Administrative Services

HRS Administration

Human Resource Service Center

Employee Records

Insurance

Retirement

Employee and Management Services

Compliance

Employee Relations

Leave Management

Workers' Compensation

Staffing and Career Management Services

Compensation

Recruiting & Staffing

UTemps

Organization Development

Training

Work/Life Services

Employee Assistance Program

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New Employee Checklist

On behalf of Human Resource Services (HRS), welcome to The University of Texas at Austin! This page is designed as a "one-stop-shop" to assist new employees with the various steps that need to be completed within your first month of employment.

Introduction and Instructions

Following are some helpful hints for using this page, as well as contact information should you need assistance. Please take a couple of minutes to read this important information:

• 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.
  
  NOTE: Use of "pop-up" blocking software can prevent the new windows from opening. If you are using such software, please turn it off before using this checklist.
  
  
• Links labeled as "[in person]" indicate that you need to go to the indicated location personally to complete the step.
  
  
• Links labeled as "[online]" indicate that the required information can be completed online (either through UT Direct or a UT-external online service). In many cases, a high-assurance EID will be required to access online services (item #1 under "My First Day").
  
  
• Links labeled as "[PDF]" will download/open a Portable Document Format (PDF) version of the paper form, which can then be printed, completed, and returned to your department contact. Department contacts will gladly print any of the needed forms for you and/or assist you with completing the forms if necessary.
  
  NOTE: Adobe Acrobat Reader is required to access PDF files. The free reader is available for download from the Adobe Web site.
  
  
• All other links open a regular Web page that contains more information.
  
  
• For help with filling out any of the forms, contact the Human Resource Service Center at 512-471-HRSC (4772). For comments about this checklist and/or suggestions for improvement, please send e-mail to Robin Jarman, Human Resource Services.
  
  
• Many new employee actions require an active appointment, which is initiated by your department; other actions may require written requests, which are also prepared by your department.
   

My First Day

NOTE: Items marked with "*" can be verified for completeness on my Personal Information Status page [UT EID required].

1. ID Card/EID
   • Get my ID card and high-assurance EID at the ID Center [in person].
     
     NOTE: This is a very important step! A high-assurance EID is required to access most online services.
      
2. Paycheck Profile *
   • Complete My Paycheck Profile [online] (PO-8, W-4, paycheck distribution, etc.).
      
3. Employment Eligibility Verification *
   • Complete and return to my department Section 1 of an Employment Eligibility Verification Form (I-9 Form) [PDF; 178K].
   • Review the updated lists of acceptable identification and work eligibility documents.
     
     NOTE: Identification and work eligibility documents must be provided to my department by my third work day.
      
4. SSN Acknowledgment *
   • Sign the SSN Acknowledgment [online] or on paper [PDF; 35K] for those employees without computer access. I must sign this acknowledgement every two years.
      
5. SSN Training *
   • If my position may cause me to view social security numbers, complete the SSN Training [online] found in my Compliance Training Profile [online] in addition to signing the SSN Acknowledgment. I must take this training every two years.
      
6. Ethics Statement *
   • Acknowledge the Ethics Statement in English [online] or in Spanish [PDF; 24K (return completed Spanish form to department)].
      
7. Selective Service *
   • If I am a male, fill out and return to my department a Selective Service Eligibility and Verification Form [PDF; 33K].
   • If I am a male between 18 and 25 years of age, also provide my verification:
     • Print a copy of my verification [online].
     • Oops, I haven't registered yet! [register online].
        
8. Motor Vehicle Record Check and Driver Training
   • If I will be driving a university vehicle, see the UTDRIVERS Web site for information on required driver's training.
      
9. Conflicts of Interest Policy
   • Read both the policy and the statute of law concerning conflicts of interest within three business days.
   • Individual Conflicts of Interest Policy (pdf)
   • Subchapter C: Standards of Conduct and Conflict of Interest Provisions (pdf)
     
   NOTE: Subchapter C, § 572.051.(c)(2)(A) specifies, "Each state agency shall distribute a copy of the ethics policy and this subchapter to each new employee not later than the third business day after the date the person begins employment with the agency."

My First Week

NOTE: Items marked with "*" can be verified for completeness on my Personal Information Status page [UT EID required].

1. Employee Information *
   • Complete my employee biographical information [online].
   • Complete my Veteran Status [online].
      
2. New Employee Orientation
   • If I am benefits eligible, register for New Employee Orientation [online] to learn about UT and the various insurance and retirement forms.
     
     NOTE: I must make my insurance selections and return my completed forms to Benefits Services within my first 31 calendar days of employment or I will default into the Basic Coverage Package (full-time employees only; part-time employees will forfeit insurance coverage if the forms are not submitted).
      
3. Compliance Training *
   • Begin my Compliance Training [online].
     
     • The Sexual Harassment and Equal Employment Opportunity modules are mandated by the state.
     • The remaining modules are required by UT Austin.
     • For alternate methods of taking the training, call the Compliance Training Coordinator at 232-7842.
        
4. Employee Compliance Guide
   • Read the Employee Compliance Guide.
   • Print and return the signed Acknowledgment Form to my department. The form is located on page 21 of the guide.
      
5. Supervisor Meeting
   • Talk with my Supervisor about my position description, performance expectations, probationary period, and performance evaluation.
      
6. E-mail Account
   • Sign up for my free employee e-mail [online].
     
     NOTE: An active appointment [online] and a completed My Paycheck Profile [online] are required to activate an e-mail account.
      
7. Keys
   • Pick up my key(s) [in person]. Remember to take my key request form, filled out by my department.
      
8. Parking Permit
   • Get my parking permit in person, or online at http://www.utexas.edu/parking/ . Remember to take my form filled out by my department, or check out alternate transportation options.
      
9. Prior State Service
   • For information see Prior State Service Web page
   • If I have prior service at:
     
     • another Texas state university/agency
     • a non-Define UT Component
       
       I must complete the Transfer of State Service, Leave Balances or Benefit Replacement Pay Form [PDF; 29K] and send it to the prior state employer.*
       

       *Special Note - Employees who worked for the following agencies should contact Employee Records, 512-471-5127, for handling of the transfer of their service record: Health and Human Services Commission, Department of Aging and Disability Services, Department of State Health Services, MHMR State Hospitals and Centers, Department of Assistive and Rehabilitative Services and Department of Family and Protective Services.
        

10. Timesheets *
    • Choose the appropriate reporting group in the Timesheet System [online], if necessary.
       

My First Month

NOTE: Items marked with "*" can be verified for completeness on my Personal Information Status page [UT EID required].

1. Insurance Forms
   • If I am benefits eligible, return my completed insurance and retirement forms to Benefit Services.
     
     NOTE: If I do not return the forms within my first 31 calendar days, I will default into the Basic Coverage Package (full-time employees), or I will forfeit my insurance coverage (part-time employees).
      
2. Compliance Training *
   • Complete my Compliance Training [online].
      

Other Helpful Links

• Campus Maps
   
• Faculty and Staff Directory
   
• Staff Benefits
   
• UT Austin Facts
   
• UT Core Purpose and Values
   

Feedback

Please e-mail comments/suggestions about this checklist to Robin Jarman, Human Resource Services.