International Week Parade at UNT in Denton

New Employee Onboarding

When a new employee has been hired, the Human Resources Department uses an online process known as Onboarding to establish an employment record. This process is used for UNT, UNT Dallas, UNT Health Science Center, UNT Dallas College of Law and UNT System Administration.

The hiring manager will notify Human Resources that a candidate has been selected. Human Resources will send an email to the new employee and will notify the hiring manager that Onboarding has started. Attached to the email will be an offer letter and criminal history authorization request.

When the criminal history check is completed with no issues, the applicant will receive an email with instructions and a link to the Onboarding process. The new employee should access the link and follow prompts, which creates a record of employment. New employees must have an EUID or EMPLID and a Social Security number to proceed.

The Onboarding link/process for benefits-eligible staff will be included with an offer of employment.

Access the Onboarding link using the following web browsers:

  • Firefox – Version 24 or higher
  • Internet Explorer – Version 10 or higher
  • Safari – Version 5 or higher
  • Do not use a tablet or phone.
  • Log in problems? Call 1-855-878-7650 for assistance.
  • 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 employment at any location. The process allows new employees to submit information for payroll and taxes, learn about benefits and prepare for verification of employment. 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 number, EUID and/or EMPLID.

  • 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.  

    Candidates selected for hiring receive an Onboarding email from the Talent Acquisition department with an offer of employment, explanations and deadlines. All offers of employment are contingent upon the results of the criminal history check, and at UNTHSC, a drug screen. If onboarding has not been completed, the new employee’s starting date – and pay – could be delayed.  New employees must have a Social Security number, EUID and/or EMPLID.

    The Onboarding link/process for benefits-eligible staff will be included with an offer of employment.

    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 onboarding information link is sent to the new employee, and an email notifies the hiring manager that Onboarding has begun.
    • 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 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 - If a new employee does not have a Social Security number, the hiring/department manager should direct the new employee to Business Support Services to obtain a temporary or permanent Social Security number. Onboarding cannot be completed without a Social Security number.
    • All new employees - When the new employee completes Onboarding and has a clear criminal history check and drug screen, an email goes to the supervisor of record.
    • All new employees - Designated employees must approve - on the first day of employment - employee-presented documents that support eligibility for employment verification (Form I-9.) (This must be submitted to Human Resources at UNTHSC.)
    • 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 employees – faculty, staff, student, hourly non-student – must provide verification within three days of starting work to designated I-9 approvers at each location. 

    Employees working off-site will need assistance from a notary public to complete their Form I-9. Instructions and attachments will be sent after Onboarding is completed. Here are instructions that will be sent to the notary.

    When verification is complete, the hiring department must initiate an electronic payroll activation request (ePAR) to add the employee to Payroll, which is managed by the UNT System Controller. 

  • 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 dates and times. Orientation provides Information about history, organizational mission and values, benefits, parking (UNT 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