New Employee Checklist | Human Resources | BYU-Idaho

# New Employee Checklist

Workday Onboarding

You will receive a one-time login to Workday via email to complete the Workday onboarding process. All steps must be finished in one sitting. 

- Welcome to Onboarding
- Enter Personal Information
- Change Emergency Contact Information
- What to do next - Read instructions and then click "submit" to continue
- Review Documents - Read through each document to understand the implications and then select "I Agree"
- Complete Federal and State Withholding
- Conflict of Interest or Conflict of Time Commitment Declaration statement
- Enter Payment Elections
- Complete Form I-9 Section 1: Employee Information and Attestation
- Edit Government IDs
- Enter Contact Information

Human Resources Office

- Bring acceptable forms of identification to have Section 2 of the I-9 completed. Acceptable I-9 Identification
- Receive Parking Permit Authorization form to obtain your permit from Parking Services (additional information provided in next section)
- Full-time employees attend New Employee Orientation (typically on the Wednesday after your start date). 
 - Benefits Office - (208) 496-1711; benefits@byui.edu

On Your Own

- Create Username and Password for mybyui
- Complete Privacy Training: Log into mybyui, select the Employee tab, scroll down and select Privacy and Information Security Training (score of 100% is required)
- Notify your Department Chair or Supervisor when the Privacy Training has been completed.
- Review Fire and Safety Training
- Employee Picture in the library photo lab, (208-496-7232; MCK 358)
- Obtain BYU-Idaho I-Card/Proxi Card through BYU-Idaho, (208-496-1411; KIM 130)
- Turn in authorization form to Parking Services (208-496-3030; KIM 150H) to receive parking permit

Supervisor Authorizations

The following sections are to be completed by your supervisor. Be sure to direct your supervisor to complete these items. 

- Accounting - Approve cash fund and signature authority through BYU-Idaho, (208-496-1411; KIM 130)
- Grant access to special systems - Log into mybyui, select the Employee tab, scroll down and select Supervisor approval For Access To Special Systems (this gives the employee the Faculty tab, Workday administrative security, etc.).
- Request security for employee through Locks & Keys (208-496-2551)
- Credit Cards or Purchasing Cards through Valerie Gutierrez, (208-496-1901; KIM 290)
- For Adjunct Faculty employees, enter Period Activity Pay for the semester

Supervisor Assignments

- Dress & Grooming - Review appropriate dress standards and any specific requirements
- Safety - Provide safety training including exits and first aid stations or supplies
- Job Description - Review job responsibilities and departmental practices and procedures
- Time & Attendance - Review leave policies, time and attendance reporting practices, and availability of payroll notification.

## Technology Requests for New Hires

- If someone is moving out of an office in order to make room for the new hire, please read and complete the following form:

 Office Move Out Form

- If someone is retiring and the new hire is "taking their place": 
 - Please contact your department's Technology Support Coordinator (TSC) to discuss what will happen with the retiree's computer. 
 - If you don't know who your department's TSC is, please call 1411.
 - After coordinating with the TSC, please send an email to the Dan Peterson (petersond@byui.edu), technologymoves@byui.edu, and technologysupportprojects@byui.edu so that all of the proper teams are involved and aware of what is happening.
- If a new hire needs a: 
 - Computer 
 - Please contact your department's TSC. 
 - If you don't know who your department's TSC is, please call 1411.
 - After coordinating with the TSC, please send an email to the Dan Peterson (petersond@byui.edu), technologymoves@byui.edu, and technologysupportprojects@byui.edu so that all of the proper teams are involved and aware of what is happening.
 - Phone 
 - Submit a request for a phone

## Additional Resources

Employee Information

Workday 
Holiday Schedule

Legal Information

Forms 
Online Faculty Legal Notices 
University Policies