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Onboarding & Offboarding

The Executive Office HR team is committed to ensuring a seamless onboarding and offboarding experience. We support the onboarding process for new hires and their supervisors within the Executive Office organization, as well as the offboarding process for departing employees and their supervisors. Our goal is to facilitate effective transitions for every employee, providing the necessary support throughout the process.

EOHR’s Role in the Onboarding Process

  • Onboarding Support for New Hires: We guide new employees through the onboarding process, helping to ensure they know to complete all necessary tasks.
  • Supervisor Assistance: We support supervisors of the newly hired employees in coordinating the onboarding experience, providing resources and guidance for a successful start.
  • New Manager Support: The Employee Relations Associate Director meets with new employees moving into managerial roles to offer guidance on becoming an effective and supportive supervisors.
  • Employee Relations Support: The EOHR Associate Director of Employee Relations is available to assist all employees in the Executive Office organization, new or established, with any employee relations matters.
  • Training Guidance: We inform new hires about required university trainings they need to complete.
  • Resource Access: We connect employees with essential resources and support services available at the University of Washington.

EOHR’s Role in the Offboarding Process

  • Offboarding Support for Employees: We guide employees through the offboarding process, helping to ensure they know to complete all necessary tasks.
  • Supervisor Assistance: We support supervisors of the departing employee by coordinating the offboarding experience, providing resources and guidance for a proper exit. As well, we are available to provide guidance for the supervisor regarding any interim staffing needs.
  • Exit Interview Availability: Upon request, the EOHR Associate Director of Employee Relations is available to meet with the employee going through the offboarding process.
  • Employee Relations Support: The EOHR Associate Director of Employee Relations is available to assist all employees in the Executive Office organization with any employee relations matters, during any phase of the offboarding process or otherwise.
  • Resource Access: We connect employees with essential resources and support services available at the University of Washington.

EOHR Onboarding & Offboarding Guides

New Employee Onboarding Guide
This guide provides clear steps for HR/Payroll onboarding for all Executive Office employees, along with answers to frequently asked questions. (Please note: Unit-specific guidance is not covered in this guide as it comes from the new employees direct supervisor or designee.)

Supervisor’s Guide to Onboarding (PDF)
This guide outlines what the EOHR team can be expected to cover when it comes to onboarding for new employees in the Executive Office organizations, and what supervisors are expected to do to support their new team members.

Employee Offboarding Guide (Available Soon)
Supervisor Guide to Offboarding (Available Soon)

Still Have Questions?

For any inquiries or additional information about our onboarding services, please contact the Executive Office HR team via email at eohr@uw.edu. If you have any questions related to an employee relations matter, onboarding related or otherwise, please contact the EOHR Associate Director of Employee Relations, Terry Wilson, via email at tnwilson@uw.edu.

Employee Onboarding Guide

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

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 OrientationRegistration 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.

Enter Absence (Time Off)

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

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

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.

Sign up for UW Alerts

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

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

HR Approval Flow

This information applies to Professional, Classified, and Student employee hiring.

Authorized Requestors

The following units and designated representatives are authorized to submit the following forms: New Staff Hire, Initiate Pay Adjustment, Temporary Appointment Adjustment, New Student Hire, Discretionary Leave. Please contact the corresponding authorized requestor for your unit for assistance in submitting a request.

Unit/Sub-unit Authorized Requestor
Academic Personnel & Faculty Kara Garcia, Ursula Owen, Marjorie Olmstead
ASA – Information Services Marcus Hirsch
ASA – Planning Marisa Nickle
ASA – Advancement Fernanda Spratt (UAHR delegate for Tomitha Blake)
ASA – Academic Technologies Laura Andre, David Aldrich, David Nutting, Jake Kulstad
ASA – CTL Penelope Moon
ASA – Registrar Helen Garrett, Tina Miller, Leigh Miller
ASA – Financial Aid Tim Wold
ASA – ISS Kim Lovaas
ASA – Admissions Paul Seegert, Jaime Soto, David Sundine, Raquel Odom, Neal McCannell
EH&S – Core Katia Harb
EH&S – Planning & Admin Jenna Graveley
EH&S – Environmental Programs Douglas Gallucci
EH&S – Research & Occupational Safety Zara Llewellyn
EH&S – Radiation Safety Phil Campbell
Provost & President – Core Kim Dinh
Faculty Senate Jordan Smith
HSS – Core Jason Lindahl
HSS – SI Matthew Kenall
HSS – Academic Services & Facilities and IPE Jason Lindahl
Internal Audit Richard Cordova, Tiffany Day, Anne Way
Population Health Derek Fulwiler
Ombud Chuck Sloane
UWINCO Keith Ferguson, Cathy Pasquan

Approval Workflow Steps

HR Approval Workflow

Review EOSE website, consult Executive Office HR (EOHR), and initiate action by submitting an EOHR form.

