Onboarding Checklist - New Employees - All New Employees - First Day

All new Division of Extension employees must complete a set tasks on their first day of employment. This onboarding checklist is designed to complement information that is sent to all new hires by the Administrative Services Unit (ASU). If new employees have any questions regarding the tasks below, they should work with their supervisor.

Below you can find two types of 1st Day Tasks:

Required Tasks - These tasks must be completed on the first day of employment. These are fundamental tasks that all new employees need to complete to get started at the Division of Extension and UW-Madison. Supervisors will work with and verify that new employees have completed all required tasks.
Recommended Tasks - It is recommended that new employees complete these tasks on their first day. Recommended tasks will generally be informational and may be applicable to later required tasks. These will not be verified by supervisors.

Please work through this list in order. Access information by clicking each panel. If you have any questions please contact hr@extenison.wisc.edu.

Remember - If you have not already worked through the Pre-Arrival Tasks, work through them on your first day!

Onboarding Checklist - New Employees - All New Employees - Pre-Arrival

Required Tasks

1) Complete I-9 with Trained GIS Employee

Applicable To

All new employees

Instructions

New employees receive a link and instructions for completing an electronic I-9 from their Payroll & Benefits Coordinator before the first day of their employment.
- Employees returning to a job within 3 years of completing an I-9 may not have to complete a new I-9.
If you have not already, you must complete Section 1 of the electronic I-9 form on your first day of employment.
You must complete Section 1 of the I-9 form before working.
Present the original documents (I-9 Documentation - Last A or List B and C) and complete Section 2 of the I-9 form with a trained GIS employee.
- The name and email of this employee in your business location will be included in an email to you from your Payroll & Benefits Coordinator.
- If this employee will not be able to complete the I-9 within 3 business days due to work schedule/location, you will need to make alternate arrangements to complete an I-9. You may be required to drive to see a GIS User near your work location to complete the I-9 to be in compliance with federal I-9 policy.
You must complete Section 2 of the I-9 form by your third day of employment.

Get Help

If you have any questions about this, email your Payroll & Benefits Coordinator directly or contact asu.payrollbenefits@ohr.wisc.edu.

2) Turn in Pre-Arrival (W-4) Forms

Applicable To

All new employees

Instructions

Bring the completed W-4 forms with you when you complete your I-9 with the trained GIS employee.
These forms will need to either be:
- Faxed to (608) 890-0900 with a cover letter; or
- Mailed to Administrative Services Unit, 21 N Park Street, Suite 5270, Madison, WI 53715

Get Help

If you have any questions about this, email your Payroll & Benefits Coordinator directly or contact asu.payrollbenefits@ohr.wisc.edu.

3) Turn in Direct Deposit Forms (Paper Forms Only)

Applicable To

All new employees (if they have not already completed the instructions to submit electronically in pre-arrival tasks).

Background

Division of Extension employees who work outside of Madison should submit their direct deposit information using the Payroll Information module in MyUW.
If the employee would like to submit direct deposit via a paper form, they can follow these instructions.

Instructions

Submit the direct deposit form in person to the Office of Human Resources at 21 N Park Street, Suite 5101, Madison, WI.
You must present a valid photo ID when you submit the paper form.
For the authoritative source of direct deposit information, please review Human Resources - Direct Deposit.

Get Help

If you have any questions about this, email your Payroll & Benefits Coordinator directly or contact asu.payrollbenefits@ohr.wisc.edu.

4) Complete Driver Authorization

Applicable To

All new employees (regardless of whether or not they have a previous Vehicle Use Agreement)

Instructions

Risk Management - Driver Authorization - Become an Authorized Driver

Review this article and follow the instructions to complete your driver authorization submission.
Following a successful review you will receive a confirmation email regarding your authorization to drive.

Get Help

If you have any questions, please contact hr@extension.wic.edu.
If they are unable to assist, please email driverauth@bussvc.wisc.edu

5) Activate Firstname.Lastname Email Address and Set as Primary

Applicable To

All new employees

Background

The Division of Extension requires that all employees activate their firstname.lastname@wisc.edu email address and set it as their primary email address.
Using firstname.lastname@wisc.edu makes everyone’s email address more consistent, professional, and readable.

Prerequisites

Follow these steps to change your preferred name: DoIT - O365 - How to Change Your Preferred Name

Instructions

Follow the instructions in this article: O365 - Extension Email Address Format

Get Help

If you run into any issues, contact the DoIT Help Desk.

