• Onboarding is not complete until all onboarding tasks are cleared from My Tasks.
• For information on how to log in and out of Workday and for login troubleshooting, review the Logging In and Out of Workday: Steps and Troubleshooting Knowledge Base Article.

Navigation

• Accessing New Hire Onboarding Tasks
• State Tax Elections
• Federal Tax Elections
• Change Emergency Contacts
• Enter Contact Information
• Review Documents
• Veteran Status Identification
• Disability Self-Identification
• Complete Form I-9
• Complete Questionnaire
• Edit Government ID’s
• Enter Personal Information
• Change Year-End Tax Document Printing Options
• Add Payment Elections
• Change Benefit Elections
• Enroll in cAlert/UCM Everbridge system notifications

Accessing New Hire Onboarding Tasks

1. Log into Workday using your CNetID and password.
2. Select Menu in the top-left corner and choose the New Hire Tasks application under the Organization category.
3. A message will appear welcoming you to the University; select the button that says Take Me There to get started.
4. In the Onboarding Landing Page, you will find a Welcome section and Your Onboarding Checklist section.
   1. Under Welcome:
      1. Select the What to complete before your first day message and review the information shown in the pop-up window. To close the pop-up, select X in the top-right corner.
      2. Select the Important Information for Benefits Eligible Employees message and review the information shown in the pop-up window. To close the pop-up, select X in the top-right corner.
      3. Select and review any additional messages that may appear in this section
   2. Under Your Onboarding Checklist,
      1. Select View Inbox to be brought to My Tasks to view and complete each onboarding task.
      2. IMPORTANT: Every task must be completed in its entirety.  If any step remains in an incomplete status, your new hire information cannot be sent to Human Resources for processing. The onboarding process is complete when there are no action items left in My Tasks and your New Hire Tasks application has disappeared from the Menu.

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1. Within My Tasks, select the task labeled State Tax Election. This task may also be labeled Complete State and Local Withholding Elections.
2. The State and Withholding Form Type fields auto-populate. If these fields are incorrect, use the Hamburger Menu (icon with three dots and three dashes) to update and accurately reflect the state you work in.  If you solely work from home, this should reflect the state you reside in. Select OK. 
   1. See the Inside UChicago | State Tax Withholding webpage for more information.
3. Scroll to the state-specific W-4 Data section (i.e. Illinois IL-W-4 Data) to enter Basic Allowances, Additional Allowances, and Additional Amount.
4. Checkmark if you are Exempt from state and local income tax.
5. Review the Legal Notice and checkmark the I Agree box to confirm the accuracy of the information being submitted.
6. Select Submit to confirm your elections.

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1. Within My Tasks, select the task labeled Federal Tax Election. This task may also be labeled Complete Federal Withholding Elections.
2. Under W-4 Data, complete the applicable steps.  Steps 1 and 5 are required; only complete Steps 2 – 4 if applicable.
   1. Step 1: Select Marital Status from the drop-down menu.
   2. Step 2: If you have multiple jobs or your spouse works, checkmark the box labeled Multiple Jobs or Spouse Works.
   3. Step 3: Claim dependents by indicating the Number of Qualifying Children Under Age 17, Number of Other Dependents, and Override Total Dependent Amount.
      1. Dependents can only be claimed if your total income will be $200,000 or less ($400,000 or less if married filing jointly).
   4. Step 4: Complete Other Adjustments, if applicable
      1. (a) Other Income (not from jobs)  
      2. (b) Deductions
      3. (c) Extra Withholding
      4. Exempt
      5. Nonresident Alien
   5. Step 5: Review the Legal Notice and checkmark the I Agree box.
3. Select Submit.

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1. Within My Tasks, select the task labeled Change Emergency Contacts.
2. Enter at least one Primary Emergency Contact.  The Legal Name, Relationship, and Primary Phone OR Primary Email are required.  Add any additional details, as you see fit.
   1. Refer to the Updating Personal Information in Workday Knowledge Base Article for additional information. Begin with step 5 under the Emergency Contact Change section of this article.
3. If desired, under Alternate Emergency Contacts select Add to include alternate contacts.
4. Once all primary and alternate emergency contacts are added, select Submit.

