Welcome to employment at The University of Texas at Austin! Review this step-by-step checklist upon starting your new job to assist you in completing all required onboarding tasks.
On or Before Your First Day
- ID Card and EID – if you don’t have a UT ID Card or lost it, go to the University's ID Center, located on the first floor of the Flawn Academic Center (FAC).
- Criminal Background Check Request – You will receive this request via e-mail. It authorizes the University to conduct a background check and must be completed as soon as possible. If you have not received the email or completed the background check request, contact your hiring department.
If you are an international student employee, review this reference checklist.
Employee Onboarding Tasks in your Workday Inbox
Onboarding is launched after your department has finalized your work assignment in Workday. You will receive an introductory e-mail from Workday when this occurs. The e-mail will prompt you to log-in to Workday and complete onboarding tasks from your Workday Inbox.
Access to Workday requires two-factor authentication through DUO. Learn more through IT Services
Hourly-paid student workers are required to enter and submit time before being paid for completed work. Resources for hourly employee time reports:
- Enter Time - Workday Process Overview
- Spanish Language: Ingreso de Horas - Workday Process Overview
- My Time and Absence App (Video with English captions)
- My Time and Absence App (Video with Spanish captions)
| Onboarding Tasks that can be completed before first day of work: | Why is it important? |
|---|---|
| Per federal law, as an employer, UT is required to verify your identity and employment authorization within your first 3 work days. You must provide original, unexpired documents that establish your identity and citizenship. Please see the I-9 List of Acceptable Documents |
| Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits |
| Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits |
| As an employer, UT Austin collects this information as required by state and/or federal law |
| As an employer, UT Austin collects this information as required by state and/or federal law |
| As an employer, UT Austin collects this information as required by state and/or federal law |
| Onboarding Tasks that can be completed on or after first day of work: | Why is it important? |
|---|---|
| The Direct Deposit Declaration is one part of this task.
|
| Important information to have available in the case of an emergency situation |
| This step must be completed before you can be paid for the work completed.
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| Per federal Internal Revenue Service (IRS) law, this must be completed for federal tax purposes |
| You’ll acknowledge forms related to Worker’s Compensation eligibility and federal Affordable Care Act (ACA) insurance eligibility |
| Training modules are an important part of an effective compliance and ethics program, which is required by state and federal law. Effective training enables all employees to conduct business in accordance with the law and maintain the highest ethical standards. |
| The University of Texas at Austin uses a third-party system, Glacier, to assist with noncitizens authorized to work tax compliance. These forms will help student employees determine their residency status and eligibility for tax exemption. More information can be found here. |
If you are assigned to work in a student academic position and you meet certain requirements, you may qualify for resident tuition rates even if you are a non-resident of Texas. If you’re eligible you must complete a Request for Resident Tuition Entitlement in order to reduce your tuition bill to the resident amount. You must complete this form every semester. Questions can be directed to Student Accounts Receivable at tuition@austin.utexas.edu
Graduate Academic Student Employees
Graduate Academic students with questions about the Tuition Reduction Benefit should contact the Graduate School
If you are a benefits-eligible graduate academic student, you must complete the Enter Personal Information and the Benefits Questionnaire tasks before being auto-enrolled in the university’s basic subscriber-only employee insurance coverage.
- More information about optional insurances, enrolling dependents and the initial insurance enrollment process can be found on the Insurance Enrollment section of this page.