Student employee onboarding

• Start a Direct Hire in Workday
• Make sure to include accurate employment dates (the first date the student will report to work, including training).
  • IMPORTANT: Please note that student employment positions cannot exceed the current academic year.
• The Hire or Add Job process must be completed at least 7 days, but no more than 30 days, before the employee's start date. This timeframe is required to provide the new employee with sufficient time to complete all required onboarding tasks and employment documentation.
• Both the Form W-4 and Direct Deposit (Payment Elections) can be completed in Workday. Please encourage students to complete all assigned Workday tasks, including their Payment Elections, on or before their first day of employment to help ensure timely and accurate payroll processing.
• Additional Resources

• Managing Onboarding Status for New Hires
• Supervisors can log into Workday to review the status of their student employee(s). They can find this information through the onboarding summary. This will show what tasks are completed, in progress or not started.

All student employee onboarding will be completed through Workday. It is the responsibility of the supervisor to ensure all onboarding items are completed prior to the student starting work. Student employees should carefully monitor their emails for instructions on the requirements to fully complete their onboarding.

While UWL uses an onboarding system that allows employees to easily complete most of their new hire paperwork online. Employees will still be responsible for providing I-9 identity verification documents to the HR office. Onboarding and the I-9 verification should be completed prior to the employees' first day of employment.

Congratulations on your new role! UWL utilizes a platform called Workday. This is where you will complete onboarding tasks, manage your hours, and enter personal information. Your onboarding tasks will be sent in 2 waves.

1. Log into Workday. Please login using your UWL credentials.
2. Upon entering Workday, you will see a dashboard entitled “Awaiting your Action”. Within this dashboard are your “tasks”. You will be asked to enter your home contact and personal information. Please enter this information to initiate Wave 2.

**Once you have confirmation of hire, please check your email daily. If you are in a role that is identified as a Position of Trust, P.O.T., you will be asked to complete a Criminal Background Check, CBC, via HireRight. To complete the CBC, you will receive two emails. The first email will be from a HR representative letting you know that you will receive a link to complete a CBC. The second email is a link from HireRight asking you to complete the CBC. The link will expire after 5 days. HR will send the link two times. If in a Position of Trust, timely completion of the CBC request and the satisfactory result is required before you are able to start work. Any delay in completing this request may impact your start date and/or result in termination.**

1. Log into Workday. Please login using your UWL credentials.
2. Upon entering Workday, you will see a dashboard entitled “Awaiting your Action”. Within this dashboard are your “tasks”.
3. The first task you will need to complete is an I-9 task. To successfully complete the I-9 task. For more information on how to complete your I-9 visit this HR webpage.
   • HR is unable to complete Step 2 until the employee has completed step 1.
4. After you have shown your documentation to HR, you must complete your direct deposit, tax documentation, and other demographic information. Check out the resources below for more information.

• Complete Federal Tax Withholding Elections
• Complete State and Local Tax Withholding Elections
• Set Up Payment Elections (Direct Deposit)
  
  • Failure to set up your payment elections (direct deposit) shortly after the time of hire will result in your paycheck being sent via a bank card to the address provided upon hire.
• Adding and Changing Emergency Contacts in Workday
• Home Contact Change
• Preferred Name Change