New Student Employee Checklist

Welcome to employment at The University of Texas at Austin! Please review this step-by-step checklist upon starting your new job to assist you in completing all required on-boarding tasks.  

If you’re a graduate academic student employee, please note the additional steps at the end of the checklist.

On or Before Your First Day

  • ID Card and EID – You probably already have an ID card and upgraded (high-assurance) UT Electronic Identification (EID), but if you don’t, go to the ID Center, located on the first floor of the Flawn Academic Center (FAC).
  • Introduce yourself to your department's HR representative. You need to make sure the department representative knows you’ve been hired in order for your employment to be processed correctly and for you to be paid on time.
  • Criminal Background Check Request – You should have received an email requesting electronic authorization to conduct a background check. If you have not received the email or completed the background check request, please contact your hiring department.

The following Onboarding tasks are awaiting action in your Workday Inbox and must be submitted:

  1. Employment Eligibility Verification (Complete Form I-9) — In this task, you must complete Section 1 of the I-9 form no later than your first work day. Section 1 of the I-9 relates to verification of employee information and attesting to citizenship or Immigration status. You will be required to present original documents from the List of Acceptable Documents to prove your identity and authorization to work in the United States. Information from your documents will be submitted to the federal E-Verify system for verification. Please contact your hiring department if you have not been told where to bring your documents.
  2. Payment Election Enrollment Event — In this task, you will elect your preferred payment method as well as provide bank account information, if applicable.
  3. Enter Personal Information — In this task, you will enter biographical information and home contact information.
  4. Complete Federal Withholding Elections
  5. Review Documents — In this task, you will be asked to read and acknowledge the following documents:
    • UT System Workers Compensation Insurance Health Notification
    • Outside Employment – If you are working for another employer, you must complete an outside employment form and gain proper approval. If you are an exempt employee, prior approvals need to be completed through the portal: Outside Activity Portal 5-2011 If you are unsure about your status under the Fair Labor Standards Act (FLSA) check one of your individual timesheets in Workday which will be labeled as “Exempt Time Entry” or “Non-Exempt Time Entry.”
    • Health Insurance Marketplace Notice - The Affordable Care Act (ACA) requires employers to provide this notice to all employees about the option to shop in the Marketplace (also known as the “exchange”). More information about ACA and UT Select is available on the OEB website.
    • Combined Ethics and Conflicts of Interest Policies — Read the university policy (including Related Information within the policy) concerning conflicts of interest and outside activities.  For additional information please visit the Provost Office's Conflict of Interest webpage.
    • Request for Transfer of Service – Please complete this form if you have prior state employment.
  6. HCM- Worker Additional Data - In this To-Do item, you will be asked to update these items in your Workday Personal Information worklet:
    • Selective Service Status —For more information, see the Selective Service Registration Frequently Asked Questions page.
    • Direct Deposit Declaration – You must complete the Direct Deposit Declaration in the Personal Information Worklet before you can set up Direct Deposit on the Payment Election Enrollment step
    • Campus Mail Code
    • Restricted Release Information
    • Nepotism
    • Former Foster Child status
  7. Disability Self- Identification
  8.  Veteran Status Identification
  9.  Active Military Questionnaire
  10.  Benefits Questionnaire 
  11.  HCM: UT Learn Compliance – This To Do item instructs you to complete any training and compliance modules in UT Learn, UT Austin’s employee training management system. 
  12.  HCM – Update Professional Profile – This To Do item instructs you to enter you education, professional certifications and credentials, and career interests on the Career Tab of your Worker Profile. 

Please see the Workday Student Resources webpage for additional information on how to complete Onboarding tasks. 

Your First Week

  1. Supervisor Meeting - Talk with your supervisor about your job responsibilities, performance expectations, scheduled weekly hours and typical work schedule.
  2. Compliance Training — Begin your compliance training. This training must be completed within your first 30 days of employment. For alternate methods of taking the training, call the compliance training coordinator at 512-232-7842.
  3. Acceptable Use Policy — Acknowledge the Information Resources Acceptable Use and Security Policy Agreement.
  4. Request for Resident Tuition Entitlement (in-state tuition) - 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.
  5. Nonresident Aliens - Please be sure you have completed your GLACIER record. You should have received your login instructions via the UT Secure Message System within two weeks of beginning employment. The forms generated from GLACIER and required immigration documents should be sent to Payroll Services.
  6. Driving Record - If you'll be driving a university vehicle, see the UTDRIVERS website for information on required driver's training.

Graduate Academic Student Employees

  1. New Employee Orientation - If you're a graduate student who is eligible for university insurance benefits, it's recommended that you register for and attend New Employee Orientation (login to UTLearn, search New Employee Welcome and Orientation) to learn more about UT Select medical insurance and the optional insurance benefits available to you.
  2. Insurance Elections - If you’re a graduate student who is eligible for university insurance benefits, you’re automatically enrolled in the basic insurance coverage on the first day you become eligible. You may also select certain optional benefits (e.g., coverage for dependents, dental insurance, vision insurance). Review the New Employee Benefits Enrollment Checklist for forms and details about how to complete the enrollment process.
    • You must make any optional insurance elections within the first 31 calendar days of your employment start date.
    • In order to receive your Benefits Enrollment email, benefits-eligible Graduate Academic Student employees must complete ALL Onboarding tasks. 
  3. Even if you’re eligible for the tuition reduction benefit, you must pay any balance on your tuition bill by the published deadlines. You may apply for a tuition loan to cover tuition payments. 
  4. If you’re an international student who is eligible for university insurance benefits, you may apply for a waiver of the required UT Austin student health insurance based on your academic assignment. Information on application deadlines is available from International Student and Scholar Services.