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

1. Watch for an automated email from HR (no-reply@online-onboarding.com) with the subject line “Welcome Letter.”
2. Open the email and click the link to the New Hire Wizard.
3. Complete the New Hire Wizard, including Section 1 of the Form I-9, on or before your first working day.
4. Provide the requested personal information, such as your full legal name, address, date of birth, and citizenship or immigration status.

Tips:

• 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.
  
  

Important Information:

• Please make note of the email address and password you use when completing the new hire wizard. This information may be needed in the future and is different from your Purdue student or career account login.
• If you will not have the documents in time to meet the requirements set by USCIS, your start date will need to be pushed back to ensure compliance. If this applies, please notify your supervisor immediately and ask them to revise your start date.
• DO NOT begin working before your official start date, even if you have presented I-9 documents in advance.

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 the New Hire Wizard, schedule your appointment to present required documents using the scheduling link below. his appointment must take place no later than three business days after your first day of work. While it is preferred that you visit the Ag Employment Center, if no appointments are available by the third day, please call or email our office to make other arrangements. Contact details are available on the Ag Employment Center website.

Important:

• The New Hire Wizard must be completed before your appointment. If it is not, Section 2 of the Form I-9 cannot be finalized, and you may need to return at a later time.
• Documents must be original and unexpired; copies (electronic or paper) cannot be accepted. For more details, see the Form I-9 Acceptable Documents list below.
• 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.

CLICK TO SCHEDULE YOUR I-9 APPOINTMENT

FORM I-9 ACCEPTABLE DOCUMENTS

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.

You will receive an email from our careers team notifying you when the background check has been initiated, along with instructions for completion. 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.

Note for Temporary Employees: The background check should have been completed before onboarding was initiated.

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.

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