Once you decide who is most qualified candidate for the job, there are steps you need to take to get the applicant hired and settled into the workplace. The following instructions explain what you or your department Human Resources (HR) contact need to do to complete the hiring process.
We strongly recommend that your new employee's first day of employment begin at New Employee Welcome and Orientation. Conducted by Central HR, this orientation is a one-stop-shop that provides your new employees with a comprehensive introduction to employment and benefits at The University of Texas at Austin and provides them with the opportunity to complete many items on the New Employee Checklist. Register your new employee to begin their first day of employment at New Employee Orientation.
As you hire new employees, the department’s HR Partner will work through the Hire Staff process in Workday to initiate Setup Onboarding Dashboard. Onboarding begins at the end of the Hire Stage and ends at the beginning of Employment Stage within Workday.
Inform the new hire that they must bring original, acceptable documents to show identity and eligibility to work in the United States. The new hire must meet with an HR contact or delegate in your department to complete an electronic I-9 and E-Verify. The employee must complete Section 1 of the electronic I-9 on or before the first day of work. See I-9 Resources for more information.
1. What to Do as Soon as You Decide Whom to Hire
- Write an offer letter to make an offer of employment. Confirm in Workday that this was done with the To Do step that is sent to the Recruiter’s inbox.
- Have an HR contact or delegate for your department create a background check request in the online Background Check Administration (BCA) system and notify the applicant to authorize the check electronically. A To Do step is sent to the Recruiter’s Workday inbox to confirm that the background check has been initiated.
- Instruct your new employee to provide you with their EID, and if they don’t have one, direct them to the UT EID Self Service Tool. The Recruiter will receive a To Do in their Workday inbox to match the EID that your new hire has provided with the EID Matcher tool.
The HR Partner will provide the following information in Workday.
- Welcome Message from Manager
- People to Meet
- Helpful Contacts
The new employee will receive a number of Workday inbox tasks that they must complete before their first day.
- Enter Personal Information
- Complete Form I-9
- Review Documents
- Veteran Status Identification
- Disability Self-Identification
- Benefits Questionnaire
- Active Military Questionnaire
Then, on their first day of work, they will log in to Workday and complete the following inbox tasks:
- Payment Elections
- Benefits Elections
- Federal Withholdings (W4)
- Emergency Contacts
- Professional Profile
- Worker Additional Data
If the applicant you want to hire is disabled and self-discloses any accommodations they will need, work with Strategic Workforce Solutions and Center for Equity and Inclusion to ensure that the accommodations are reasonable and can be met by the university.
2. What to Do Before the Employee Begins Work
- If your new employee is eligible for benefits, have them attend New Employee Welcome and Orientation on their first day of work. Orientation is offered every week on Monday (except holidays).
- Request your new employee register for New Employee Orientation through UTLearn (EID required).
- If the employee will need mainframe access, contact your departmental DEFINE authorization manager to create a *DPUSER logon.
- Request authorizations for all applicable mainframe applications and Web systems.
- Request that the *DEFINE office manager place the new employee on any necessary desks and views.
- Become familiar with the Managing the Probationary Period Guide (DOC)
- Create an employee personnel file for the new hire. See Manager Desk File for more information.
3. What to Do On the Employee's First Day of Work
- Check with your employee to ensure they have logged into Workday and completed their onboarding tasks.
- Remember to keep all of your notes and materials from the entire recruiting effort for three years, and refer to the Records and Information Management Services website for information about records retention.
How to Write an Offer Letter
Use one of the following Microsoft Word templates to help you write an offer letter:
- Outside applicant offer letter template for classified employees (DOC)
- Outside applicant offer letter template for code 1000 / Administrative and Professional employees (DOC)
- Outside applicant temporary offer letter template for classified temporary employees (DOC)
- Graduate Student Employee offer letter template
- Non-Exempt Student Employee offer letter template
How to Handle Phone Calls from Applicants You Do not Hire
If you get a call from an applicant who you did not hire and they would like feedback as to why they were not hired, share with them the recruiting process that was taken for the particular job. Refer to the recruiting summary. For example, “We had about 70 applicants for this position. Having reviewed all of the resumes, we found 15 met the basic requirements of the job. Based on the materials submitted from the applicants, we selected 5 to interview and then 2 candidates continued in the process for final selection.”
*Requires UT EID