New Hire Checklist for Student Employees

USF staff member


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

Provide your Form I-9 Supporting Documentation to Student Employment Office

With the launch of USFWorks, the Student Employment Office no longer accepts paper I-9s. Instead, a digital Form I-9 is submitted during the USFWorks onboarding process. All employees, including international and domestic students, must have a valid Form I-9 on file with their employer. On or before your first day of work, all student employees are required to meet with a Student Employment Representative 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 and could result in termination. If your work location will be at an additional campus or other location, please contact Student Employment by calling (415) 422-6770 or emailing stuemp@usfca.edu to coordinate arrangements to provide documentation to a local Student Employment representative. 

Verifying I-9 Documentation Digitally: 

Under normal circumstances, federal law mandates in-person verification of the employee's original documents by a representative of the Office of Student Employment. However, with the recent campus closure and per guidelines from the United States Citizenship and Immigration Services (USCIS), the initial document verification process will be completed digitally.

Student employees will either upload images of their supporting documentation to their Workday "Edit Government IDs" task or email the office for information about sending the images via USF's Secure Mail feature. Per updated USCIS guidelines, all student employees whose documents are verified digitally will be required to bring the original documents into the Student Employment Office for in-person verification within three days of our reopening(If uploading your documents in Workday, please email StuEmp@usfca.edu to alert us.)

When you have submitted all 10 onboarding tasks and within three days of your hire date, contact the Office of Student Employment to ensure that your I-9 documentation is received and logged successfully.

Onboarding Notifications from USFWorks

Shortly after accepting your offer, you will receive two emails from USFCA: "New Temporary Account Information and "New Temporary Login Password." The link in the former email is the only link that will allow you to access USFWorks until your onboarding is complete. Once you have signed in and changed your password, please complete all onboarding tasks. If you require assistance resetting your password, please follow these instructions (PDF). If you do not receive the onboarding emails within three business days of accepting your employment offer, please contact Student Employment by calling (415) 422-6770 or emailing stuemp@usfca.edu.

*Helpful Hint: Until all onboarding requirements have been submitted, your USFWorks account is temporary. To access the temporary account, search the phrase "USF temporary account" and use the provided link. Be sure to flag the initial email ("New Temporary Account Information") for ease of access to the temporary account! The links found in all subsequent onboarding emails (those alerting you of a task awaiting action or submitted) do not grant access to the temporary account.

*ReminderEmployees are unable to log their hours for payment until they've completed the onboarding process, including presenting your original documents to a Student Employment Representative to complete the Form I-9. Help us pay you by completing your new-hire requirements on or before your first day of work!

ONBOARDING TASK INSTRUCTIONS

The first three tasks will be awaiting submission in your inbox. After these three tasks have been successfully submitted, an orange "Refresh" button will appear. Please refresh your inbox to move forward with and complete the onboarding process.

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
  • You may also use Workday's "quick search" function by typing the first three (3) letters of each word and pressing enter. For example, typing "uni sta" and pressing enter will cause "United States" to populate.

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) 
  • If you do not yet have an SSN, you will enter a Temporary SSN (000-00-0000). Instructions and deadlines for obtaining an SSN can be found on our Checklist for International Student Employees, or by contacting the ISSS Office

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 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 Enter Contact Information.

Address

  • Click the pencil icon, confirm/correct your address (please use a local mailing or street address in California for taxation and other purposes; if you do not have an address in California, please use the USF address provided in this task)
  • 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 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 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.

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 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. (An allowance on your Form W-4 tells your employer how much to withhold from your paycheck for taxes. The lower the number of allowances, the higher the amount withheld for taxes. The Personal Allowance Worksheet (page 3) from the Internal Revenue Service (IRS) can be very helpful. You may also want to consult with a trusted tax-payer or a tax-professional.)
  • 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 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 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 of your workday home page you will see your Workday inbox. Open Review Documents.

  • Please read the instructions stated in the task--although providing the information is optional, submitting the task is required. If you do not wish to provide this information, please select the option "I do not wish to self-identify"
  • Click the hamburger patty icon and select the one that best applies

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.

 

But wait--you're not quite done! As this task indicates, your final employment authorization, which unlocks your timesheet, must be completed by a Student Employment Representative. After submitting this task, contact our office to confirm whether you have uploaded the document images to your Workday tasks or will be emailing the images via Secure Mail.

The most common identification documents that students provide are:

 

Domestic students (please select the appropriate document(s) from one of the bulleted items below):

  • US Passport
  • Social Security Card plus photo ID card
  • Birth Certificate plus photo ID card

International students (please bring each of the bulleted items):

  • Foreign Passport
  • I-20 (F-1 Visa) or DS-2019 (J-1 Visa)
  • Current US Visa
  • Most Recent I-94 (you can locate this form online!)

When you have submitted all onboarding tasks and your employment has been authorized by the Student Employment Office, your USFWorks account will sync with MyUSF and you will be able to log hours and submit your timesheets. 

Please review our Timesheets and Benefits guide for important information that will help ensure you're receiving your paychecks on time.

Additional Information for International Students

If you are an international student, please review our International Student Employee Checklist for additional requirements. 

Additional Questions

If you have additional questions before your first day at work, please contact our office by calling 415-422-6770 or emailing stuemp@usfca.edu. We look forward to welcoming you to the USF Student Employment community.