Onboarding Tasks in Workday for New Hires


Purpose

This document provides newly hired workers directions on how to complete onboarding tasks in Workday.

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Keep in Mind

· Workday is the University of Chicago’s Human Resources Information System.

· There are new hire tasks that require completion in Workday before your start date.

· To get started, you need to activate your CNET ID.

· If you are a foreign national employee, you will be required to upload the UPP-192 document. Please contact your department’s HR Administrator for more information about this document.

· Onboarding tasks in Workday can be completed in any order and are as follows:

· State Tax Election

· Federal Tax Election

· Change Emergency Contacts

· Enter Contact Information

· Onboarding – Review Documents

· Veteran Status Identification

· Disability Self-Identification

· Complete Form I-9

· Onboarding – Complete Questionnaire

· ID Change

· Enter Personal Information

· Change Year-End Tax Document Printing Options

· Onboarding is not complete until all onboarding tasks are cleared from your inbox.

Accessing New Hire Onboarding Tasks

1. Log into Workday using your CNET ID and password.

2. Under Quick Tasks select View All Apps and then choose the New Hire Tasks application.

3. A message will appear; select the button that says Take Me There.

4. In the Onboarding Landing Page, you will find a Welcome section and Your Onboarding Checklist section.

a. Under Welcome:

i. Click the What to complete before your first day message and review the information show in the pop-up window.

ii. Click the Important Information for Benefits Eligible Employees message and review the information show in the pop-up window.

iii. Click and review any additional messages that may appear in this section

b. Under Your Onboarding Checklist,

i. Select View Inbox to view and complete each onboarding task.

ii. 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 your inbox and your New Hire Tasks application has disappeared.

Onboarding Task – State Tax Election

1. Within your Workday Inbox select the task labeled State Tax Election and click OK to begin the election process.

2. Under Illinois IL-W-4 Data, input the number of Basic Allowances, Additional Allowances (if any), and Additional Amount (if applicable).

3. If Exempt, checkmark the box next to Exempt.

4. Review the Legal Notice and checkmark the box next to I Agree.

5. Click Submit.

Onboarding Task – Federal Tax Election

1. Within your Workday Inbox select the task labeled Federal Tax Election to begin the election process.

2. Under W-4 Data, complete the applicable steps. Steps 1 and 5 are required; only complete Steps 2 – 4 if applicable.

a. Step 1: Select Marital Status from the drop-down menu

b. Step 2: If you have multiple jobs or your spouse works, checkmark the box labeled Multiple Jobs or Spouse Works.

c. Step 3: Claim Dependents by indicating the Number of Qualifying Children Under Age 17, Number of Other Dependents, and Override Total Dependent Amount.

i. Dependents can only be claimed if your total income will be $200,000 or less ($400,000 or less if married filing jointly).

d. Step 4: Complete Other Adjustments, if applicable

i. (a) Other Income (not from jobs)

ii. (b) Deductions

iii. (c) Extra Withholding

iv. Exempt

v. Nonresident Alien

e. Step 5: Review the Legal Notice and checkmark the box next to I Agree.

3. Click Submit.

Onboarding Task – Change Emergency Contacts

1. Within your Workday Inbox select the task labeled Change Emergency Contacts to begin the process.

2. Enter at least one Primary Emergency Contact. The Legal Name, Relationship, and Primary Phone are required. Add any additional details, as you see fit.

3. If desired, under Alternate Emergency Contacts select Add to add alternate contacts.

4. Once all primary and alternate emergency contacts are added, select Submit.

Onboarding Task – Enter Contact Information

1. Within your Workday Inbox select the task labeled Enter Contact Information to begin the process.

2. Review Home Contact Information for accuracy and make any necessary changes.

a. You can also add an Additional Address, an Additional Phone, or an Additional Email.

3. Review Work Contact Information. You will be unable to edit this section.

4. Once information is verified, click Submit.

Onboarding Task – Onboarding (Review Documents)

1. Within your Workday Inbox select the task labeled Onboarding to begin the process.

a. Please note, there are two tasks labeled Onboarding. This task states Review Documents once it is selected.