The submitted form will route to the Senior Director of the Executive Office for their approval.

Once the Senior Director of the Executive Office has approved the form, it will route to the Unit Approver for final approval prior to routing to EOHR.

Student employee hiring requests do not go through the Unit approval step.


The submitter will be notified if the request is not approved.

Unit Approvers

Unit Executive Office Resource Approval Unit Approver
Academic Personnel Kim Dinh Fred Nafukho
Academic & Student Affairs Kim Dinh Phil Reid
Division Campus Comumunity Safety Kim Dinh Sally Clark
Faculty Senate Kim Dinh Kim Dinh
Health Science Services Kim Dinh Kim Dinh
Office of the President Kim Dinh Margaret Shepherd
Office of the Provost Kim Dinh Kim Dinh
Attorney General’s Office Kim Dinh Kim Dinh

HR Hiring Timelines

EOHR Permanent Staff Hire Timeline

The timing of your form approval should align with the Executive Office HR Hiring Timeline:

Position Type Timeline
New position or replacement with changes to position data or duties 6-week lead time to Date of POSTING on UW Hires
Replacement with no changes to position data or duties/responsibilities 4-week lead time to Date of POSTING on UW Hires

EOHR Non-Permanent Staff Hire Timeline

For Fixed Term (Professional) or Limited Appointment (Classified) positions only, there is an option to post the position as a closed recruitment (direct hire) of a qualified candidate. If you have a direct hire identified, include the candidate’s name in the comments section of the form along with a confirmation that the candidate meets all qualifications and requirements of the position.

Direct Hire Timeline Open Recruitment Timeline
Temporary Staff
Classified or Professional
6-week lead time to Date of HIRE 4-week lead time to Date of POSTING on UW Hires
ASE Hires 2-week lead time to date of HIRE** 2-week lead time to Date of POSTING on UW Hires
Student Hires 2-week lead time to date of HIRE** 2-week lead time to Date of POSTING on UW Hires

**Student Hires: ASE and other student hire timelines are dependent on background check processing time. Two weeks is the standard timeframe but this can vary widely based on the individual and scope of the background check.

EOHR Processing

The Executive Office HR team strives to meet all hiring and posting dates requested in alignment with this timeline; however, as final posting may be dependent on approvals from Total Talent Management, HR Compensation, and the ISC, the timeline may be extended depending on the current volume for those offices. Executive Office HR will work closely with you and our partners in HR and the ISC to mitigate these delays to the best of our team’s ability.

Once your form is approved locally, your Executive Office HR contact will submit the position creation and requisition creation in Workday which will route to the appropriate HR/ISC contacts for approval.

Once the position and requisition are fully approved, Executive Office HR will advise you when the requisition is posted in UWHIRES.

Contingent Worker Extension – Request Form

Contingent Worker Extension

The purpose of the Contingent Worker Extension form is to submit an extension request for a current contingent worker. Submission of the request will create an RT ticket sent to the EOHR team for review and processing. Please include all documents related to the request. Additional information or approval may be requested or required based on the request. Please fill out the form to the best of your knowledge.

Documentation

Prior to submitting an extension request, please have a completed New Contract File (PDF) ready to upload. The form cannot be submitted without the contract.

Contingent Worker Extension form


*A contingent worker is a consultant, contractor, vendor, or other non-academic affiliate that will fulfill or is fulfilling a contract at the University.

One Time Payment – Request Form

One Time Payment

Please be sure you have consulted with an EOHR team member before submitting this form request.

The purpose of the One Time Payment form is to submit a one-time payment request for a current UW employee. Submission of the request will create an RT ticket sent to the EOHR team for review and processing. Please include any documents you may have related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.

One Time Payment form

Initiate Pay Adjustment – Request Form

Pay Adjustment

The purpose of the Initiate Pay Adjustment form is to submit a pay adjustment request for a current employee. Submission of the request will create an RT ticket sent to the EOHR team for review and processing. Please include any documents you may have related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.

Initiate Pay Adjustment form

Approval Workflow

Pay adjustment requests are subject to both EO and Unit approval in the approval workflow.