Teresa Lozano Long Institute of Latin American Studies | College of Liberal Arts
skip to content The University of Texas at Austin

New Employee Checklist

 

Completing your I-9 Employment Eligibility Verification Form
  • New employees are required to complete Part I of their I-9 form by their first day of employment. The remaining parts (Part II & Part II) needed to be completed within three business days of their start date. If the I-9 process is not completed within three days, the employee will be terminated to ensure compliance with federal hiring laws.
  • Employees will first complete Part I of the I-9 form in Workday. If your position requires an I-9, the process will show up as a to-do item in your Workday inbox.
  • Once you have submitted Part I, you will need to present your I-9 documents to complete the process. View the list of acceptable I-9 documents.
  • All employees should contact the COLA HR Personnel Coordinator to make an appointment to complete the I-9 process. Employees attending a New Employee Orientation session can present their I-9 documents and complete their I-9 during the orientation session.
Getting Started with Workday
  • Workday is the HR system used for hiring, time sheets, and payroll. When your position has been set up in the system, you should receivean email from Workday with instructions to log in and complete the to-do tasks in your inbox.
  • In order to use Workday, you must have Duo, a multi-factor authentication application. See Getting Started with Duo. For direct assistance with Duo, contact the UT Service Desk at 512.475.9400 or help@utexas.edu.
  • Workday Login
  • View the Workday Basic Navigation video for an overview of the system.
  • REMINDER! Don't forget to complete all items in your Workday inbox and view your profile to update your contact information, emergency contacts, payment elections, and W-2 elections.
Orientation and Benefits Enrollment
  • All benefits eligible employees should attend the New Employee Orientation. This orientation provides an introduction to UT's culture, services, resources, and benefits, including insurance and retirement programs.
  • Within 30 days of your start date (once all onboarding and I-9 processes have been completed), you will receive an email with instructions for completing your benefits enrollment. NOTE: You must complete the enrollment within those 30 days if you plan to select any optional coverage or add dependents.
  • In addition to the New Employee Orientation, faculty are invited to attend the New Faculty Launch.
Keys and Building Access
  • Email the admin for Operations to request keys to your office and security access to SRH Building, Unit 1.  NOTE: Please include your EID, email, and room#
  • Your signed key request will be sent to you from DocuSign by email. Take it to the Locks and Keys office along with your UT ID card to pick up your key(s).
Submitting Time Sheets

All hourly and salaried employees are required to submit time sheets, with the exception of faculty and graduate student academic positions (AI, TA, and GRA titles).

Hourly Employees

  • Time sheets are due on the 1st and 16th of each month. If you miss the bi-weekly deadline, your time sheet will be locked until the payroll deadline has been run for that pay period.
  • To ensure that your time sheet is approved by the payroll deadline, it is important to notify your supervisor when you have submitted your time sheet.

Salaried Employees

  • To determine whether your position is exempt or non-exempt, see the top of your time sheet, where it will list either "Exempt Time Entry: Work Hours" or "Non-Exempt Time Entry: Work Hours."
  • Additional guidance can be found on the Time and Absence Training page.
Department Website Profiles
  • When your UT email address has been set up, email the LLILAS Communication Coordinator to be added to the LLILAS website. Once you have been added, you will receive instructions for submitting a profile photo. 
  • Faculty and LLILAS Graduate Students will also receive instructions for updating their profile page and biography.
Contacts

llilas@austin.utexas.edu

Menu