Full-Time Faculty New Hire Checklist
In order to access most University services and benefits, you must first complete your new hire paperwork in Workday. After you sign your Offer Letter you will receive two "welcome" emails from smtp-app@usfca.edu. One will include a link to Workday and your temporary username, and the other will include your temporary password. Use the provided username and password to log into Workday and complete all of the forms in your inbox. Refresh the page after completing each form to prompt Workday to send you your next task.
If you cannot locate these emails or cannot log in to Workday with the provided information, please reply back to the email in which you received your Offer Letter for assistance.
Please complete your I-9 Employment Eligibility form and other new hire paperwork as soon as possible, and no later than your first day of work. If the paperwork is not submitted to Human Resources in a timely manner, your employment may be terminated.
Your I-9 Documents must be verified in person by an authorized staff member at USF no later than three days after your first day teaching.
Make an appointment to verify your I9 documents
If you are not currently living in the state of California and/or will not be teaching in-person at one of USF Campuses, please email casadminservices@office.usfca.edu.
When faculty are first onboarded, they will receive a temporary username and password to log in to Workday to complete their onboarding tasks. Once they complete the first three tasks, including “Edit Government ID,” their permanent USF username and email will be generated.
USF is no longer issuing physical OneCards automatically. If you do not have a smartphone, you can contact the OneCard Office directly by emailing OneCard@usfca.edu. If you do have a smartphone and need to set up your mobile OneCard, follow the OneCard Setup Instructions.
The Provost’s Office holds a new adjunct orientation typically before every fall semester. The orientation acquaints new adjunct faculty with the University, its Mission and culture, and its practices and operations. Please contact the Provost Office at provost@usfca.edu for additional information.
Purchasing Card and Concur Travel and Expense
Concur serves as a portal for the University of San Francisco employees to submit business-related out-of-pocket expenses and reconcile purchasing card transactions.
Information regarding training, purchasing cards, and when to use Concur
If you would like to obtain a purchasing card, please contact the Finance and Operations Manager.
Rent and Relocation Reimbursement
Please visit Human Resource's Rent and Relocation Reimbursement Procedures for USFFA Faculty page.
Within one year of the first day of full-time employment, create an expense report in Concur using "Relocation" and your name as the title to ensure Human Resources covers your eligible moving expenses, instead of your departmental fund.
Contact: ASOperations@usfca.edu
Office space is assigned by the Dean's Office. Your Associate Dean's assistant will contact you about your office space before classes start and the Department Program Assistant will provide you with access to your office (either with your ID card or keys) and other department offices.
You will gain access to your new office space on the first day of New Faculty Orientation.
Full-time faculty can request a new phone line through USF Support.
Please refer to the Cisco IP Phone Quick Reference Guide for instructions on how to use the Cisco phones.
Jabber Users
If you are already using Jabber:
Confirm you can access Jabber to make voice calls remotely. Make sure to keep Jabber app open during working hours.
If you would like to convert to Jabber:
If you want to transfer your desk phone extension to Jabber, please submit a Help request. After your conversion, download the Jabber app from your phone’s app store.
Jabber Instructions for iPhone/iOS Users
Jabber Instructions for Android Users
If you would like to forward your work calls to your mobile phone:
Forward your work calls to your mobile phone by opening the Cisco Jabber app on your computer, and clicking on the icon in the top-left corner with your initials. Select Preferences off of the pop-up menu and then select the “Calls” icon off of the Preferences window. Click on the plus sign in the bottom left corner and type in your cell phone number. Once that is done, you should be able to click on the field next to “Forward Calls to:” and select your cell phone number on the list.
All of your work calls will now be received by your cell phone. You will not be able to tell the difference between your personal calls and forwarded calls, but remember that all phone numbers that start with “415-422-....” come from someone at the University.
To view your options please visit the ITS Standard Hardware Guide.
After reviewing the standards, please contact the Office of Operations at ASOperations@usfca.edu with your preference for a Mac or PC and laptop or desktop.
Please note, for some one-year appointments, laptops will not be issued.
It takes 6 to 8 weeks for computer orders to be processed. Please submit your order ASAP to ensure timely receipt.
Check with your department program assistant for more information about:
- Office Supplies
- Book Ordering
- Photocopying
- Ergonomic Evaluation
Full-time faculty are paid on a monthly basis. The Monthly Pay Schedule can be found on Payroll's Pay Schedule page.
Your payslips can be found by going to USFWorks, clicking on the Pay app, and then selecting Payslips in the View column. If you have any questions regarding your recent payslips, please email payroll@usfca.edu.