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Human Resources

You can reach out for support with:

  • Hiring & Onboarding: position updates, job postings, onboarding steps, workspace setup
  • HR & Staffing Changes: title changes, FTE adjustments, reappointments, departures
  • Position Management: creating new roles, updating job descriptions, classification reviews
  • General Inquiries: Not sure where to start? We're happy to help clarify next steps or redirect as needed

We’ve retired the Smartsheet form to better support our team and streamline recurring requests. To submit a Psychology Department Human Resources request, please email us directly at psych-HR@austin.utexas.edu with the following in the body of your email. Our team will follow up with you on any additional information needs and keep you updated on progress.

  • Requester full name and EID
  • General description of the issue or need
  • Worker name and EID if not requester
  • Preferred timeline (if applicable) 
  • Any other details you want to share

For issues related to payroll, insurance, FMLA, and timesheets please open a ticket with HR Service center here: https://hr.utexas.edu/ 

 

  • Hiring & Supervising

    New Employee Checklist

    Completing your I-9 Employment Eligibility Verification Form

    • New employees are required to complete an I-9 form 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 form, this 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 I-9 process.  See the list of acceptable I-9 documents.

    • Employees attending a New Employee Orientation session will present their I-9 documents and complete their I-9 during the orientation session.  All other employees should contact the Research Personnel Coordinator to make an appointment to complete the I-9 process.

    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 receive an email from Workday with instructions to log in and complete the to do items 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, please call the UT Service Desk at 512-475-9400 or send to help@utexas.edu.
    • Login to Workday here.
    • View the Workday basic navigation video for an overview of the system.
    • 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 New Employee Orientation.  This orientation class 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 that you must complete the enrollment within those 30 days if you plan to select any optional coverage or add dependents.
    • In addition to the general New Employee Orientation, faculty are invited the New Faculty Symposium.

    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 employee time sheet submission instructions
      • Time sheets are due on the 1st and 16th of every month.  If you miss the bi-weekly deadline, your timesheet will be locked until payroll has been run for that pay period.
      • To ensure that your time sheet is approved by the payroll deadline, it is important that you email your supervisor when you have submitted your time sheet.
    • Salaried employee time sheet instructions: for non-exempt employees and for exempt 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.”
    • You can find additional guidance on the Time and Absence training page.

    Approving Time Sheets

    • Supervisors are responsible for approving time sheets for all of your employees (except students in TA, AI, and GRA titles).
    • Hourly employees will not get paid until their time sheets are final approved. If time sheets are not approved by the bi-weekly deadlines (usually two business days after the 1stand 16th of the month) the employee will not be paid until the following pay period ends.
    • Workday does not provide email notifications when time sheets are in your inbox for approval.  Please let your employees know how you would like to be notified when they submit time sheets for your approval.

     

  • Separations & Retirement

    Staff Separation Checklist

    When you are leaving your position, whether you are moving to another role on campus or leaving UT, you will need to work through the items on the Employee Separation Checklist

    Employees planning to retire from UT should review the Pre-Retirement Checklist at least 6 months before your expected retirement date. Employees nearing retirement age are highly encouraged to attend a “Retiring from UT Austin” session. Sessions are offered the 2nd Wednesday of every month on the main UT campus. For more information and to register, visit UTLearn and search for “Retiring from UT Austin.”

     A few key steps:

    1. Submit a letter of resigntation to your supoervisor. This can be through email and should include your full name, EID, and efective date
    2. Make sure all your timesheets are up to date in Workday.
    3. Update Employee Information in Workday - Verify that your address, e-mail and phone number are up to date.
    4. All university-owned equipment, including computers and other equipment purchased on grant funds, should be returned to your supervisor at the end of your position.
    5. Return any keys to Locks and Keys - DO NOT leave keys with your supervisor or department staff.
    6. Work with the Human Resource Service Center on what happens to your accrued leave, COBRA Insurance, and other benefits related maters.

    Faculty Separation Checklist

    Faculty intending to leave their position through resignation or retirement should work with the Department Chair: psychologychair@austin.utexas.edu

    Details on faculty retirement can be found here: https://provost.utexas.edu/the-office/faculty-affairs/retirement/

    Details on faculty leave, child care, and probationary periods can be found here: https://provost.utexas.edu/the-office/faculty-affairs/life-work/ 

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Contacts

psych-HR@austin.utexas.edu