Checklist for Departments With New Employees

Plan ahead for positive results when welcoming your new employee to UCSD and your department.

• Ask your new employee to bring appropriate forms of identification on the first day of work. (See the I-9 and ID Documentation form for details.)
• Inform the employee of parking options for the first day.
  • Send the employee an electronic or print copy of the Employee Orientations, Resources, and Information checklist.
• Provide each staff member who will orient your new employee with a copy of the Supervisor Orientation checklist.
• Tell existing employees when they can expect their new coworker or supervisor/ manager to start.
• Collect the new-hire paperwork required by UCSD and your department. See the list of forms under First day. Some UC forms can be obtained online from STORE, UC Benefits Online Fullfillment Service and the Policy & Procedure manual (PPM).
• Set up the new employee's work area following your department's procedures.
  • Basic supplies
  • Computer setup
  • Hardware and software
  • Networks
  • Security and passwords
  • Technical help through ACT or ACMS

Gather all the necessary forms:

1. Fill out the forms below:
   • Abuse Disclosure Form (for UCSD School of Medicine and Medical Center employees)
   • I-9 and ID Documentation (required)
   • Non-Citizen forms (for employment of non-citizens)
     • UC W-8BEN
     • IRS 8233
     • 8233 instructions
     • Tax Treaty
     • UC W-4NR/DE 4
   • MSCCP form (for specified UCSD School of Medicine employees)
   • State Oath/ Patent Agreement, UPAY 585 (required)
     Note: Use forms dated 11/97 or later
   • Substance Abuse Form (for UCSD School of Medicine, Medical Centers and Scripps Institution of Oceanography employees)
   • Surepay/ Wage Disposition (to set up a new account for direct deposit of a paycheck)
   • W-4 Withholding Allowance, UC W-4 (required)
     • Verify Social Security number (SSN) or application for SSN
2. Be sure to:
   • Retain a copy of all forms in the employee's file.
   • Give a copy of each form to the employee.
   • Send the completed forms to Payroll, Mail Code 0952

Inform the employee about UCSD's workers' compensation program:

1. Print and give the employee a copy of the Facts About Workers' Compensation pamphlet (PDF) (Word file).
   Note: Two-sided printing is preferred.
2. Print and have the employee sign an Acknowledgement of Receipt of New Hire Pamphlet: Facts About Workers' Compensation form. (required)
3. Place the signed acknowledgement form in the departmental personnel file.
4. Refer all questions about the Facts About Workers' Compensation pamphlet to the Workers' Compensation Office, (858) 534-0136.
   Important: It is not the responsibility of the HR contact to explain the pamphlet — only to give it to the new hire and obtain confirmation that the pamphlet was provided.

Complete these additional forms with the employee but don't send them to Payroll:

• Benefits Eligibility Level Indicator (BELI) form (PDF)
• Computer Network Security and Use Statement
• Demographic Data Transmittal Form
• Emergency Contact Information
• Job Description
• Notice Regarding Overtime Compensation for non-exempt employees)
• Personal Data Form, UPAY 544 (PDF)

Online activities:

• Establish an online record of your new employee in the Payroll Personnel System (PPS) using the completed forms listed above.
  • Refer to your PPS training manual for details of online entry. (PPS Update training.)
  • Once online entry is complete, print the Post-Authorization Notice (PAN) for the employee's file.
• Set up the employee's e-mail address following your department's procedures.
  • Inform the employee of UCSD's e-mail policy.
  • Add the employee to the UCSD mail lists.
• Update the UCSD telephone/ e-mail directory.
• Complete the Computer/ Information Use and Security Statement (accessible from on campus or via VPN).
• Encourage employee to Self-register for Single Sign-On access.

Begin a departmental orientation for your new employee using the following checklists:

• Checklist for New Employees
• Checklist for Supervisors

Provide the new employee with:

• Asbestos Notice (Word file)
• Your Group Insurance Plans Booklet (PDF), information on designating beneficiaries, and the Benefits Orientation for Faculty and Staff schedule
• Campus Card Application (PDF)
• Safety information
• Security information: alarm codes, keys
• Substance Abuse Policy
• Timesheet (for non-exempt employees)
• UCSD ID number or a letter verifying employment so the employee can get a UCSD parking permit

• Order for the employee as needed:
  • Calling card
  • Business cards
  • Copy cards: Department and/ or Library
  • Long Distance Calling Authorization Code
  • Nameplate and/or name tag
  • Phones, Pagers, Radios, and/ or Voicemail
  • Express Card (UCSD Credit card)
    
• Provide the employee with information needed for work, as appropriate, including:
  • Approval of Absence or Overtime form, FO 2104
  • Information/ brochures specific to your department's mission, goals, and services
  • Principles of Community
  • Sexual harassment information and policy
  • Telephone and Electronic Mail Directory
  • Safety training required before work with hazardous materials, equipment, or processes begins
• Send these completed forms to the appropriate Human Resources department:
  • Job Description (signed copy)
  • Departmental Orientation Checklist (for UCSD Medical Center providers only)
• Mail codes for Human Resources locations:
  Campus – 0922
  Healthcare Medical Centers – 8912

Help the employee enroll in an Injury and Illness Prevention Program (IIPP) class within 30 days of hire.

• Select the IIPP class appropriate for the type of work being performed:
  • Research employees: Laboratory Safety Principles / IIPP
  • Non-research employees: Injury and Illness Prevention Program
• File proof of IIPP class attendance in employee's file.
• Within first 90 days of employment or reassignment, provide an ergonomic review of the employee's workstation for those who work more than 60% of their normal work schedule at a video display terminal. (Employees represented by CUE only.)

New employees whose responsibilities include fiscal management, employee development, or travel will need the following:

• Access to electronic business systems
  • Help the employee enroll in the appropriate business systems training classes.
  • Request a User ID for electronic access following your department's procedures.
  • Set up a buyer code.
  • Set up a Ship To Code.
  • Request approval hierarchies following your department's procedures as training is completed for:
    • DARWIN
    • EmployeeLink
    • FacilitiesLink
    • FinancialLink
    • IFIS
    • ISIS
    • Payroll/ Personnel System (PPS)
    • Purchasing
    • Timekeeping
    • TravelLink
    • TritonLink
• Complete the following forms with the employee:
  • Approval Authority for University Sponsored Entertainment, FO 2156
  • Purchasing Authorization Form, FO 2129
  • Signature Authorization
• Access to personnel policies online
• Publications and information:
  • Guide to Conflict Resolution
  • Performance Management
  • Professional Development policy
• Travel account
• UCSD Travel Card

New career employees will complete their probationary period after 6 months of satisfactory performance.

• Submit performance appraisal paperwork to the appropriate HR.