New Employee Onboarding Information

Welcome to the Waisman Center at the University of Wisconsin-Madison!

The days before you begin a new job are exciting, but can also be stressful with many things for you to do. To help guide you through this process for your new job at the Waisman Center, please follow the timeline below.

For payroll and benefit purposes, please contact hr@waisman.wisc.edu

As Soon As Possible

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Criminal Background Check (CBC) Consent

Employment is conditional pending the results of a criminal background check (CBC). The University uses HireRight to conduct all 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, your start date may be revised as individuals cannot begin employment in a position of trust without a completed background check. Your Waisman HR Rep 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. Please note, both the UW-Madison CBC and caregiver background check must be cleared prior to the official start date. More information will be provided to you by WECP.

Activate or Modify UW NetID

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

Activating NetID:

You will need to activate your NetID using the activation key provided to you by your Waisman HR Rep.

Modifying NetID:

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

Set Up Multi-Factor Authentication (MFA)

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., MyUW).

Prior To Your Start Date

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Complete Section I of Your I-9 (Employment Eligibility Verification)

Employment is contingent upon verification of your identity and work authorization within three days of your start date as required by federal law. The I-9 process will also be completed through HireRight. You will receive a separate email containing a link to the electronic I-9 system and instructions to complete Section I. You must complete Section I of the I-9 on or before your first day of employment. 

Section II of the I-9 must be completed within three days of your start date. You will be required to present original documentation (photocopies will not be accepted) to your HR representative in-person. The list of acceptable documents can be found here.

Get Your Wiscard

As a UW-Madison employee, you are eligible for a Wiscard identification card.

The Wiscard Office can make a faculty/staff ID card only after HR has entered your employment data into the appointment system, and within 14 days of your start date. The Wiscard Office recommends that new employees call 608-262-3258 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.

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.

More information can be found here.

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. 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 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.

Within Your First Three Days

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Attend Orientation

Attend new employee orientation meeting with Waisman Center Human Resources representative.

Complete Section II of the I-9 form. You will be required to bring your physical work authorization documents. If you cannot make your scheduled appointment, contact HR immediately.

The list of acceptable documents can be found here.

Set Up Direct Deposit

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 can find instructions and additional information for setting up your direct deposit here. Employees should update direct deposit information using the Payroll Information module in MyUW.

If you must submit a paper form to your Waisman HR representative, you will be required to do so in person and must present a valid photo ID.

For payroll purposes, all UW-Madison employees are paid bi-weekly, every other Thursday. Payroll information for employees regarding pay schedules, benefit deduction schedule, and tax resources is available here.

Submit Tax Withholding Information (W4)

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

Update your Federal and/or State W-4 form. Employees should update tax withholding information using the Payroll Information module in MyUW.

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.

If you have any questions, please contact your onboarding HR representative. Please note, Human Resources is not authorized to provide tax advice to employees; they can only help you access and submit the form.

Review Benefits Options

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

Register and attend a Benefits 101 session.

Register For Benefits 101

For more information and resources about your benefits options, please see here.

BENEFITS SUMMARY

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

For more information and resources about your benefit options, please see here.

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

BENEFITS SUMMARY

If you are a new UW–Madison employee and were not previously covered under the WRS service, enroll through the Self Service Online Enrollment. If the ‘Enroll Now’ button does not appear in your MyUW; Benefits Information tile, you must complete digital forms by your 30 calendar day deadline, and submit them to Human Resources.

Within Your First Week

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Complete Required New Employee Training

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.

Preventing Sexual Harassment and Sexual Violence

This course is required for all UW-Madison faculty, academic staff, university staff and limited appointees. To complete the course, you will need to register here and log in using your NetID and password.

Cyber Security

This course is required for all employees, including undergraduate and graduate student employees, retirees, and unpaid affiliates who access UW-Madison Information Technology resources. This training must be completed within 30 days of your start date and annually thereafter. To register for training, click here.

Complete Intellectual Property (IP) Agreement

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 Bayh-Dole Act. If these and other requirements are not satisfied, a university may not have title (ownership) of the invention and associated patent rights.

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

Update Your Personal Information in MyUW

Please visit the Personal Information Widget in  your MyUW 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.

Within Your First Month

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Attend Campus New Employee Orientation (Optional)

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 or Waive Benefits

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 Human Resources representative with any questions.