Welcome to USF | New Hire Checklist

USF staff member


Congratulations on your new position at the University of San Francisco! In order to ensure you have a successful start at the University please review and complete the following new hire steps.

Provide your Form I-9 Supporting Documentation to HR

On or before your first day of work, please report to the Human Resources Office located in Lone Mountain 339 to provide supporting documentation for the federal form I-9. Please review the list of acceptable documentation. Failure to provide original documentation in person on or before your first day will result in a delay in your start date. If your work location will be at an additional campus or other location please contact Human Resources by calling 415-422-4990 or emailing humanresources@usfca.edu to coordinate arrangements to provide documentation to a local HR representative. 

Onboarding Notifications from USF Works 

Shortly after accepting your offer, you will receive two emails from “USFCA”. One email with have a temporary link to our human capital management system USF Works and a username. The second email with contain your password. Please login to USF Works with your temporary credentials to complete your onboarding tasks. If you require assistance resetting your password, please follow these instructions (PDF). If you do not receive the onboarding emails three business days after accepting your offer, please contact Human Resources by calling 415-422-4990 or emailing humanresources@usfca.edu.

Onboarding Tasks

Once you are logged in to USF Works please complete all new hires tasks. The tasks are listed in the inbox. Each item in the list below includes instructions on how to complete each task. It will take around 15-30 minutes to complete the tasks. We strongly recommend completing all tasks in one session. Please note that if you complete the first three tasks (Enter Contact Information, Enter Personal Information, and Edit Government ID’s) and wait to complete the remaining tasks, you will no longer be able to access USF Works through the temporary link. Instead, you will need to finish onboarding by logging into MyUSF and accessing USF Works.

TaSk Instructions

On the left hand side of your Workday home page you will see your Workday inbox. Open Enter Contact Information.

Address

  • Click the pencil icon, confirm/correct your address
  • Save Address by clicking the check mark icon

Phone

  • Click the pencil icon, confirm/correct phone number
  • Save Phone by clicking the check mark icon

Email

  • Click the pencil icon, confirm/correct email
  • Save Email by clicking the check mark icon

Submit Enter Contact Information task by clicking the submit button. Then click Done.

 

On the left hand side of your Workday home page you will see your Workday inbox. Open Enter Personal Information.

Legal Name 

  • Click the pencil icon to confirm/correct the spelling of your first and last name     
  • Save Legal Name by clicking the check mark icon on the right

Preferred Name 

  • Click the pencil icon to confirm/add preferred name 
  • If you do not want to use a preferred name leave the box under Use Legal Name As Preferred Name checked
  • If you want to use a preferred name, uncheck the box under Use Legal Name As Preferred Name
  • Add preferred first and last name 
  • Save Preferred Name by clicking the check mark icon on the right

Change Personal Information: Gender

  • Click the pencil icon
  • Select male or female from drop down menu
  • Save Gender by clicking the check mark icon 

Date of Birth 

  • Click the pencil icon
  • Enter month, day, year 
  • Save Date of Birth by clicking the check mark icon

Marital Status 

  • Click the pencil icon if you would like to add Marital Status (otherwise skip to Race/Ethnicity)
  • Click the hamburger patty icon
  • Select the marital status that applies
  • If you would like you can add marital status date
  • Save Marital Status by clicking checkmark icon on the right

Race/Ethnicity

  • Click the pencil icon if you would like to add Race/Ethnicity (otherwise skip to Citizenship)
  • Under Hispanic or Latino check the box if it applies, otherwise leave unchecked
  • Under race/ethnicity click hamburger patty icon and select all that apply
  • Save Race/Ethnicity by clicking on the check mark icon on the right 

Citizenship 

  • Click the pencil icon 
  • Click the hamburger patty icon
  • Select the citizenship status that applies to you 
  • Save Citizenship by click the check mark icon

Military Service 

  • If you would like to add military service details click the Add button
  • For military status details click the hamburger patty icon 
  • Click military statuses and choose the one the applies 
  • You may add a military discharge date and/or details, but this is not required 
  • Save Military Service by clicking the check mark icon
  • Otherwise skip to submit

Submit Enter Personal Information task by clicking the submit button. Then click Done.
 

On the left hand side of your Workday home page you will see your Workday inbox . Open Edit Government IDs.

Under Proposed IDs >  National IDs, select the plus (+) sign under national IDs to add a row. 

Country

  • Click the hamburger patty icon 
  • Select Frequently Used 
  • Select United States of America

National ID Type

  • Click the hamburger patty icon
  • Select Social Security Number (SSN)
  • Add/Edit ID > Enter SSN  (Additional information: Issued Date, Expiration Date NOT required) 

Submit Edit Government IDs task by clicking the submit button at the bottom of the page. Then click Done.

On the left hand side of your Workday home page you will see your Workday inbox. Open Payment Election Enrollment Event.

Preferred Payment Method (Direct Deposit)

  • Enter Routing Transit Number, Bank Name, Account Type and Account Number 

Preferred Payment Method (Check)

  • Under regular payroll, click the hamburger patty icon and select check 

Submit Payment Election Enrollment Event task by clicking the submit button at the bottom of the page. Then click Done.

On the left hand side of your Workday home page you will see your Workday inbox. Open Complete State and Local Withholding Elections.

Review that the following fields are correct

  • Worker, Company, Effective Date and State. Click OK

Review that the following fields are correct

  • Company, Effective Date, Name, State and Address. Click OK

Filling Status Withholding Allowance 

  • Click the hamburger patty icon and select the one that best applies
  • Enter number of allowances, if any 
  • Enter Estimated Deductions, if any 
  • Enter Additional Amount, if any 
  • If applicable — select the box for military spouse exemption

To complete the form, check the I agree box and click submit at the bottom of the page.

