New employees
A page within Human Resources
Welcome to the University of Wisconsin-La Crosse!
With your acceptance of our employment offer, you join a nationally recognized institution known for its academic excellence and commitment to sustainability. We hope you enjoy our dynamic workplace nestled between the Mississippi River and Bluffs. We’re proud to have you join a community that values innovation, collaboration, and a strong sense of purpose.
The start of a new job is exciting – but can also be stressful with many things for you to do. To help guide you through this process for your new position, please follow the timeline below.
Questions? If you have questions about your onboarding process, please reach out to your department administrator. You can also contact hrinfo@uwlax.edu for general inquiries.
Onboarding information
My tasks in Workday will show:
- A personalized message
- People to meet
- Helpful contacts
Every new employee must complete an I-9 within three days of their start date. If you need assistance, please refer to the I-9 completion webpage.
Benefits
- Benefits are now through ETF and Workday
- New employees will receive an email from the HR benefits specialist when they are able to make an account and choose benefits
- Learn more about benefits orientations
Before you start
Authorize background check
Your employment at UWL is contingent upon the successful completion of a background check, which will be conducted by HireRight, a third-party vendor contracted by UWL.
You will receive a separate email from HireRight with instructions to provide information and consent through their secure background check portal. Please log in to complete the required steps.
Note: Occasionally, emails from HireRight may be directed to your spam or junk folder. Be sure to check those folders if you do not see the email in your box.
I-9 – Complete Section 1
Per federal law, UW must verify the identity and work eligibility of its employees. You will complete Section 1 of your I-9 via your Workday. You must complete Section 1 on or before your start date. Instructions on completing your I-9 can be found at Completing Form I-9 in Workday.
Set up parking
UWL offers many commuter solutions to accommodate the needs of a busy campus.
If you plan on driving to campus, please read through the UWL Parking Services Website for more information on Purchasing a parking permit.
First week of employment
I-9 – Complete Section 2
Within the first three days of your employment, you will need to bring a combination of these, acceptable documents (must be originals, no copies or pictures are accepted) to the HR office in Graff Main hall with you to complete Section 2 of the I- 9.
Get your Eagle ID
The Eagle ID and Card Office is located on the first floor of the Student Union. Students, faculty, staff, or affiliates who need a new or replacement ID. Please keep in mind the information below when getting ready to obtain your Eagle ID.
Once you have received your UWL email account, please wait 48-72 hours before coming to the Card Office to get your new card.
Please bring your employee number and driver's license or state issued ID to 1131 Student Union to get a card.
The Card Office is open 7:45am to 4:30pm Monday- Friday.
Group 23, Grouped object More information on how to get your Eagle ID can be found on the University Centers website.
ITS, Net ID and Okta Verify
The NetID Login Service provides a simple way to protect web resources by providing a means for users to authenticate with their NetID. Your NetID will be emailed to your personal email once generated. You can find more information about your NetID on this page from ITS.
Okta Verify
The Okta Verify is a Multi-Factor Authentication (MFA) service provides secure access to all UW-La Crosse employees and students. Paired with the NetID login service, Okta Verify adds an extra layer of identity protection onto the NetID login. Users can verify their identity using the Okta app, or by using a passcode from a token or fob. Instructions for setting up Okta Verify can be found on this KB. If you have further questions regarding Technology please contact the Help Desk.
Log into Workday
Personalized employee information is available 24/7 Workday. After activating your NetID, you should login to Workday and update the below information.
Updating your Tax Withholding: The W-4 is designed to help employees accurately calculate their payroll tax withholding. Withholding is a very individual decision based on each person’s financial and personal situation. Each employee must make withholding decisions on their own or with the assistance of their individual tax consultant. UWL is not authorized to provide tax advice.
Direct Deposit: The University requests employees have a direct deposit set up in . Direct deposit of your paycheck into your financial institution means no lost or stolen paper checks and no special trip to your bank or credit union. Directions to set up Direct Deposit can be found in this Workday Job Aid. If a direct deposit is not set up UW System will send a U.S. Bank Pay Card to your home address and deposit your paycheck onto if you do not enter your own account information.
Managing Your Time Off: This Absence Management page will provide guidance on how to request and manage your time off, ensuring your records are accurate.
Enter Time Worked: Guidance on how to enter time worked in Workday depending on your employee classification, if working an hourly position please see this job aid for clocking time.•
(If applicable) Submit Flexible Work Arrangement
If your position allows, discuss with your supervisor the options for remote work flexibility. Once determinations have been made if remote work flexibility is appropriate for your position, you will need to complete a Flexible Work Arrangement in Workday.
First month of employment
Attend New Employee Orientation
Any new employee of UW–La Crosse is encouraged to take New Employee Orientation. You will receive an email and calendar invitation with information regarding the next NEO being hosted. If you have questions please reach out to hrinfo@uwlax.edu.
Enroll or Waive Benefits
As a new UWL employee you can enroll or waive benefits within your first 30 days of employment. You are encouraged to attend a UW Benefits Orientation session to make informed decisions regarding Benefits.
For more resources about benefits, please visit the HR benefits website. Some benefits, such as health insurance, have a limited eligibility period during which you can enroll.
Complete Required Trainings
The trainings listed below are required to be completed on a rolling basis for all employees. You can also find more information on the UWL Training page. The following will automatically be assigned in your Workday Self-Service Portal:
- Information Security Awareness- Annually
- Preventing Sexual Harassment & Violence- Every 3 years
- Mandated Reporter - Once (unless updated)
- FERPA (Family Educational Rights and Privacy Act)- every 3 years
Resources
Employee Disability Resources
The HR office, and benefits specialist serves as the campuswide hub for information on the disability accommodation process for employees.
If you wish to discuss an accommodation please reach out to the benefits and leave specialist and check out the information on this Accommodation page
