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.
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.
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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
Instructions
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6) Submit Bio (and optional photo) to Staff Directory
Applicable To
All new employees
Instructions
- If you are unsure who your Data Manager is, please ask your supervisor.
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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
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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
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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
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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.
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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
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Review The Structure of Your Earnings Statement
Applicable To
All new employees
Instructions
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Review Tax Resources
Applicable To
All new employees
Instructions
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Onboarding Checklist - New Employees - All New Employees - First Day