Human Resource Services

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Getting Started: New Employee Checklist

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Welcome to The University of Texas at Austin! Here's a one-stop-shop to assist you with what you need to do within your first month on the job. Those items with an asterisk (*) next to them below can be completed at the New Employee Welcome and Orientation.

Note: All links on this page will open a new browser window. After you are finished with each step, simply close the new window to return to this page.

Your First Day

  1. New Employee Welcome and Orientation — If you're benefits eligible, we strongly recommend that you attend New Employee Welcome and Orientation on your first day of employment in order to complete many items on this checklist. Contact your departmental HR contact, manager, or supervisor to ensure that they complete the orientation pre-registration form and fax it to 512-232-3524 by noon on Wednesday before your scheduled orientation session, and then hand carry the original to the Human Resource Service Center lobby, NOA 2.200, anytime before your scheduled orientation session.
  2. ID Card and EID* — You can get your ID at orientation if your departmental HR contact, hiring manager or supervisor completed the orientation pre-registration form and faxed it to 512-232-3524 by noon on Wednesday before your scheduled orientation session, and then hand carried the original to the Human Resource Service Center lobby, NOA 2.200, anytime before your scheduled orientation session—just remember to bring proof of identity. Otherwise, you will need to go to the ID Center, located on the first floor of the FAC, to get your ID card and upgrade your UT Electronic Identification (EID). This first step is very important. You'll need to upgrade your EID by showing proof of identity at the ID Center before you can access most online services for employees.
  3. Payroll Information — Complete My Paycheck Profile online (EID required). If you are unable to use the online Paycheck Profile, download the Payroll Employee Information Form and a Form W-4 from the Payroll Web site and turn them in to your department representative.
  4. Employment Eligibility Verification* — Download the Employment Eligibility Verification (Form I-9) [PDF], complete Section 1, and give the form to your department representative. Review the list of acceptable documents listed on the Form I-9. You must provide acceptable identification and work-eligibility documents to your department by your third work day.
  5. Acknowledge the Ethics Statement* — Read and acknowledge the Standards of Conduct and Political Activities online (EID required). If you are unable to use the online version, you may download the English or Spanish version [PDF] and return it to your department representative.
  6. Selective Service Eligibility* — If you're a male between the ages of 18 and 25, complete the Selective Service Eligibility and Verification online. If you are unable to use the online version, you may download the form [PDF] and turn it in to your department representative.
  7. Driving Record - If you'll be driving a university vehicle, see the UTDRIVERS Web site for information on required drivers' training.
  8. Conflicts of Interest Policy — Read both the policy and the statute of law concerning conflicts of interest within three business days.
  9. Employee Information — Complete your employee biographical information and your veteran status information. If you are unable to use the online version, you may download the employee biographical form [PDF] and the veteran status information form [PDF] and turn it in to your department representative.

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Your First Week

  1. Insurance Selections — After receiving insurance information and forms in the New Employee Welcome and Orientation (NEWO), you must make your insurance selections and return the completed forms to the Human Resource Service Center within the first 31 calendar days of employment. Otherwise, your insurance plan will default to the basic coverage package for full-time employees only; dependents and part-time employees will forfeit insurance coverage altogether if the forms aren't submitted.
  2. Compliance Training — Begin your compliance training. The Sexual Harassment and Equal Employment Opportunity modules are mandated by the state, and the remaining modules are required by the university. For alternate methods of taking the training, call the compliance training coordinator at 512-232-7842.
  3. Read the Employee Compliance Guide — Print and turn in the signed acknowledgment form to your department.
  4. Supervisor Meeting — Talk with your supervisor about your job description, performance expectations, probationary period, and performance evaluation.
  5. E-mail Account — Sign up for your free employee e-mail account. You must have an active appointment and a completed My Paycheck Profile to activate your e-mail account.
  6. Keys* — You will need to pick up your key(s) in person at the Locks and Keys office located in the Service Building. Remember to take the key request form given to you by your department and your ID card. Note: Receiving your keys at the New Employee Welcome and Orientation is temporarily unavailable until late September, 2009.
  7. Parking Permit* — You can review your parking options, and in some cases, obtain a parking permit while at the New Employee Orientation if your departmental HR contact, hiring manager or supervisor completed the orientation pre-registration form and faxed it to 512-232-3524 by noon on Wednesday before your scheduled orientation session and then hand carried the original to the Human Resource Service Center lobby, NOA 2.200, anytime before your scheduled orientation session. Otherwise, you can get your parking permit in person at the Parking and Transportation Services offices. Remember to take the form given to you by your department. If you don't plan to commute by car, check out alternative transportation options.
  8. Prior State Service — Read about prior state service transfer and print Request for Transfer of Prior State Service and Leave Balances [PDF].
  9. Timesheets — Go to your electronic timesheets and choose the appropriate reporting group in the timesheet system, if necessary. Ask your supervisor if you're unsure which group to choose.
  10. Nonresident Aliens — Please be sure you have completed your GLACIER record. You should have received your login instructions via the UT Secure Message System within two weeks of beginning employment. Send the forms generated from GLACIER and required immigration documents to Payroll Services.

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Your First Month

  1. Insurance Forms — If you're benefits-eligible, return your completed insurance and retirement forms to the Human Resource Service Center. If you don't return the forms within the first 31 calendar days of your employment, you'll default into the basic coverage package (full-time employees), or you'll forfeit your insurance coverage altogether (part-time employees).
  2. Compliance Training — Make sure you've completed your compliance training.

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