New Employee Onboarding – Gravity Forms DRAFT

If your appointment is in the Departments of Family Medicine and Community Health or Radiology, go to the New Employee Onboarding page for those departments.
If your appointment is in UW Carbone Cancer Center, go to the New Employee Onboarding page for UWCCC.


Welcome to the School of Medicine and Public Health at the University of Wisconsin-Madison!

With your acceptance of our employment offer, you join over 4,000 other faculty and staff working together to advance health without compromise through service, scholarship, science, and social responsibility.

The days before you begin a new job are exciting, but can also be stressful with many things for you to do. To help guide you through this process for your new job at SMPH, please follow the below timeline.

As Soon as Possible  |   Prior to Your Start Date  |   Within Your First Three Days  |  Within Your First Week  |  Within Your First Two Weeks  |  Within Your First MonthAdditional Resources

As Soon As Possible

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Activate or modify your UW NetID

Consent to background check

Your employment at UW-Madison is contingent upon the successful completion of a background check, which will be facilitated by UW-Madison contracted third party vendor HireRight. You will receive a separate email from HireRight with instructions to provide information and consent through HireRight's secure background check website. You will need to log in to provide additional information and consent to the check.

If you have lived outside of the United States within the past seven (7) years, please notify your HR Operations Coordinator as soon as possible to ensure that the appropriate international background check can be ordered.

Prior To Your Start Date

Please note that a few of these tasks require a UW NetID. If you have not already completed the appropriate action for your UW NetID from the section above, please do that first. There is a 24-hour period after you create a new NetID before it can be used to log in to campus systems.

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Complete Form I-9 (Employment Eligibility Verification) – Section 1, online

Per federal law, UW is required to verify the identity and work eligibility of all of its employees. Like the background check, UW has partnered with HireRight to complete I-9s online. You will receive a separate email containing instructions for completing Section 1 of your I-9 through HireRight’s secure website. You must complete Section 1 on or before your start date.

Plan your commute

UW-Madison offers many commuter solutions to accommodate the needs of a busy campus. Visit the UW-Madison Transportation Services New Employees page to learn about your options for commuting and parking. Parking can be limited and there may be a waiting period for the lot most convenient to your workplace, so we suggest you create a plan as soon as possible.

For COVID-19 considerations for transportation, visit the Transportation Services Smart Restart Hub.

Review benefits options

Academic Staff and University Staff

UW-Madison offers a wide range of benefits programs. To help employees make sense of all the options, UW-Madison Benefits Services hosts benefits orientation sessions a few times per month. We strongly encourage you to register for a Benefits 101 session. Due to the popularity of these sessions and the limited eligibility periods to enroll in some benefits programs, we recommend registering for a session prior to your start date to ensure you can get into a session shortly after you start working.

For more resources about benefits, please visit the Payroll & Benefits section of the Benefits For Employees Covered By The Wisconsin Retirement System (WRS) page. Some benefits, such as health insurance, have a limited eligibility period during which you can enroll. If you do not enroll during this time, you will be unable to enroll in those benefits programs until the following open enrollment period.


Graduate Assistants, Fellows, Scholars, Short-Term Academic Staff, Lecturers and Employees-in-Training

For resources about your benefit options, visit the Benefit Plans for Appointees not covered by the Wisconsin Retirement System page for detailed information.

(Recommended) Register for UW-Madison New Employee Orientation

The UW-Madison Office of Human Resources hosts regular New Employee Orientation (NEO) sessions for all new UW-Madison employees. This session provides helpful information and resources available throughout the entire UW-Madison campus. We encourage you to register for a UW-Madison New Employee Orientation (NEO) session.

Within Your First Three Days

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Complete Form I-9 (Employment Eligibility Verification) – Section 2, in person

Attend the I-9 Section 2 appointment you scheduled earlier. Be sure to bring your documents confirming the information in your I-9. If you cannot make your scheduled appointment, contact your HR Operations Coordinator immediately to create an alternative plan.

Submit tax withholding forms to Payroll & Benefits Specialist

As a paid UW-Madison employee, you must complete forms to remove the appropriate withholding taxes from your paycheck.

Within your first three days, you must complete federal Form W-4. If you are a WI resident, you must also complete WI Form WT-4. You may complete both forms online by going to MyUW and clicking on the "Update W4" button within the Payroll Information tile.

