Welcome to the University of Washington!
The Employee Onboarding Guide serves as a reference guide for new employees at the University and a member of the Executive Office organization.
An EOHR Team member will meet with new employees to go over all necessary personnel information and items referenced in this onboarding guide. Any questions about anything on this guide can be directed to that team member.
New Employee To Do’s – Within 3 Days of Hire
2-Factor Authentication – The University requires 2-Factor Authentication (2FA) security when logging into UW systems and online tools with UWNetID. The Duo Mobile app for cellphones is recommended. Opting in to 2FA and setting up an authentication device is required.
Employee Workday Help – Provides Workday training, user guides, contact form, and live chat support.
Use Workday to view your job profile, review your benefits, request absence/leave, update your address and tax information, set up direct deposit, complete timesheets (if you are non-exempt or hourly), and approve timesheets (if you supervise other staff).
UWNetID + 2FA required
| UW Office 365 | UW Google |
|---|---|
| Outlook Web App (OWA) Email & Calendar |
UW Gmail Google Calendar |
| Microsoft Teams | |
| OneDrive for Business | Google Drive |
Please verify with your unit supervisor whether Office365 or Google is the preferred platform for their business operations. Also, check with your department to see if they recommend a specific email signature.
UWNetID + 2FA required
UW HR: Telework Policy & Agreement for remote and hybrid employees. – Review the UW Telework Policies and complete the Telework Agreement form with your supervisor. The Telework Agreement must be renewed, at a minimum, every 12 months.
UW HR: Welcome Day / Benefits Orientation – Registration required – In-person and remote options available.
Benefits eligible new employees must register for the orientation within the first three (3) days and attend the orientation on the corresponding date.
Salaried employees must record paid holidays as “Holiday Taken Time Off” in Workday. The EOHR Team recommends all full-time employees submit all holidays at the start of each calendar year. This will ensure proper time and holiday credit are reported.
UWNetID + 2FA required
I-9 Acceptable Documents – An EOHR Team member will assist new employees in completing the I-9 requirement. Employees are responsible for providing the appropriate documents as established by U.S. Citizen and Immigration Services.
Credit for prior Washington state service – Employees with previous UW or other Washington state agency service should initiate a reinstatement, or transfer, of their service credit and leave balances.
New Employee To Do’s – Within 30 Days of Hire
For Non-Student Employees:
Safe Campus Violence Prevention & Response | Registration required | One-time training
Title IX: Husky Prevention & Response Employee Training | One-time training
EH&S: Asbestos General Awareness | Video | One-time training
Reporting Suspected Child Abuse | One-time training
Hazing Prevention Employee Course | Annual renewal
Cultivating Community at UW: Anti-Racism and DEI&B Training | One-time training
For Student Employees:
Safe Campus Violence Prevention & Response | Registration required | One-time training
Title IX: Husky Prevention & Response Employee Training | One-time training
Hazing Prevention 101™ Course – College Edition – Student Course | Annual renewal
EH&S: Asbestos General Awareness | Video | One-time training
Reporting Suspected Child Abuse | One-time training
Cultivating Community at UW: Anti-Racism and DEI&B Training | One-time training
UWNetID + 2FA required
Get your Husky Card (UW ID Card) – The official identification for UW employees. Services available via Husky Cards include:
- U-PASS – Sign up and activate your U-PASS for use with public transportation.
- Husky Card Account – Debit account for campus purchases. Requires deposits via Online Card Office or payroll deduction.
- Activities and Entertainment – Campus events, IMA membership, museum admission, discounted UW Arts or Husky sporting event tickets.
- Participation in the UW Discount Program
- Building Entry – CAAMS access
Transportation Services – commuting and parking options for faculty and staff.
New Employee To Do’s – Within 60 Days of Hire
UW Alert is a notification system that quickly informs the UW community about an emergency situation that poses an immediate potential threat to health and safety on or near campus.
Safe Campus promotes safety and well-being on campus by providing resources for violence prevention, crisis intervention, and support services for students and staff. Their offerings include confidential consultations, safety planning, and educational programs aimed at fostering a secure community.
UW HR Workplace Policies outline guidelines and standards aimed at fostering a fair, respectful, and inclusive work environment for all employees. These policies provide resources on topics such as harassment prevention, disability accommodations, conflict resolution, and employee rights, ensuring a supportive and equitable workplace culture.
UW HR: WorkLife – WorkLife aims to support the overall wellbeing of UW employees for both professional and personal challenges.
Several benefits and resources are provided such as Washington State Employee Assistance Program to housing benefits, discounts & perks, lactation stations, resources for parents and caregivers – including pet parents. You can meet the WorkLife Team and access WorkLife webinar recordings and articles, and if you’re a caregiver, sign up for the parenting listserv, and much more.
WholeU – Focused on fostering connection, holistic wellness, and engaging your interests. The Whole U is for UW, by UW. It includes everything from University employee discounts, financial planning, to virtual movement classes.
New Employee FAQs
UW HR provides in-depth information about signing up for benefits available to UW employees on their website and at the Benefits Orientation.
Paydays are typically the 10th and 25th of each month. Detailed information can be found on the Workday Payroll Calendar.
Review the information on the Time and Absence webpage, specifically the section for Non-worked time, unpaid time off.
Vacation, and other time off, is requested and processed in Workday. EOHR recommends requests provide at least 10-days notice. Ultimately, the time-off approval is up to the manager’s discretion. It is the employee’s responsibility to discuss time-off requests with their supervisor or manager.
Please review the Federal Withholding Elections user guide on the Employee Workday Help website for assistance with elections options on the W-4 IRS Form.
Feel free to email the EOHR Team at eohr@uw.edu for issues that would not be considered confidential or protected.
For an employee relations issue, please email EOHR’s Associate Director of Employee Relations, Terry Wilson at tnwilson@uw.edu.
Winter Quarter: New Year’s Day, Martin Luther King Jr. Day, Presidents Day
Spring Quarter: Memorial Day
Summer Quarter: Juneteenth, Independence Day, Labor Day
Autumn Quarter: Veterans Day, Thanksgiving Day, Native American Heritage Day, Christmas Day