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1. Within My Tasks, select the task labeled Enter Contact Information.
2. Review Home Contact Information for accuracy and make any necessary changes.
   1. You can also add an Additional Address, an Additional Phone, or an Additional Email.
   2. If Home Contact Information is not automatically filled in, manually enter it by selecting the Add button and completing the presented fields.
   3. Refer to the Updating Personal Information in Workday Knowledge Base Article for additional information. Begin with step 5 under the Contact Information Change section of this article.
3. No action is required or able to be taken in the Work Contact Information section.
4. Once information is added and/or verified, select Submit.

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1. Within My Tasks, select the task labeled Review Documents.
2. Under Documents, review all presented documents by selecting the Document Link and then checkmark the I Agree boxes next to each. This section likely includes the following documents:

2. 1. Policy Acknowledgement Form
   2. Department of Children & Family Services Form
   3. Treatment of Confidential Information and read the Instructions (non-student employees)
   4. Student Worker Confidentiality Agreement (student employees only)
   5. Intellectual Property Agreement and Assignment
3. After all documents have been reviewed and the I Agree boxes have been checked, select Submit.

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1. Within My Tasks, select the task labeled Veteran Status Identification.
2. Review the information at the top of the task.
3. Within the Veteran Status drop-down menu, select your applicable veteran status.  Options include:
   1. I Identify as one or more of the classifications of protected veteran listed above
   2. I am not a protected veteran
   3. I do not wish to self-identify
4. Select Submit to finish this task.

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1. Within My Tasks, select the task labeled Disability Self-Identification.
2. Review the information under Why are you being asked to complete this form? and How do you know if you have a disability?
3. Next, check one of the boxes to indicate your disability status.  Options include:
   1. Yes, I have a disability, or have had one in the past.
   2. No, I do not have a disability and have not had one in the past.
   3. I do not want to answer.
4. Select Submit to finish this task.

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1. Within My Tasks, select the task labeled Complete Form I-9.
2. Open and review the Form I-9 Instructions before completing this process.
3. Under Section 1, most information will pre-populate.  Fill in any remaining fields that are blank under Employee Information and Attestation.
   1. A United States address is required on this form. Do not enter an international address.
   2. Foreign National employees should NOT enter a placeholder Social Security Number in this section.
4. Checkmark the applicable citizenship status. 
   1. If you select A noncitizen (other than Item Numbers 2. and 3. above) authorized to work until (exp. date, if any) you will need to provide supporting information below the attestation.
5. Under Signature of Employee, checkmark the I Agree box.
6. Under Supplement A. Preparer and/or Translator Certification for Section 1, indicate if a preparer or translator was used by checking the applicable box.
   1. If a preparer or translator was used, indicate how many preparers or translators were used in the How Many field, and then have the preparer/translator checkmark the I Agree box and fill in all fields under Signature of Preparer or Translator.
7. Select Submit to complete this task.

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1. Within My Tasks, select the task labeled Complete Questionnaire.
2. Indicate whether you have been previously employed by an Affiliated Employer of the University of Chicago by checking Yes or No.
   1. If you select Yes, include Which Affiliate Employer you worked for, your previous Position Title and Dates of Service in the corresponding boxes.
3. Select Submit to finish this task.

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1. Within My Tasks, select the task labeled Edit Government IDs.
2. Under the Proposed IDs section, select the plus sign within the National IDs table to add a new ID.
   1. For new hires, please enter your Social Security Number under the National IDs section of this page. 
      1. Country = United States of America
      2. National ID Type = Social Security Number
      3. Add/Edit ID = Enter values of social security number
   2. For foreign national employees, please enter your Social Security Number if you have one. If you do not have a Social Security Number, please enter your ITIN.
      1. Country = United States of America
      2. National ID Type = Social Security Number OR U.S. Individual Taxpayer Identification Number (ITIN)
         • Foreign national employees that have been issued a temporary placeholder SSN should enter that number in place of the Social Security Number. Once the permanent Social Security Number has been issued, navigate back to this task to replace the Placeholder with the permanent SSN.
      3. Add/Edit ID = Enter values of social security number or ITIN
3. Select Submit to complete this task.

