Topics Map > Employee Handbook > 1.3 Onboarding > 1.3.1 All New Employees
Topics Map > Operational Support Resources > 4.7 Human Resources > 4.7.2 Onboarding
Onboarding Checklist - New Employees - All New Employees - Pre-Arrival
All new Division of Extension employees can begin working on a set of pre-arrival tasks prior to their first day of employment. This onboarding checklist is designed to complement information that is sent to all new hires by the Office of Human Resources (OHR) at the Administrative Services Unit (ASU). If new employees have any questions regarding the tasks below, they should work with their supervisor or contact hr@extension.wisc.edu.
Below you can find two types of pre-arrival tasks:
- Required Tasks - These tasks must be completed prior to OR on your 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 prior to their first day. Recommended tasks will generally be informational and may be applicable to later required tasks. These will not be verified by supervisors.
If you have any questions please contact your supervisor prior to your first day or hr@extension.wisc.edu
Please work through this list in order (though we understand that once you have worked through the NetID and Duo MFA activation that the final order of operations may vary). Access information by clicking open each panel.
Required Tasks
1) Activate UW-Madison NetID
Applicable To
All new employees (who have not previously activated a UW-Madison NetID).
Background
- A NetID grants access to online systems and services at UW-Madison
- The NetID includes a unique username (assigned by the university) and a password (created by user).
- To activate a NetID, a user must enter their date of birth and an activation key.
- New employees will receive their NetID activation key in an email from asu.exthr@ohr.wisc.edu.
- If you have not received your NetID activation key, please email hr@extension.wisc.edu.
Instructions
Follow these instructions to activate your NetID:
NetID - Activating Your Account
Get Help
If you have not yet received your activation key, please contact hr@extension.wisc.edu or asu.exthr@ohr.wisc.edu
For assistance with activation, contact the DoIT Help Desk.
2) Set up Multi-Factor Authentication (MFA) - Duo
Applicable To
All new employees (Who have already activated their NetID).
Background
- Once a new employee has activated their UW-Madison NetID they need to enroll and register a device for multi-factor authentication (MFA).
- MFA adds an extra layer of security, combining the NetID and password with a smartphone, tablet, token/fob to verify an individual's identity.
- New employees are required to use MFA-Duo on their start date.
Instructions
Follow the instructions under "New Employee Information" (Steps 1-3) to complete enrollment and registration.
DoIT - MFA-Duo - Information for Extension Employees
Get Help
For assistance with completing enrollment and registration, contact the DoIT Help Desk.
3) Log in to MyUW (Employee Portal)
Log In
Applicable To
All new employees (Who have already activated their NetID).
Background
MyUW is a portal where employees can conduct university business and easily navigate university services, applications, and resources.
Instructions
- Go to MyUW.
- Log in with your UW-Madison NetID and password.
Get Help
For assistance with accessing the MyUW portal, contact the DoIT Help Desk.
Change Preferred Name
Applicable To
All new employees (Who have already activated their NetID).
Background
- The default email displayed in outlook for all new employees is in all-uppercase and will include the middle name or initial.
- Employees can change the format of the name to be proper case and can change the preferred name that appears.
- Completion of this step is necessary prior to activating and setting a firstname.lastname version of the email (which is required by the division).
Instructions
Follow the instructions under "How to Change Your Preferred Name" to change your preferred name to proper case, and if desired to remove the middle name or initial.
DoIT - O365 - How to Change Your Preferred Name
Get Help
For assistance with changing your preferred name, contact the DoIT Help Desk.
4) Complete Direct Deposit Authorization
Applicable To
All new employees
Background
- UW-Madison requires all employees to have direct deposit setup.
- New employees can enter direct deposit information using the Payroll Information module in MyUW.
- A Payroll and Benefits coordinator at the UW-Madison Administrative Services Unit (ASU) will send new employees information about setting up direct deposit.
Instructions
- Follow the detailed instructions under Submitting your Direct Deposit Information.
