a New Employee
Once an employee has accepted a job offer, it's time to onboard. The onboarding process involves having the employee complete hiring paperwork, establish university account access, become familiar with their office and responsibilities and complete required training.
All employees working in the United States must complete a Form I-9 on or before their first day of work. Much of the onboarding process cannot be completed until the employee has an I-9 on file, including setting up university email/account access. Therefore, it is highly recommended that the department ask the new employee to complete their I-9 before the first day of work if possible. This will allow the department to move forward with the onboarding process, so the employee can have a smooth start on their first day.
Before moving on to the steps below, the department should ensure that the candidate has accepted an offer and that all necessary pre-employment requirements have been met. Requirements may include a criminal background check, child labor forms, controlled substance testing, driver's record check, etc. See the Recruitment website for more information.
All employees working in the United States must complete a Form I-9, as required by U.S. Department of Citizenship and Immigration Services.
Check if the employee has a valid I-9 already on file:
When preparing instructions for a new employee, check Banner to see if they have 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 three (3) years = I -9 is valid
- Date is over three (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 three (3) years, contact HR to see if a new I-9 will be required
If an I-9 is not on file:
If the employee does not have a valid I-9 already on file, instruct them to visit Human Resources to complete one on or before their first day of work. Note that it will speed up the onboarding process if they are able to complete the I-9 early. Provide the employee with:
- Clear instructions that they must complete their I-9 before performing any work, including orientations, meetings or work-related training
- The link to the New Employee Onboarding page for information on how to complete the I-9. The page includes information on completing a remote I-9 for employees who will not be working in Moscow.
- List of acceptable forms of identification for the I-9
- Their official start date
- Their position classification (temporary, temporary faculty, classified, exempt, faculty)
As soon as the I-9 has been completed, the supervisor should provide information to the appropriate individual in the department to start an EPAF for the new employee. Please ensure that all information provided is accurate (e.g., the start date in the EPAF must correctly reflect the first day of work), as corrections can lead to processing delays. Also inform them if the employee will be moving from another job on campus.
An EPAF must be on file for the employee to be paid, enroll in benefits, etc.
Submit a ticket to the Office of Information Technology (OIT) to set up a university email account, computer and/or phone for the new employee. Note that OIT will need the employee's start date and their Vandal Number, which is assigned when they complete their I-9.
Prior to their first day, let the new employee know that parking on campus requires a permit. Refer them to Parking and Transportation Services for information and options.
Provide clear directions on where and when to report for work and ensure someone is ready to greet the new employee. If they have not done so already, make sure the employee visits HR to complete their I-9 and submit a ticket to get them access to email and VandalWeb as soon as possible.
Meet with the employee during the first week of work to discuss job description and expectations. Review your unit organizational chart, time entry and leave policies, leave request procedures and weekly schedule. You may also wish to provide team introductions and a campus tour.
- Arrange for keys or building access, if applicable.
- Direct the employee to the New Employee Onboarding page for information on how to request a VandalCard, set up direct deposit, enroll in benefits, etc.
- Ensure the employee completes necessary training (more on this below).
- HR highly recommends connecting your new employee with a mentor, another employee in their office who they can go to for general information. This is especially helpful for employees who are new to campus and/or to the area.
All new employees must complete required employee training within 30 days of hire. The employee will receive an email from Employee Development and Learning (EDL) with instructions on how to access and complete the training. Check in with the new employee early on to make sure they have been able to access and complete their training.
Some positions may also have additional job-related training requirements or department-specific training. Provide the employee with a training schedule and check in with them regularly to monitor progress.
It is required that all employees have the appropriate supervisor assigned in Banner at all times (regardless of whether they submit a timesheet or not). Designated department administrators should assign the supervisor for the new employee using the Supervisor Assignment Form in Banner.