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1. Within My Tasks, select the task labeled Enter Personal Information.
2. Under Change Personal Information, use the pencil icon to edit each section and to enter your applicable information.
   1. Refer to the Updating Personal Information in Workday Knowledge Base Article for additional information. Begin with step 4 under the Personal Information Change section of this article.
3. Information includes Gender, Date of Birth, Marital Status, Race/Ethnicity, and Citizenship Status. Gender, Date of Birth, and Citizenship Status are required.
   1. For Citizenship Status, please indicate your citizenship status as it relates to the United States of America.  Select the search prompt and select By Country.  Further select United States of America and choose from the statuses listed. If you are unsure of your status, select Unknown.
      1. IMPORTANT INFORMATION FOR FOREIGN NATIONAL EMPLOYEES: By selecting a citizenship status other than U.S. Citizen or Permanent Resident, another task (Complete and Upload UPP-192 Form) will appear in My Tasks. This task will instruct you to upload the following documents:
         • Sprintax Calculus Summary.
         • Relevant Immigration Documents (e.g., I-20, DS-2019, I-797, current I-94 form, work authorization documents, SSN/SSN receipt).
         • Current I-94 form.
         • W8BEN or W9 (generated by Sprintax).
           • Please contact your HR Administrator for more information on these forms. 
4. Select Submit to finish this task.

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1. Within My Tasks, select the To Do labeled Change Year-End Tax Document Printing Options.
2. Review the Instructions and then select the button that states My Tax Documents.
3. Select the Edit button to update your printing elections.
   1. To the right of New Election select the radio dial next to Receive electronic copy of my Year End Tax Documents option to receive an electronic copy of your W-2 only.
   2. Review the Important Note and then select OK and then Done.
4. Return to My Tasks and re-locate the task labeled Change Year-End Tax Document Printing Options. 
5. In the task, select Submit only after you’ve gone through steps 2 and 3. This will complete the process for you.

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This To Do does not initially appear in My Tasks and will only populate once your Hire business process is completed by your Human Resources Partner (HRP).

1. Within My Tasks, select the To Do labeled Add Payment Elections: Hire.
2. Select the button labeled Add Payment Elections.
3. Refer to the Adding/Changing Payment Elections in Workday Knowledge Base Article to complete this action.
   1. Begin at step 4a under the Adding Payment Election Accounts section.
4. IMPORTANT: After payment elections are set up, return to My Tasks, locate the Add Payment Elections: Hire To Do, and select Submit.

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This task does not initially appear in My Tasks and will only populate once your Hire business process is completed by your Human Resources Partner (HRP).

1. Within My Tasks, select the task labeled Benefit Change: Hire.
2. Select the button labeled Let’s Get Started.
3. Refer to the Enrolling in Benefits for the First Time in Workday Knowledge Base Article to complete this task and begin at step 3.

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This To Do does not initially appear in My Tasks and will only populate once you have submitted your benefit elections and they have been approved by the central Benefits team.

1. Within My Tasks, select the To Do labeled Enroll in cAlert/UCM Everbridge system notifications.
2. Review the instructions carefully and select the link included at the top of the instructions to enroll into the cAlert/UCM Everbridge system notifications. The cAlert system is the University’s electronic emergency mass notification system, which enables University officials to provide notification and informational updates to members of the University community prior to, during, or after an emergency.
   1. You will be prompted to add or verify your Mobile Phones, Voice Only Line Contacts, and Email.
3. Once your information is added/verified, return to Workday My Tasks, locate the To Do labeled Enroll in cAlert/UCM Everbridge system notifications, and select Submit.

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