New Employee Onboarding (Limited, Academic Staff, & University Staff) – DRAFT

The timeline below will guide you through all of the tasks you will need to complete as a new UW-Madison School of Medicine and Public Health employee.

Please contact your HR Operations Coordinator with any questions you may have throughout your onboarding!

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

Your NetID is your digital login for many UW services, such as your email and time and absence reporting, and will be used for several other tasks during your onboarding process.

If you do not already have a UW NetID, you will need to activate your NetID using the activation key in the email from your HR Operations Coordinator.

If you already have a UW NetID from a previous appointment or academic enrollment, you will need to modify your NetID to ensure that you have access to all of the appropriate services for your new appointment. After logging in with your NetID, click the “Activate Services” button.

If you need assistance with your NetID, contact the Department of Information Technology (DoIT) Help Desk.

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

Image result for exclamation point warning symbol Please note that some 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 General Information Services (GIS) to complete I-9s online. You will receive a separate email containing instructions for completing Section 1 of your I-9 through GIS’s secure website. You must complete Section 1 on or before your start date.

Within three days after your start date, you will be required to complete Section 2 by presenting original documents verifying the information in your I-9. If you are not currently in possession of your original documents, notify your HR Business Partner immediately as not having the proper documents could cause a delay in your employment.

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.

Review benefits options

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.

(Recommended) Register for UW-Madison New Employee Orientation

The UW-Madison Office of Human Resources hosts monthly in-person New Employee Orientation (NEO) sessions. 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

Prior to your start date, you completed Section 1 of the federal Form I-9 online. Within three days after your start date, you will need to present acceptable documentation to verify the information you submitted in Section 1. Please note that you must present the documents in person and the documents must be originals – photocopies or pictures are not allowed.

Failure to complete this process within three business days from the start of employment may result in termination as required by federal immigration law.

Submit tax withholding forms to Payroll & Benefits Specialist

As a paid UW-Madison employee, you must complete federal Form W-4 to ensure that appropriate federal income tax can be withheld from your pay.

If you are a Wisconsin resident, you must also complete Wisconsin Form WT-4 for state tax withholding purposes.

Please complete the required forms and deliver to your Payroll & Benefits Specialist within your first three days.

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 may submit your direct deposit information either online or by bringing a paper form to your Payroll & Benefits Specialist. You can find instructions and additional information on the Office of Human Resources – Direct Deposit website.

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 specify a preferred name that many campus systems can display instead of your legal name. If you wish to enter a preferred name, you may do so in the MyUW Preferred Name app.

Get your WisCard campus ID

You may pick up your WisCard campus ID sometime within your first few days of employment. It can be picked up at Union South, 1308 W. Dayton St., Room 149, Monday through Friday from 8:30 a.m. – 5:00 p.m. Be prepared to present some form of personal photo identification such as a U.S. driver’s license or state ID.

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.

Within Your First Two Weeks

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

We are deeply committed to promoting an environment that optimizes learning and supports diversity and inclusion at the School of Medicine and Public Health and all of our academic campuses and affiliated sites. 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 2 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.