If you have any questions, contact your Payroll & Benefits Specialist. Note that your Payroll & Benefits Specialist is not authorized to provide tax advice; they can only help you access and submit the form.

Set up direct deposit for paychecks

Note: you will not be able to complete this task before your start date.

UW-Madison requires all employees to set up paycheck direct deposit to avoid lost or stolen paper checks and to make payment as easy as possible. You can find instructions and additional information for setting up your direct deposit on the Office of Human Resources - Direct Deposit website. While our HR team is working from home during the COVID-19 pandemic, please submit your direct deposit information through MyUW as described on the OHR Direct Deposit website rather than using paper forms.

You may already see account information with a routing number of 071004200. This is the information for a U.S. Bank Focus Pay Card, which UW-Madison will send to your home address and deposit your paycheck onto if you do not enter your own account information.

Within Your First Week

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Complete UW-Madison HIPAA online training

All employees of the UW School of Medicine and Public Health are required to complete an online training regarding the Health Insurance Portability and Accountability Act (HIPAA) before working with protected health information or within 5 days of starting their employment, whichever is sooner. You will be able to complete the training 24 hours after activating your NetID. The course is estimated to take you approximately 20-25 minutes to complete.

You will be required to complete an updated HIPAA training every year while you are an SMPH employee.

Update your personal information in MyUW

Please visit the Personal Information MyUW app and click on the "Update My Personal Information" link. Here you will be able to update information such as addresses, contact information, and emergency contacts. You will also need to submit some self-identification information that UW-Madison is required to collect, including ethnic group, veteran status, and disability status.

Please review the information in all sections on this page to ensure it is accurate.

(Optional) Update your preferred name for campus systems

Although your appointment must use your legal name, you are able to indicate a first name to appear alongside or instead of a legal name on many campus systems, referred to as a name in use. Use the Name In Use app in MyUW to set your name in use.

Get Your WisCard campus ID

Your Wiscard is your campus photo ID and some campus services depend on you getting your Wiscard. For the most up-to-date information about Wiscard office hours and requirements, visit the Wiscard website.

You are required to wear your Wiscard or UW Health badge at all times, per SMPH Facilities policy.

Contact your supervisor if you require a UW Health badge or specific building access needs.

(If applicable) Complete UW Health Safety and Infection Control (SIC) online training

Due to your in-person contact with UW Health patients or UW research participants, you are required to complete the UW Health Safety and Infection Control (SIC) online training.

(If applicable) Submit documentation of Tuberculosis (TB) test

Due to your contact with UW Health patients or UW research participants, you will need to be cleared for TB-relevant work by UW Occupational Medicine. Please visit the Compliance page for detailed instructions to get TB-relevant work clearance.

Within Your First Two Weeks

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Complete "Creating a Respectful and Welcoming Learning Environment" online training

SMPH is deeply committed to building community in an environment that optimizes learning, supports diversity and inclusion, and maintains a culture of respect for everyone. To ensure that the entire SMPH community holds the same expectations for these values, all appointees are required to complete a brief online training. The training is expected to take less than 10 minutes to complete.

Complete Mandated Reporter (Executive Order #54) online training

As an employee within the UW system, you are considered a Mandated Reporter under Wisconsin Executive Order #54, which requires you to report instances or suspicions of child abuse or neglect. You are required to complete an online Mandated Reporter training to learn more about the topic and your specific responsibilities. After you have completed the training, please email your course completion certificate to your HR Operations Coordinator.

Within Your First Month

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Enroll in or waive UW benefits

As mentioned previously, some benefits have a limited enrollment eligibility period. You must enroll in these benefits before the eligibility period ends.

You may enroll in benefits online by logging in to MyUW and clicking on the "Benefit Information" tile, then clicking on the eBenefits link.  If you have had recent UW employment, you may not be able to enroll online through eBenefits.  If you do not see a link to eBenefits, please contact your Payroll & Benefits Coordinator.  You may be required to complete paper enrollment forms.

Complete "Preventing Sexual Harassment and Sexual Violence at UW-Madison" online training

You will need to complete an online training on how to recognize, prevent, and respond to sexual assault and sexual violence in the workplace. Information about reporting options and campus and community resources to support individuals who have experienced sexual harassment or sexual violence are also provided. The course is estimated to take you approximately 60 minutes to complete.

This is a requirement every 3 years.