On the left hand side of your Workday home page you will see your Workday inbox. Open Complete Federal Withholding Elections.

  • Verify that the following fields are correct: company, effective date, name, social security number, and address 
  • If you are a non-resident alien check the appropriate box and read the instructions 
  • If your last name is different from your social security number, check the appropriate box

Marital Status

  • Click the hamburger patty icon and select the status which best applies from drop down menu

Number of Allowances  

  • Type in the total number of allowances you are claiming
  • Enter the additional amount, if any, you want withheld from each paycheck 
  • If you are exempt check the appropriate box 

To complete the form, check the I agree box and click the submit at the bottom of the page.

On the left hand side of your Workday home page you will see your Workday inbox. Open Complete Form I-9.

  • Review and confirm the information that has been auto-populated.
  • Check the box that best describes your citizenship status  
  • Under Signature of Employee check the box I agree
  • Check appropriate Preparer and/or Translator Certification information

Submit Complete Form I-9 task by clicking the submit button. Then click Done.

On the left hand of your workday home page you will see your Workday inbox. Open Provide I-9 Documentation: Complete Form I-9.

  • Please read the instructions, stated in the task: “This step is a reminder for you to provide documentation to support your Form I-9 submission. Student employees should present their documents to the Student Employment Office. All other employees should present their documents to the Human Resources Office. You must submit this To Do step to complete this task and have the process continue.”

Submit Provide I-9 Documentation: Complete form I-9 task by clicking the submit buttonThen click Done.
 

On the left hand side of your Workday home page you will see your Workday inbox. Open Change Emergency Contacts.

Primary Emergency Contact

  • Legal Name - Click the pencil icon to enter the legal first and last name. To save legal name, click the check mark icon 
  • Relationship - Click the pencil icon to add relationship. Click on the hamburger patty icon. Select the relationship between you and your emergency contact from the drop down menu. To save relationship click the check mark icon 
  • Preferred Language - Not Required

Primary Address 

  • Click Add to add Primary Address
  • Country - This section automatically defaults to United States of America. If you need to update, click the hamburger patty icon and select desired country from the drop down menu
  • Address Line 1 - Type street number and name 
  • Address Line 2 - Add apartment number, if applicable
  • City - Type city name 
  • State - Click the hamburger patty icon and select state from the drop down menu 
  • Postal Code - Type postal code 
  • County - Not Required
  • Type - Click the hamburger patty icon and select one, home or work
  • Details - Not Required
  • Save Primary Address by clicking the check mark icon 

Primary Phone 

  • Click Add to add Primary Phone
  • Phone Device - Select one from drop down menu 
  • Country Phone Code - Defaults to United States of America, if you need to update click on the hamburger patty and select the most appropriate 
  • Phone Number - Type in phone number, including area code
  • Phone Extension - Add phone extension, if applicable
  • Type - Click the hamburger patty icon and select one, home or work
  • Details - Not Required
  • Save Primary Phone by clicking the check mark icon

Primary Email 

  • Click Add to add Primary Email Address
  • Enter email address
  • Type - Click the hamburger patty icon and select one: home or work
  • Details - Not Required
  • Save Primary Email by clicking the check mark icon

Not Required

  • Additional Phone
  • Additional Email
  • Primary Instant Messenger
  • Primary Web Address
  • Alternate Emergency Contact

Submit Change Emergency Contacts task by clicking the submit buttonThen click Done.

On the left hand side of your Workday home page you will see your Workday inbox. Open Disability Insurance.

  • Enrollment in the Voluntary Disability Insurance (VDI) plan is automatic

Submit Disability Insurance task by clicking the submit button. Then click Done.

On the left hand of your workday home page you will see your Workday inbox. Open Review Documents.

  • Please read the instructions stated in the task, “Please review the California Labor Code Sections 221 and 224, read the signature statement below, and acknowledge below.”
  • Check the box labeled I agree

Submit Review Documents task by clicking the submit button. Then click Done.
 

Only benefits-eligible employees will receive the Change Benefit Elections task. Staff hires will receive the task after their start date. Full-time faculty will receive the task 30 days prior to their start date. If you require assistance with completing these tasks please contact Human Resources by calling 415-422-4990 or emailing humanresources@usfca.edu.

Access to USF Email

The day after completing your onboarding tasks, you will receive an email with your username and instructions to login to myUSF, the University's enterprise portal and central authentication system. MyUSF provides access and single sign-on (SSO) to a multitude of applications and services, such as the University’s intranet, your University email account, employee information, and more. If you have technical questions, please contact the ITS Help Desk at itshelp@usfca.edu or at (415) 422-6668.

USF One Card

One Card is the official campus ID card at the University of San Francisco. New employees are able to obtain their One Card after submitting supporting documentation in person to the Human Resources department. A USF One Card is an important part of campus life. One Card services include:

  • Personal Identification: Your USF One Card identifies you as a member of the USF community
  • Building Access: Your USF One Card serves as a key-card that verifies eligibility and unlocks doors for access into buildings and rooms
  • Library Privileges: Your USF One Card provides access to campus libraries and book-borrowing privileges

 USF One Card

New Employee Orientation and Welcome

Human Resources conducts orientation sessions to help new faculty and staff get connected to the community and processes at USF. We recommend attending orientation during your first week so that you have the information required to submit benefits enrollment paperwork within your first 30 days.  

New Employee Orientations

Additional Questions

If you have additional questions before your first day at work, please contact our office by calling 415-422-4990 or emailing humanresources@usfca.edu. We look forward to welcoming you to campus.