New Employee Onboarding Information

Employment may be conditional pending the results of a criminal background check (CBC).

The University uses HireRight to conduct background checks. You will receive an automated email from noreply@hireright.com with more information. Please note, the email may end up in your spam or junk folder.

If your new position is identified as a Position of Trust (POT), your start date may be revised as individuals cannot begin employment in a POT without a completed background check. Your Waisman HR Representative will notify you if there are any changes to your start date.

Waisman Early Childhood Program (WECP) employees only:
In addition to the criminal background check conducted through HireRight, you will also be required to complete a caregiver background check through the State of Wisconsin Department of Children and Families. Please note, both the UW-Madison CBC and caregiver background check must be cleared prior to your start date. More information will be provided to you by WECP Administration.

You are required to review and formally acknowledge your employment agreement in Workday.

To complete this step, locate the automated email from Workday (sent from wisconsin@myworkday.com) and click the blue hyperlink. This will open your Workday account, where you can review your employment agreement along with any applicable attachments.

A NetID is your username which allows access to University IT systems and services, such as Office 365 email and calendar, Workday, MyUW, etc. Your NetID is randomly generated from University records and typically includes some combination of your first, middle, and last name.

Activating NetID:
If you’re new to the UW-Madison campus community, you’ll need to activate your NetID using the activation key provided to you by your Waisman HR Representative.

Modifying NetID:
If you already have a NetID from previous employment or as a student, you may need to modify your NetID to ensure you have access to all appropriate systems and services. Please refer to the NetID modification instructions provided to you by your Waisman HR Representative.

Multi-Factor Authentication (MFA) provides an extra layer of security to your NetID login through a verification process provided by Duo Security. You will be required to use MFA-Duo on your first day to access online systems and services. Instructions for setting up MFA Duo can be found here.

It is highly recommended that you setup MFA Duo before attempting to login to any online systems or services (e.g., Workday).

Workday is UW-Madison’s HR and payroll system; many important onboarding tasks will be completed within Workday. Use your NetID to log in at https://MyWorkday.wisconsin.edu.

Workday tasks will be emailed to you, but from the homepage, you can also click “My Tasks” in the upper-right (a mailbox icon) to review outstanding tasks.

Onboarding tasks include:

Personal and Contact Information

Enter required information such as home and mailing address, email, date of birth, and citizenship status. This information is confidential and used for things like mailing tax documents, ensuring correct tax withholding, and verifying identity.

Section I of Form I-9

In compliance with the Immigration Reform and Control Act of 1986, Workday will prompt you to complete Section I of the Form I-9, which verifies your identity and eligibility to work in the United States. Requirements may vary based on prior UW Madison employment or your citizenship/immigration status.

Elect Tax Withholdings

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

• • Foreign national employees being paid or receiving funds through UW Madison payroll must create and maintain a Glacier record for payroll and taxation purposes. Contact glacier@ohr.wisc.edu if you have questions.

Please note, Human Resources is not authorized to provide tax advice to employees; they can only help you access and submit the form.

Setup Your Direct Deposit

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 enter multiple accounts, for example a checking and savings account, to automatically split your paycheck each pay period. Manage payment elections by entering your direct deposit account information. Instructions can be found here.

As a UW-Madison employee, you are eligible for a WisCard, which is your UW-Madison photo ID.

The WisCard Office can process requests only after your employment data is entered into Workday, and within 14 days of your start date. The WisCard Office recommends that new employees call prior to going to the WisCard Office to verify that their information appears in the system. The WisCard Office is located in Room 149 at Union South: 1308 West Dayton Street, Madison, WI 53715, and can be reached at 608-262-3258.

Employees who need a new or replacement card must present a valid form of ID such as a passport or U.S. driver’s license. Please note, if you already have a non-expired WisCard, you are not required to request a new one.

More information can be found here.

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. Lots 82, 76, 60 and 131 are closest to the Waisman Center.

Please note, no individual is authorized to park in Lot 82 (or any other restricted lot) without a parking permit between the hours of 7:00am and 4:30pm Monday through Friday. Parking is free in Lot 82 between the hours of 4:30pm and 7:00am Monday through Friday and all-day Saturday and Sunday.

If you have specific questions about commuting and parking, you may also contact our parking coordinator, Spencer Eckerty, at seckerty@wisc.edu.

Attend a new employee orientation with your Waisman HR Representative.

This will include completion of the I-9 Form Section II, as required by federal law. You are required to bring  original, physical documentation to this meeting. If you cannot make your scheduled appointment, contact your Waisman HR Representative immediately.

Acceptable I-9 documents can be found HERE.

All new employees must enroll in benefits within 30 days of their start date. Late applications will not be accepted. If you do not enroll during your new employee enrollment opportunity, you will not be able to enroll outside of either a qualifying life event or the annual open enrollment period.

Academic Staff and University Staff

UW-Madison offers many different benefit options. Sometimes it can be difficult to choose the program(s) right for you. UW-Madison Benefits Services are here to help by enabling you to better understand and utilize the benefit programs available to you. UW-Madison Benefits Services offer a variety of programs that will help you understand your available benefit options and the enrollment deadlines associated with the plan. Register to attend a Benefits 101 Session here.

For more information and resources regarding your benefits options, please see the benefits summary here (academic staff) or here (university staff).

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

For more information and resources regarding your benefits options, please see the benefits summary here.

You may also view a recording of the new employee benefits seminar or the presentation slides.

For step-by-step enrollment instructions, please see here.

Health Insurance Portability and Accountability Act (HIPAA)

All Waisman Center employees and affiliates are required to complete Health Insurance Portability and Accountability Act (HIPAA) training within 5 days of start date and annually thereafter. 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 may complete the training by clicking here or navigating to the training within Canvas.

If you previously completed this year’s training, for example as a part of another on-campus appointment, you are not required to re-take this course.

Preventing Sexual Harassment and Sexual Violence

This course is required for all UW-Madison faculty, academic staff, university staff and limited appointees. Training will be assigned to you in Workday and is required upon hire and every four years thereafter.

Please note: Student Assistants (e.g., RAs and PAs) and Student Hourlies (e.g., UW-Madison undergraduates) are not required to complete this training. Your Academic Program, however, will likely have assigned a similar training in the past.

Cybersecurity

This course is required for all employees, including undergraduate and graduate student employees, retirees, and unpaid affiliates who access UW-Madison Information Technology resources (e.g., use a NetID). This training must be completed within 30 days of your start date and annually thereafter; training will be assigned to you for completion in Workday.

To ensure compliance with the Bayh-Dole Act, the University of Wisconsin–Madison requires its employees and graduate students to sign an agreement to comply with the requirements of the Act.

To access the form and sign the agreement, visit: go.wisc.edu/bayhdole.

While this session is optional for new employees, we highly recommend attending this session if you are able.

During this session, you will have an opportunity to:

• Connect with colleagues from across the institution
• Learn about the history and structure of UW-Madison
• Explore who makes up the campus community
• Get an introduction to available tools and resources
• Have fun along the way!

Please click here to register.

Enroll in benefits. New employees have 30 calendar days after their date of hire to enroll. Please note, late enrollment is not accepted.

Please contact your primary Waisman HR Representative with any questions.