New Employee Onboarding Information

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.

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.

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 will 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.

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)

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 Rep in-person. The list of acceptable documents can be found here.

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 the department or school has entered the employee data into the appointment system, and within 14 days of your start date. The Wiscard Office recommends that a new employee call 608-262-3258, prior to going to the Wiscard Office, to verify your information appears in the system. The WisCard Office is located in Room 149 at the 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.

As a new employee, you may be eligible to participate in various benefit plans. Most plans require enrollment within 30 days of your start date. 

If you are a new UW–Madison employee and were not previously covered under the WRS service, enroll through the Self Service Online Enrollment.

Please attend a Benefits 101 Session within your first 30 days of employment.  You will need your NetID to register online.

For employees not covered by the Wisconsin Retirement System (e.g., graduate assistants, post-degree trainees, fellows, scholars, and short-term academic staff), you may view a recording of the new employee benefits seminar or the presentation slides.

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.

Direct Deposit Authorization can be entered and updated using the Payroll Information module in MyUW. Detailed instructions can be found here.

Tax Withholding Information (W-4) can also be entered and updated using the Payroll Information module in MyUW. Once you submit your tax withholding forms, we encourage you to monitor your Earnings Statement to verify your tax withholdings are accurate. Detailed instructions can be found here.

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

The following training courses must be completed within five days of your start date. Please note, you will need an active NetID prior to registering and completing these courses.

• Health Insurance Portability and Accountability Act (HIPAA)
  • All individuals who work at the Waisman Center are required to complete the HIPAA training within five days of their start date and annually thereafter. All employees will automatically be enrolled into our HIPAA training overnight upon association with the Waisman Center. To access the training course directly in Canvas, please click here. The course is estimated to take you approximately 20 – 25 minutes.
• 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 login using your NetID and password.
• Cyber Security
  • This course is required for all employees, including undergraduate and graduate student employees, as well as 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.

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.

Welcome to the Waisman Center and University of Wisconsin – Madison! 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.