New Employee Onboarding (Student Help) – 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  |  Additional Resources

As Soon As Possible

This is an accordion element with a series of buttons that open and close related content panels.

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.

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.

This is an accordion element with a series of buttons that open and close related content panels.

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.

Within Your First Three Days

This is an accordion element with a series of buttons that open and close related content panels.

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

This is an accordion element with a series of buttons that open and close related content panels.

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.

Within Your First Two Weeks

This is an accordion element with a series of buttons that open and close related content panels.

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.