New Employee

Onboarding

Welcome

Your Onboarding Journey

Embark on a journey of discovery and growth as you navigate your onboarding process at the University of Illinois Urbana-Champaign. Designed to support your transition and foster your success, our onboarding program extends over 12 months, recognizing that the path to becoming fully acclimated may take time. Throughout this journey, you can consider yourself a newcomer for up to three years, ensuring ample opportunity for learning and integration.

Before You Start

Before You Start

Before starting your new job, you’ll need to complete some important tasks to ensure a smooth transition. This includes filling out necessary paperwork and completing tasks in the UI New Hire portal. Look for communications from your new supervisor as well as your HR representative. Preparing in advance will help you feel ready and confident for your first day.

Background Checks

New hires will receive an email requesting information for background check. Please follow instructions in the email to authorize background check. Once a new hire has received clearance on the background check, contact your department for the next step. Depending on your job classification, you may need to complete pre-employment testing.

Hiring Employees

I-9 and E-Verify

As a new hire, once you’ve accepted the written contingent offer and successfully completed the background check, it’s time to connect with your designated human resources contact within your department. Reach out to them to finalize essential HR paperwork, including the I-9 Employment Verification Form, which needs to be signed before your first day on the job. Don’t forget to have your Social Security card, passport, and driver’s license handy, as they are required to kickstart the paperwork for your onboarding process.

New Hire Checklist

Pre-Employment Testing

For new hires that need to complete pre-employment testing, after the background check is cleared, you will then contact Illinois Human Resources (IHR) at (217) 333-2137 to schedule a pre-employment screening. After successfully passing the pre-employment screening, contact IHR to confirm they have received your results. Then contact your department for the next step in the process.

Classifications Requiring Pre-employment Testing

Hiring Employees

First Week

Your First Week

During your first week or two on the job, you’ll want to focus on getting acclimated to your new environment. This includes meeting your colleagues, understanding your role and responsibilities, and familiarizing yourself with Illinois systems and processes. Make sure to complete any onboarding tasks, such as setting up your workstation, accessing necessary software, getting your I-Card, setting up your parking arrangements, and attending orientation sessions. By actively engaging and learning, you’ll set a strong foundation for your success in the new role.

Obtain an i-card

The i-card is an employee’s official university identification card. The faculty/staff i-card gives an employee access to the library and free rides on the Champaign-Urbana Mass Transit District (CU-MTD). An employee’s appointment must be entered into Banner before a faculty/staff i-card will be issued. Confirm with Human Resources that your position is active in Banner, then visit an ID Center at the Urbana ID Center, Illini Union Bookstore, First Floor, 809 S Wright Street, Champaign. Bring a photo ID.

I-card

2FA Two Factor Authentication

Currently, all Urbana campus faculty, staff, and graduate students are required to use 2FA if you access direct deposit, and services that are protected by Shibboleth and ADFS, including Office 365 and Outlook Online, Compass 2G, U of I Box, LinkedIn Learning, and Learn@Illinois (Moodle).

Technology Services

University Email

How to connect to the Technology Services Exchange email and calendar service using Outlook for Windows.

Technology Services

Parking

To ensure the maximum use of our limited parking facilities, it is necessary to regulate the parking of all faculty/staff, student, and visitor-operated motor vehicles and motorcycles. To obtain parking, contact the Parking Department by phone at (217) 333-3530 or email at parkingcomments@illinois.edu.

Campus Parking

Time Reporting

Work with your unit to find out how to report time worked on university business.

Time Reporting

Payroll Information

The Payroll Services office facilitates the accurate and timely payment of employees on each of the three campuses. The offices also manage payroll schedules, earnings, deductions, taxes, and time reporting.

To set up direct deposit:
Your money will be electronically transferred into the U.S. checking or savings account you designate. Direct deposit information is not used to process payments.

  • Login into UI-Pay
  • Follow the login instructions for your campus
  • Select “Direct Deposit” to enroll for future student account refunds

First Month/Quarter

First Month/Quarter

During your first month or quarter on the job, it’s important to focus on integrating into your office culture and becoming proficient in your role. This includes continuing to build relationships with your colleagues and key stakeholders, actively participating in team meetings, and seeking feedback on your performance. You’ll also want to set short-term goals and start working on projects that align with your responsibilities. Additionally, make sure to complete your benefits enrollment, select your retirement options, and finish any necessary training.

Review Options and Select Retirement Plan

Select a SURS retirement plan (if not already done) or you will be automatically enrolled in the Traditional Benefit Package; this default enrollment is irrevocable. As a new member of SURS, you must choose a retirement plan within the first 6 months of your employment. You can register for an overview of retirement options on the orientation webpage.

Retirement Plan

My UI Info

My UI Info enables University employees to securely view and update their personal and employment information.

My UI Info

Complete My Benefits Registration

Make your benefits selections online. (Benefits Eligible Employees) NOTE: You will need your CMS Employee ID# to complete. View the Employee Benefits Document.

Benefits Webpage 

Complete Training

All state public university employees are required to complete the OEIG-approved annual ethics training program for University employees. This program is unique and completely separate from the training provided to state agency employees. As such, any employee working for both a university and a state agency, will be required to complete both forms of the training. There are two basic training requirements in the Illinois State Officials and Employees Ethics Act, Annual Training and New Hire Training.

Illinois Mandatory Ethics Training

Faculty and Staff Title IX Training

First Year

Your First Month

During your first year on the job, it’s crucial to focus on continuous growth and integration within your role and the campus community. While achieving your short-term goals, start considering your long-term objectives that align with both your work and the university’s mission. You’re now one step closer to feeling fully integrated. Take advantage of opportunities to explore beyond your immediate responsibilities and engage with the broader community and campus resources. By staying engaged, proactive, and committed to your development, you’ll establish a solid foundation for long-term success in your new position.

My Employee Experience
Benefits & Discounts

UI New Hire Portal

As a new hire or returning employee at the University of Illinois, you are required to complete new hire forms online through the UI New Hire system. You will be provided a new hire login either in person or through a system-generated email. If you haven’t received this, please check with your hiring manager or HR contact. If your password no longer works, please ask your HR contact to reset this for you.

Please note: employees with assigned NetIDs cannot use their NetID and NetID password to access UI New Hire.

Benefits & Discounts

Illinois Orientation Sessions

Illinois has 2 system-wide orientations and 1 campus-wide orientation to attend. In each unique session, you will gain insights into the University, along with essential information on campus safety, overview of University work/life, campus programs, resources, and policies.

You may be asked to attend a local or role-specific orientation as well.