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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.
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.
This guide is for HR/Payroll onboarding for all Executive Office employees. Unit specific guidance, training, and onboarding (equipment issuance, key/building access, etc.) will come from your direct supervisor or designee.
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).
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.
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.
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.
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.
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
Salaried employees, unless required or approved to work on a paid holiday, must enter each holiday on Workday as Holiday Taken Time Off. Instructions on how to submit Holiday Taken Time Off can be reviewed in the Enter Absence (Time Off).
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
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.
*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
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.
Please use this form to initiate a pay adjustment. To request a pay adjustment be ended early, please submit a ticket via the EOHR General Consultation form under the “Payroll” topic/category.
Initiate Pay Adjustment
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.