Student Employee Onboarding Checklist

All new employees, as well as individuals returning after a break in employment, are required to complete the New Hire Wizard by following these steps:

1. Watch for an automated email from Purdue HR (hr@purdue.edu) with the subject line “Welcome Letter.”
2. Open the email and click the New Hire Wizard link.
3. Complete the Data Collection Tasks which are used to collect personal information such as your full legal name, address, date of birth, etc.
4. Complete Form I-9 Section 1.

Tips for completing Form I-9 Section 1:

• Use your current U.S. physical address (e.g., on-campus dorm or off-campus apartment).
• Do not use your permanent home address unless that is where you are currently residing.
• If you are outside the U.S., please wait until you arrive in the country to complete the form.
• If you choose to use a U.S. passport book for verification, you must upload:
  • The main passport page (with your photo, passport number, and signature)
  • The barcode page (located inside the back cover of the passport)
    Both pages must be combined into one file before uploading.

All new employees, as well as those rehired after a break in employment, are required to present documentation verifying their eligibility to work in the United States, in accordance with USCIS guidelines. Please follow the steps below to complete this process.

After completing Form I-9 Section 1, schedule your appointment to present required documents using one of the scheduling links below. This appointment must take place no later than three business days after your first day of work.

Ag In-PersonHHS In-PersonVet In-PersonVirtual - All Areas

Important:

• Section 1 of the Form I-9 must be completed before your appointment. If it is not, Section 2 of the Form I-9 cannot be finalized.
• Both in-person and virtual appointments are available. For either option, you must have the required original, unexpired documents in your possession at the time of the appointment.
• Documents must be original and unexpired; copies (electronic or paper) cannot be accepted.
• If you will not have the required documents in time to meet USCIS requirements, your start date must be pushed back. Notify your supervisor immediately so they can revise your start date.
• DO NOT begin working before your official start date, even if you have already presented I-9 documents.
• See the Form I-9 Acceptable Documents list for details on what documents are allowed.

All employees entering a new position (including new hires, transfers, or rehired employees) are required to complete a background check to support a safe and secure environment.

Candidates for undergraduate and graduate student appointments are subject to a Sex and Violent Offender Registry Check before their appointment with the University. This check will happen without further action from the manager or employee.

However, please note that a few limited positions do require an additional background check. Students in a position that involves one or more of the following tasks will will receive an email invitation to complete the necessary information in HireRight:

• Master key access to buildings, including residences or other facilities
• Direct responsibility for the care, safety and security of people, or the safety and security of personal and university property (includes childcare workers, physicians, student affairs officers, residence hall supervisors, coaches, transit drivers, etc.)
• Direct responsibility for the care, safety and security of animals
• Direct access to or responsibility for cash, cash equivalents, checks, credit card account information, or university property disbursements or receipts
• Extensive authority for committing the financial resources of the University
• Direct access to or responsibility for controlled substances or hazardous materials
• Direct access to or responsibility for protected, personal or other sensitive data (includes auditors, information systems personnel, Human Resources and payroll staff, registrars, etc.)

Please complete this step immediately to avoid delays in your onboarding process. For further details, please refer to the Background Checks section of the Faculty and Staff Handbook below or consult the official policy below.

Background Checks

A Social Security number (SSN) is required for everyone working in the U.S.

If you do not already have an SSN, you must apply for one through the Social Security Administration within 30 days of your start date. This number is required for payroll, tax purposes, and benefits enrollment. Follow the steps below to complete this requirement.

Add SSN in Section 1 of Your I-9: Once you have your SSN, update Section 1 of the I-9 form in the New Hire Wizard with your new Social Security Number. For detailed instructions, open the document below. If you need assistance, please contact your Employment/Payroll Center.
How to Add YOUR Social Security Number WHEN RECEIVED

Federal Work Study is an award that allows students to earn income while working on-campus or with an approved off-campus non-profit agency. 

If you are eligible, follow the Work-Study process for the college where your position is located:

• College of Agriculture: Contact your departmental business office to complete the necessary steps for Work-Study fund setup.
  Ag Business Office Contact List

• College of Health and Human Sciences: The HHS Employment Center will coordinate the Work-Study setup. Please use the button below to notify them of your eligibility and begin the setup process.
  EMAIL HHS EMPLOYMENT CENTER

• College of Veterinary Medicine: The Vet Med Employment Center will coordinate the Work-Study setup. Please use the button below to notify them of your eligibility and begin the setup process.
  Email Vet Med Employment Center 

Please note that there are strict deadlines each semester, so it’s important to take action quickly upon hire.

Personal Information:

• Home address
• Phone number
• Emergency contact 

Bank Information:

Update bank account(s) for direct deposits. This is separate from the account setup for students through myPurdue.

Many deposits are rejected because employees enter incorrect account information. This often happens when the MICR number (the long number at the bottom of your checks used for direct deposits) is different from your account number. To avoid this, please check your direct deposit account details with your bank before entering them.

Tax Forms:

• Update federal and state tax withholding forms.
  • Non-resident aliens cannot update their federal tax forms through the Employee Launchpad. Instead, the Glacier packet must be completed and submitted to the Tax Department. Please refer to the instructions sent by email from support@online-tax.net (subject: "Payments from Purdue University").
    
    
• W-2: Register for online W-2 services with ADP through the ‘ADP W-2 Services’ tile in SuccessFactors.
  
  

 Employee Launchpad

Managing Your Employee Profile Cheat Sheet (Word document)

Hourly students and temporary staff are not eligible for benefits through employment. However, Purdue students may be eligible for student insurance. Details are available on the Student Health Services website.

Student Health Services

 Graduate staff who are eligible for employment-based benefits should refer to the Graduate Staff - Human Resources website for details.

Graduate Staff Benefits

All hourly employees are required to submit timesheets or to ensure accurate and timely payment. Please review the guidelines below for submission details.

Submission deadlines: Timesheets are due every two weeks, with approvals required by 10 PM on the Monday following the end of each pay period.

• Submit by Sunday: To allow your supervisor time to review and approve, it is recommended that you submit your timesheet by Sunday. Submitting weekly is also a good practice to avoid missing the deadline.
• No hours worked: Even if you did not work any hours, please submit your timesheet to keep accurate records.
• Multiple positions: If you have more than one active appointment, be sure to select the correct position when entering your time.

Please refer to the resources below for additional information.

Payroll Calendar

Employee Information, Timekeeping and Time Off

Time Sheet Instructions for Hourly Students and Temps

Webclock Guide