New Student Employee Checklist

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

**Need assistance with onboarding tasks, viewing paychecks or learning how to enter time in Workday? Visit Workday Student Resources

Onboarding Tasks that can be completed before first day of work: Why is it important?
  • Complete Form I-9

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

  • Edit Government IDs

Task in which you enter your Social Security Number (SSN) or other government-issued identification into Workday, UT’s HR system.

  • For re-hired students, this step may not trigger
  • Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits
  • Enter Personal Information
Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits
  • Benefits Questionnaire
Benefits-Eligible Graduate Academic Students must complete this step in order to activate insurance benefits
  • Active Military Questionnaire
As an employer, UT Austin collects this information as required by state and/or federal law
  • Self- Identification of a Disability
As an employer, UT Austin collects this information as required by state and/or federal law
  • Self-Identification of Veteran Status
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?
  • To Do: Worker Additional Data

The Direct Deposit Declaration is one part of this task.

  • If you intend to receive paychecks electronically, this step must be completed before the Manage Payment Elections Step
  • Change Emergency Contact
Important information to have available in the case of an emergency situation
  • Manage Payment Elections

This step must be completed before you can be paid for the work completed.

  • For hourly-paid jobs, you must complete timesheets regularly to be paid
  • Payday information can be found on the Payroll Services website 
  • Complete Federal Withholding Election (W-4)
Per federal Internal Revenue Service (IRS) law, this must be completed for federal tax purposes
  • Review Documents
You’ll acknowledge forms related to Worker’s Compensation eligibility and federal Affordable Care Act (ACA) insurance eligibility
  • Check out your Onboarding Dashboard to update your Professional Profile and access UT Learn to complete compliance modules

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.

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 Edit Government IDs, Enter Personal Information, and the Benefits Questionnaire tasks before being auto-enrolled in the university’s basic subscriber-only employee insurance coverage.