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University Day Parade, UNT

New Employee Onboarding

Onboarding is the process of creating a formal employment record for a newly hired employee at any location: UNT, UNT Health Science Center, UNT System Administration or UNT Dallas and its professional school, UNT Dallas College of Law.

Newly hired employees will be emailed a link to begin the on-line process. Access the link with these browsers:

  • Firefox – Version 24 or higher
  • Internet Explorer – Version 10 or higher
  • Safari – Version 5 or higher
  • Do not use a tablet or phone.
  • What is Onboarding?

    Onboarding occurs after a new employee (faculty, staff or student) has received an offer of employment. Onboarding is the online process that a new employee completes to submit information for payroll and taxes, complete required compliance documents, learn about benefits and prepare for verification of employment eligibility. All newly hired employees must complete Onboarding.

  • Who Uses Onboarding?

    The online onboarding process is for all new employees: benefits-eligible faculty and staff, hourly employees, student employees (undergraduate and graduate) and adjunct instructors. To complete Onboarding, new employees must have a Social Security card (or a receipt that proves registration and a legal number), EUID and/or EMPLID, and  documents for federal Eligibility for Employment (Form I-9) approval. The E-Verify system is used to determine eligibility.

    How to Complete Onboarding

    The hiring manager should notify a Talent Acquisition recruiting assistant that a new employee has been selected, and then the Talent Acquisition representative will coordinate the offer of employment and the criminal history check. Onboarding should be completed online after a job offer has been made and accepted and before the new employee's first day at work.  

    Newly hired employees receive an email from the Talent Acquisition department with an offer of employment, criminal history authorization form, deadlines and a link to the Onboarding process. All offers of employment are contingent upon the results of the criminal history check, and at UNTHSC, a drug screen. New employees also must have a Social Security number, EUID and/or EMPLID and provide documents for Form I-9 approval. If Onboarding is not completed on schedule, the new employee’s starting date – and pay – could be delayed.

    Access the Onboarding link using these web browsers:

    • Firefox – Version 24 or higher
    • Internet Explorer – Version 10 or higher
    • Safari – Version 5 or higher
    • Please do not use a tablet or phone.

    Here's what happens:

    • All new hires - When a new team member is selected, managers should notify the recruiting assistant who has been involved with the job search and interviews. The correct link and information is emailed to the employee and hiring manager.
    • Faculty or adjunct faculty - When a faculty member or adjunct instructor is selected, hiring managers should notify the Campus HR Department at UNTHSC, UNT Dallas and UNT Dallas College of Law, or notify the Office of the Provost at UNT.
    • Student employees and UNT Dallas non-benefits eligible faculty - When these employees are selected, hiring managers should provide the hiring department's identification number, which will include the letter N, D, H or S. To complete Onboarding, the employee must have an Enterprise Information System identification number (EUID) and/or student identification number (EMPLID). Create an EUID.
    • Non-student hourly employees - When a non-student hourly employee is selected, the hiring manager should contact the Human Resources Support Center at 1-855-878-7650 or hremployment@untsystem.edu. Human Resources will create an EUID and user ID, which will be emailed to the hiring department. The hiring department also must provide the correct department ID and letter (N, D, H or S.) Non-student hourly employees must have an EUID and a department identification number/letter to proceed with Onboarding.
    • New hires without a Social Security number - A legal Social Security number is required. The hiring/department manager should direct the new employee to register with the Social Security Administration (offices are located throughout north Texas) and bring a card or receipt proving registration to work. Onboarding cannot be completed without a legal Social Security number.
    • All new employees - When the new employee completes Onboarding, has a clear criminal history check and drug screen, the supervisor of record is notified.
    • All new employees - Hiring managers must ensure that the employee has documents that support eligibility for employment (Form I-9.) Designated I-9 coordinators work with Human Resources to complete federal E-verify approval for employment. An employee may not be added to the payroll until Form I-9 is approved, which must be within the first three (3) days of starting work.
       

    What documents are required for Employment Eligibility Verification (Form I-9)?

    Onboarding includes federal Eligibility for Employment verification, also known as Form I-9, proof of citizenship or proof of eligibility to work in the United States. All hiring managers must ensure that employees – faculty, staff, student, hourly non-student – provide verification within three days of starting work to designated I-9 approvers. These I-9 coordinators at each component will work with Human Resources to obtain and record federal E-Verify approval. Newly hired employees may not be added to the payroll until Form I-9 eligibility and verification has been completed.

    Employees working off-site will need assistance from a notary public to complete Form I-9. Instructions will be sent after Onboarding is completed. The notary cannot approve Form I-9, but can verify that the employee presented original, acceptable documents.

    When eligibility is verified, the hiring manager may submit an electronic pay roll activation (ePar) request to initiate pay for the new employee.

    When is Orientation?

    Orientation for newly hired employees is regularly scheduled at each system location. Hiring managers should contact the Human Resources Support Center, 1-855-878-7650, for time, date and location.Orientation provides Information about history, organizational mission and values, benefits, parking (UNT parking services manages permits for all campuses), perks and location-specific policies and procedures.

    Hiring managers also may want to make certain that new employees opt-in to online newsletters and reports, receive campus maps and find other information about location-specific activities. The marketing and communications departments at UNT, UNTHSC and UNT Dallas can be of assistance.

    Hiring managers also will find training and ideas and for leadership, team-building, coaching and other management skills from the Human Resources Talent Management department.

     

    Photo: International Week Parade, UNT