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Human Resources

Your First Day

  1. Longhorn Employee Orientation (LEO) — Human Resources strongly recommends that all employees complete LEO on the first day of employment.  Access the recorded New Employee Orientation:
    1.  Go to UTLearn
    2.  Click “Login to UTLearn”  (upper left)
    3. Login using your UT EID and password
    4. In the search bar (top right corner) enter “Longhorn Employee Orientation”
    5. Select “Request”
    6. Launch the module to begin orientation. 
  2. Email – Sign in to Microsoft 365 to access your email account.
  3. ID Card and EID —You'll need to upgrade your UT Electronic Identification (EID) before you can access most online services for employees. This should be done before visiting the Human Resource Service Center.  To upgrade your UT EID, obtain your UT ID Card, or find current information on the ID Center’s location and business hours, please visit the ID Center’s service page.
  4. Payroll Information — Complete Manage Payment Elections online through Workday. You will need an upgraded EID to complete this in Workday.
  5. Acceptable Use Policy – Acknowledge the Information Resources Acceptable Use and Security Policy Agreement.  
  6. Employment Eligibility Verification (I-9) — You must complete this electronic form before your first workday. You must 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. Don't hesitate to contact your hiring department if you have not been told where to bring your documents. An electronic device such as a mobile phone or tablet will be needed for DUO access. 
  7. Acknowledge the Ethics Statement* — Read and acknowledge the Standards of Conduct and Political Activities.  This is completed through your Onboarding tasks in Workday.
  8. UT System Worker’s Compensation Insurance Health Care Network Notification – Read and acknowledge the Worker’s Compensation Network Acknowledgement Form. This is completed through your Onboarding tasks in Workday.
  9. 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.
  10. Selective Service Eligibility — If you're a male between the ages of 18 and 25, complete this Onboarding task through Workday. For more information, see the Selective Service Registration Frequently Asked Questions page.
  11. Conflicts of Interest Policy — 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.
  12. Outside Employment — If you are working for another employer, you must complete an outside employment form (PDF) and gain proper approval.  Once approved the form should be uploaded to your Workday profile, under Personal in the Documents tab. If you are an exempt employee, prior approvals need to be completed through the portal: Outside Activity Portal 5-2011 Your Fair Labor Standards Act (FLSA) status as an exempt or non-exempt, may be found in Workday. Go to your Job Summary, select Job Details, then click on Position. 
  13. Employee Information* — Complete your employee biographical information and your veteran status information online through your Workday onboarding tasks.

Your First Week

  1. Insurance Coverage — Review the New Employee Benefits Enrollment Checklist for details about how to complete your enrollment. Please note that you cannot make elections before completing ALL onboarding items in Workday. If onboarding is completed before 5 pm, the My UT Benefits enrollment portal will open the following day. If onboarding is completed after 5 pm, there will be a one-day delay. You must make your insurance elections online during your Initial Benefits Enrollment period, the first 31 calendar days of employment. If you do not make elections and are a full-time employee, you will default to the Basic Coverage Package. If you are a part-time employee, you will forfeit insurance coverage if elections are not made.
  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. Read and acknowledge — the Conflict of Interest and Ethics Policies are completed through the Workday onboarding tasks.   
  4. Supervisor Meeting — Talk with your supervisor about your job description, performance expectations, probationary period, and performance evaluation.
  5. Keys — Submitted by department contact with key signature authority. The key signature authority will then email the Key Request and Authorization form to arrange the pickup of the requested keys. You will need to sign and return DocuSign once you have access to UT email.
  6. Parking Permit — Visit the Parking and Transportation website for information about parking on campus. If you don't plan to commute by car, consider alternative transportation options.
  7. Prior State Service (Including FERPA) — If you have worked for any other State of Texas agency or public university, print a Transfer of State Service (PDF)  form from Workday and fax it to Human Resources. Read more about prior state service transfer.
  8. Timesheets—Complete your timesheets online in Workday using the Time & Absence Application. If you are unable to access your timesheet, talk to your supervisor.
  9. Nonresident Aliens — Please be sure you have completed your GLACIER record. You should receive your login instructions within two weeks of beginning employment. Send the forms generated from GLACIER and the required immigration documents to Tax Services using this form. Any questions about Glacier can be sent to tax.nra@austin.utexas.edu.

Your First Month

  1. Insurance Coverage — Ensure you’ve reviewed the New Employee Benefits Enrollment Checklist and made your elections online within the first 31 calendar days of your employment.
  2. Compliance Training — Make sure you've completed your compliance training. 
  3. Workday: You should now have access to Workday and can log on using your EID and password. You may need to set up DUO before logging into Workday, but the links/instructions for both items can be found in the checklist above. Please complete all your inbox items in Workday, as these are essential to receiving benefits and payment. These tasks are also listed on the checklist under “Workday Items.” In addition, please be sure to complete all “Compliance Items,” as these are required for all university constituents.
  4. Employment Authorization: You are required to complete a form I-9 to work with the university, so be sure to bring any combination of acceptable documents to complete the form on your first day. For now, please be sure to complete section 1 of the I-9 in Workday
  5. We recommend you connect with our community by:
UT ID
  • Faculty/staff identification cards - The ID Center provides all faculty and staff members an official University ID card. The card allows access to specific buildings and can be used as a campus library card. Upon loss of eligibility, the individual's ID card must be surrendered to an employee's supervisor, Human Resources, or the ID Center.  More information about ID cards is available on the ID Center page.
  • Obtaining an ID Card - To obtain an identification card, visit utexas.edu/idcenter and scroll down to UT ID Card Online Photo Submission. For more information, please visit the ID Center page.
 Schedule ISSS J1 Scholar Orientation – has to be within 15 days of arrival (VP accesses their MyIO account to schedule)

  • Orientation Sessions - Please attend the J-1 Scholar Orientation as soon as possible after you arrive in Austin. Orientation sessions are held on Mondays and Wednesdays at 2:00 p.m. and typically last about one hour. To view the available orientation sessions and schedule your appointment, please log in to myIO. Sessions are also listed on our Events calendar.  We do orientation in a group setting, so please be on time for your appointment and have your documents with you (noted in the next section). If you arrive after orientation has started, you will be asked to reschedule for another session. 

  • Apply for a Social Security number at the Social Security Administration Office (if applicable) – typically, cannot apply until you have been in the U.S. for 10 calendar days. Please consult the Texas Global web page: https://global.utexas.edu/isss/life-at-ut/ssn

  • Explain retirement. You will have the option of TRS or ORP. It’s typically recommended they stay with TRS (in which they are automatically enrolled) and file for a refund upon departure. https://www.utsystem.edu/offices/human-resources/current-employees/benefits/retirement-programs

  • Local bank account (can be any US bank)
  • Set up voice mailbox (refer to LAITS 1-5000)
  • Lunch with Director - refer to Assistant to the Director to schedule a one-on-one lunch with the Director.