Get Help
If you need assistance, please email asu.payrollbenefits@ohr.wisc.edu.
5) Complete I-9 Section 1
Applicable To
All new employees
Background
- New employees who do not have an electronic Form I-9 on file with UW-Madison will receive an email from their Payroll and Benefits coordinator with a link to the electronic I-9 system, instructions to complete Section 1, and information regarding completing their I-9.
- There will be a link and login information to to complete the form with GIS (Compli-9).
- 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 received this information, please email asu.payrollbenefits@ohr.wisc.edu.
Instructions
- New employees must complete Section 1 on or before the first day of employment.
- New employees must present required acceptable documents in person to a trained GIS employee within three days of their employment start date (this will likely be your supervisor).
- These documents must be original and unexpired.
Get Help
If you need assistance, please email asu.payrollbenefits@ohr.wisc.edu.
6) Complete W-4 Forms
Applicable To
All new employees
Background
- A Payroll and Benefits coordinator at the UW-Madison Administrative Services Unit (ASU) will send new employees information regarding completing their federal and state W-4s.
- If you have not received this information, please email asu.payrollbenefits@ohr.wisc.edu.
Instructions
- New employees can enter W-4 information using the Payroll Information module in MyUW.
- A Paper W-4 Form can also be found under New Employees - Employee Tax Withholding.
- If you wish to utilize a paper form, if should be submitted when you complete I-9 verification with the trained GIS employee in your area.
Get Help
If you need assistance, please email asu.payrollbenefits@ohr.wisc.edu.
7)Prepare for First Day
Applicable To
All new employees
Instructions
- Gather all required documentation for your first day.
- Original acceptable documentation for I-9.
- Completed W-4 forms (state and federal).
- An electronic copy of your drafted biography.
- Review schedule for your first day
- Plan ahead for work location, travel time, and parking (if applicable)
- Check email for any meeting invites
Recommended Tasks
Sign up for Benefits 101 Seminar
If you are unsure which Benefits 101 Seminar to attend, please contact asu.payrollbenefits@ohr.wisc.edu.
Academic Staff, Faculty, Limited Appointees, University Staff
Background
- Sign up for this seminar within your first 30 days of employment using the link below.
- There is a 30-day enrollment period in which benefits elections are made. This seminar will provide new WRS employees at UW-Madison with benefit plan information to inform their decisions.
Instructions
- Head to UW-Madison Benefits Services - Benefits Education.
- Select an event date and time that works for you! (if you are not based on campus, you will need to select the WebEx version).
- Click "Login & Register".
- Login with your UW-Madison NetID and password.
- Click "Confirm Registration".
- Attend the event via Webex!
Get Help
If you need assistance, please email asu.payrollbenefits@ohr.wisc.edu.
Short-Term Academic Staff, Graduate Assistants, Employees-in-Training, Fellows & Scholars
- There is a 30-day enrollment period in which benefits elections are made.
- Employees not covered by the WRS have a separate benefits seminar.
Get Help
If you need assistance, please email asu.payrollbenefits@ohr.wisc.edu.
Review Employee Benefits Information
Academic Staff, Faculty, Limited Appointees, University Staff
- Employees who are unable to attend a Benefits 101 Seminar can find recordings on OHR's YouTube channel.
- Review UW-Madison New Employee Benefits Summary
- Review benefits with ALEX (Alex: Your Personalized Online Benefits Counselor).
- Review benefits enrollment information and forms
Short-Term Academic Staff, Graduate Assistants, Employees-in-Training, Fellows & Scholars
- Review information on Employees not covered by the WRS.
Review Affordable Care Act
The University of Wisconsin (UW) is required to provide all employees with a Notice of the availability of the Health Insurance Marketplace Coverage Options. The Notice is available on the University of Wisconsin System health benefits website at https://www.wisconsin.edu/ohrwd/download/aca(3)/notice.pdf.