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 [PDF] 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 UC Benefits Online Fulfillment Service and the Policy & Procedure manual (PPM).
• Set up the new employee's work area following your department's procedures.
  • Basic supplies from the Concur
  • Computer setup
  • Networks
  • Security and passwords
  • Technical help through ITS Service Desk

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 (PDF) (required)
   • Non-resident forms (for employment of non-residents): Use the Glacier online system
   • MSCCP form (for specified UCSD School of Medicine employees)
   • State Oath (PDF) UPAY 586 (required) - completed via OnBoarding Solution (OBS)
   • Patent Agreement (PDF), UPAY 585 (required) - completed via UCPath
     Note: Use forms dated R2011 or later
   • Substance Abuse Form (for UCSD School of Medicine, Medical Centers and Scripps Institution of Oceanography employees)
   • Direct Deposit/Wage Disposition (to set up a new bank account or paycard for direct deposit of your paycheck)
   • W-4 Withholding Allowance (required)
     • Verify Social Security number (SSN) or application for SSN
2. Be sure to:
   • Give a copy of each form to the employee.
   • Send the completed forms to Payroll immediately, Mail Code 0952.

   • Provide your new hire/re-hire with the federal Affordable Care Act (ACA) Exchange Notice (required).

Inform the employee about UCSD's workers' compensation program (California law requires the following two pamphlets be provided to new hires at the time of hire):

1. Print and give the employee a copy of the "Workers' Compensation: Time of Hire" pamphlet.
   Note: Two-sided printing is preferred.
   (English version PDF) (English version Word file)
   (Spanish version: PDF) (Spanish Word file) 
2. Print and give the employee a copy of the Pharmacy Benefit Network pamphlet (PDF).
3. Print and have the employee sign an Acknowledgement of Receipt of New Hire Pamphlet: Facts About Workers' Compensation and Pharmacy Benefit Network pamphlet form (PDF file)(required).
4. Place the signed acknowledgement form in the departmental personnel file.
5. Refer all pamphlet questions to the Workers' Compensation Office, (858) 534-2454.
   Important: It is not the responsibility of the HR contact to explain the pamphlets — only to give them to the new hire and obtain confirmation that the pamphlets were provided.

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

• Benefits Eligibility Level Indicator (BELI) form (PDF)
• Voluntary Self-Identification of Race, Ethnicity and Veteran Status form (PDF)
• Voluntary Self-Identification of Disability form (PDF) The Voluntary Self-Identification of Disability form should be kept in a file separate from the employee's personnel file for three years from the hire date.
• Emergency Contact Information
• Job Description
• Notice Regarding Overtime Compensation (PDF, for non-exempt employees)
• Notice to Victims of Domestic Violence, Sexual Assault and Stalking (PDF)
• 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 Google Groups.
• Update the UCSD telephone/ e-mail directory.
• Complete the Computer/ Information Use and Security Statement (accessible from on campus or via VPN).
• If required by employee's job duties, employee can self-register for business systems access. If in doubt about the necessity for this account, check with employees Departmental Security Advisors (DSA).

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 (PDF)
• Drug-Free Schools and Communities Act Notice
• Your Group Insurance Plans Booklet (PDF), information on designating beneficiaries, and the Benefits Orientation for Faculty and Staff schedule
• Campus Card Application
• Principles of Community
• Office for the Prevention of Harassment and Discrimination (OPDH) FAQ (PDF)
• Safety information
• Security information: alarm codes, keys
• 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:
  • 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
  • UCSD 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 new staff employees enroll and/or attend a New Employee Orientation.

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 may need the following:

• Access to electronic business systems: Confirm whether Business Systems access is still required by employee's job duties. If in doubt please check with your Departmental Security Advisors (DSA).
  • Help the employee enroll in the appropriate business systems training classes
  • Request access to UCSD Business Systems 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
    • Facilities Information System
    • 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 (PDF)
• Travel:
  • Review Getting Started: UCSD Travel and Entertainment.
  • Apply for a 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