6) Log into Extension Staff Directory

Applicable To

All new employees

Instructions

Get Help

If you are unable to log in, please contact hr@extension.wisc.edu.

7) Meet with Supervisor

Applicable To

All new employees

Background

Your first day meeting with your supervisor should be on your first-day schedule.

Instructions

Your first day meeting with your supervisor may include (but is not limited to) the following:

Overview of UW-Madison and Division of Extension, including, but not limited to:
Complete electronic I-9 and submit W-4 paperwork
- If your supervisor is not a trained GIS employee you may have to complete your I-9 requirements at a different meeting with a trained employee that will be coordinated by UW-Madison Payroll & Benefits and your supervisor.
Discuss work schedule and workspace procedures.
Review position description
Review questions regarding benefits
Tour workspace and begin developing relationships with new office colleagues.
Review calendar for existing calendar commitments.
Review the Division of Extension's Criteria for Success & Workplace Expectations

Get Help

Questions? Contact hr@extension.wisc.edu

8) Attend Extension New Employee Orientation

Applicable To

All new employees contracted with Extension for more than 1 calendar year.

Background

We are excited to have you joining our team! As you transition into your new role, Extension HR is here to help you navigate Extension and the UW system. Each month a New Employee Orientation Session will be hosted to welcome you to the team and introduce you to Extension foundational information and resources.

During this session you will learn more about Extension's mission, organizational structure, resources, and employee expectations. Additional sessions and training's will be outlined in communications sent to you be the Recruitment and Onboarding specialist.

Instructions

1) An Orientation email will be sent to your personal and UW email, providing session information and instructions.

Orientation sessions are hosted once a month, typically the first Monday of the month. In an effort to provide you with this vital information as soon as possible, communications will be sent to you either prior to your first day or within your first month of employment, depending on your start date.

2) Review the New Employee Onboarding Portal for information on the provided onboarding sessions that you will be attending.

Get Help

Questions? Contact the Recruitment and Onboarding Specialist at michele.curran@wisc.edu

Recommended Tasks

Review How to Print & Store Backup Passcodes (MFA-Duo)

Applicable To

All new employees

Background

It is recommended that all new employees generate backup passcodes for use in cases where they may not have access to their MFA device (e.g. forgotten smartphone, secured locations, etc.).

Instructions

Review Generate Backup Passcodes under New Employee Info.
Complete the steps in the linked article to generate backup passcodes.

Get Help

If you run into any issues, contact the DoIT Help Desk.

Review Leave Benefits

Applicable To

All new employees

Background

Payroll and Benefits Coordinators send new employees their leave benefits in a Payroll Requirements & Information email.

Instructions

Review your leave benefits.
For more information on leave, please visit Human Resources - Benefits - Time Off.

Get Help

If you have any questions about this, email your Payroll & Benefits Coordinator directly or contact asu.payrollbenefits@ohr.wisc.edu.

Review How to Report Leave

Applicable To

All new employees

Background

Payroll and Benefits Coordinators send new employees instructions for reporting leave in a Payroll Requirements & Information email.

Instructions

Review the attachment you received with instructions for how to report leave.
Log in to MyUW with your UW-Madison NetID and password to view the time and absence reporting tools.

Get Help

If you have any questions about this, email your Payroll & Benefits Coordinator directly or contact asu.payrollbenefits@ohr.wisc.edu.

Review Payroll Schedule

Applicable To

All new employees

Background

Payroll and Benefits Coordinators send new employees a pay schedule attachment in a Payroll Requirements & Information email.

Instructions

Review the attachment you received.
For more information, visit Human Resources - Pay Schedules.

Get Help

If you have any questions about this, email your Payroll & Benefits Coordinator directly or contact asu.payrollbenefits@ohr.wisc.edu.

Review The Structure of Your Earnings Statement

Applicable To

All new employees

Instructions

Review the structure of your earnings statement on Explore Your Earnings Statement.

Get Help

If you have any questions about this, email your Payroll & Benefits Coordinator directly or contact asu.payrollbenefits@ohr.wisc.edu.

Review Tax Resources

Applicable To

All new employees

Instructions

For information on tax resources, visit Human Resources - Pay - Tax Resources.

Get Help

If you have any questions about this, email your Payroll & Benefits Coordinator directly or contact asu.payrollbenefits@ohr.wisc.edu.

Register for UW-Madison New Employee Orientation

Applicable To

All new employees

Background

The UW-Madison New Employee Orientation is a great opportunity to learn more about the large campus and how the Division of Extension fits in. It is offered virtually which makes it ideal for Extension.