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.
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
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
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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
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
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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
Get Help
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
6) Complete W-4 Forms
Applicable To
All new employees
Background
Instructions
- New employees should download and bring the completed W-4 forms with them to their first day of employment.
- They should submit these forms when they complete their I-9 with the trained GIS employee in their area.
Get Help
7) Draft Extension Directory Biography
Applicable To
All new employees
Background
- The Division of Extension has its own online staff directory. All Extension employees and integrated specialists are listed in the directory.
- The Division of Extension strongly encourages employees to have a biography and (optional) professional photo.
Instructions
- Draft the role, background, and education sections for your biography.
- You will submit this information to the staff directory in your first week of employment.
- Review guidelines for writing a biography here:
- Review guidelines for taking an (optional) professional photo:
Get Help
If you have any questions, contact hr@extension.wisc.edu.
8) Gather Documents to Bring on First Day
Applicable To
All new employees
Instructions
Gather all required documentation for your first day.
If you have any questions, contact
hr@extension.wisc.edu.
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
Short-Term Academic Staff, Graduate Assistants, Employees-in-Training, Fellows & Scholars
Review Employee Benefits Information
Academic Staff, Faculty, Limited Appointees, University Staff
Short-Term Academic Staff, Graduate Assistants, Employees-in-Training, Fellows & Scholars
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.
Onboarding Checklist - New Employees - All New Employees - Pre-Arrival