2. Under Documents, review the following documents and then checkmark the I Agree boxes next to each:

a. Policy Acknowledgement Form

b. Department of Children & Family Services Form

c. Treatment of Information and read the Instructions (non-student employees)

d. Student Worker Confidentiality Agreement (student employees only)

3. Click Submit.

Onboarding Task – Veteran Status Identification

1. Within your Workday Inbox select the task labeled Veteran Status Identification to begin the process.

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:

a. I Identify as one or more of the classifications of protected veteran listed above

b. I am not a protected veteran

c. I do not wish to self-identify

4. Select Submit to finish this task.

Onboarding Task – Disability Self-Identification

1. Within your Workday Inbox select the task labeled Disability Self-Identification to begin the process.

2. Review the information under Why are you being asked to complete this form? and under How do you know if you have a disability?

3. Next, check one of the boxes to indicate your disability status. Options include:

a. Yes, I have a disability, or have a history/record of having a disability

b. No, I don’t have a disability, or a history/record of having a disability

c. I don’t wish to answer

4. Select Submit to finish this task.

Onboarding Task – Complete Form I-9

1. Within your Workday Inbox select the task labeled Complete Form I-9 to begin the process.

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.

a. Foreign National employees should NOT enter a placeholder Social Security N in this field.

4. Checkmark the applicable citizenship status.

a. If you are an alien authorized to work you will need to provide supporting information below the attestation.

5. Under Signature of Employee, checkmark the I Agree box.

6. Under Preparer and/or Translator Certification, indicate if a preparer or translator was used by checking the applicable box.

a. If a preparer or translator was used, they must checkmark the I Agree box and fil in all fields under Signature of Preparer or Translator.

7. Select Submit to complete this task.

Onboarding Task – Onboarding (Complete Questionnaire)

1. Within your Workday Inbox select the task labeled Onboarding to begin the process.

a. Please note, there are two tasks labeled Onboarding. This task states Complete Questionnaire once it is selected.

2. Indicate whether you have been previously employed by an Affiliated Employer of the University of Chicago by checking Yes or No.

a. If you select Yes, include your previous Position Title and Dates of Service in the corresponding boxes.

3. Select Submit to finish this task.

Onboarding Task – Edit Government ID’s

1. Within your Workday Inbox select the task labeled Edit Government ID’s to begin the process.

2. Under Proposed ID’s, National ID’s select the plus sign to add a new ID.

a. For new hires, please enter your Social Security Number under the National IDs section of this page.

i. Country = United States of America

ii. National ID Type = Social Security Number

b. 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.

i. Country = United States of America

ii. 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. Select Submit to complete this task.

Onboarding Task – Enter Personal Information

1. Within your Workday Inbox select the task labeled Enter Personal Information to begin the process.

2. Under Change Personal Information, use the pencil icon to edit each section and to enter your applicable information.

3. Information includes Gender, Date of Birth, Marital Status, Race/Ethnicity, and Citizenship Status. Gender, Date of Birth, and Citizenship Status are required.

a. 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.

i. IMPORTANT INFORMATION FOR FOREIGN NATIONAL EMPLOYEES: By selecting a citizenship status other than U.S. Citizen or Permanent Resident, another task will appear in your inbox. This task will instruct you to upload the UPP 192 Form. Please contact your HR Administrator for more information on this form. Your HR Administrator may upload this form on your behalf; however, you must click Submit on this task for your hire to be approved.

4. Select Submit to finish this task.

Onboarding Task – Change Year-End Tax Document Printing Options

1. Within your Workday Inbox select the task labeled Change Year-End Tax Document Printing Options to begin the process.

2. Review the Instructions and then select the button that states My Tax Documents.

3. Click the Edit button to update your printing elections.

a. Under the New Election Section select the radio button next to Receive electronic copy of my Year End Tax Documents option to receive an electronic copy of your W-2 only.

b. When complete, click OK and then click Done.

4. Return to your Workday Inbox and re-locate the task labeled Change Year-End Tax Document Printing Options.

5. Click into the task and select Submit only after you’ve gone through steps 2 and 3. This will complete the process for you.