New Employee Onboarding Guide
During your first weeks here at WSU there will be a lot for you to do, from entering your payroll information and choosing your benefits in Workday, to meeting your team, getting access to the systems you need to do your work, and acclimating to the Coug culture.
This onboarding guide clearly sets out the actions you need to take and shares the resources and instructions to help you do them successfully.
Ready? Go Cougs!
Confirm your employee profile and setup your payroll info
Select a heading below to open the panel for more info.
Workday is the system of record for WSU’s financial and employee information. It holds employees’ personal information for use in reporting, benefits, pay, and other critical HR processes.
Employees should double check their information to ensure accuracy.
Do this first…
Log in to Workday at workday.wsu.edu.
Do these next…
In Workday, go to your Workday My Tasks inbox and take action on the following:
- Complete your I-9 Employment Verification Form (required on the first day of hire)
- Complete Federal Withholding Elections on the W-4 form so the University can calculate the withholdings from your paycheck for federal taxes
- Complete State and Local Withholding Elections on the W-4 form (if applicable) to let the University know how much to withhold from your paycheck for state and local taxes
- Note: Not all states have state taxation
- Complete your direct deposit elections so your salary and expenses go to your requested bank account
- Finalize all hire documentation
Wrap up…
Access your Workday employee profile:
- Review personal information such as name, emergency contacts, Date of Birth, and social security number (SSN) number
- Check home contact and work location information
Check your home address
Having a correct home address is crucial to the following:
- Benefit plan eligibility
- Receiving mailed checks for expenses – Direct Deposit election is recommended
- Resident tax jurisdiction, as well as work tax jurisdiction when working from home with an updated alternate work location
Employee surveys
As part of our commitment to equal employment opportunity efforts, our institution surveys all employees. Submission of ethnicity, Veteran Status Identification, and Self-Identification of Disability information is entirely voluntary. We do, however, appreciate your assistance in responding to this information. The results of this survey are held in Workday with strict security regarding visibility.
Employees are requested to review their equal employment opportunity information and, if necessary, to respond to the survey by adding this information in the system.
- Learn about the tools and navigation options in Workday, how to log in, and how to reach your employee profile page
- Review this guide to help you refine your Workday searches
- Understand how to access and take actions in your Workday My Tasks inbox
- Learn how to modify your personal information such as preferred name, legal name, Veteran status, contact info, and emergency contacts
- Review how to change your home contact information
- Learn more about how WSU manages your personal information in this Workday Touchpoints article
- Complete Federal Withholding Elections
- Complete State and Local Withholding Elections
- Learn how to complete your direct deposit Payment Elections
- Learn how to find your payslip in Workday and how to read and understand your payslip.
- Visit the Payroll Services tax information page for more resources
- Go to the Workday for Employees page for a curated list of important reference guides and resources for the key actions employees need to take in Workday
Learn about your department and day-to-day activities
Select a heading below to open the panel for more info.
Leading up to your first day, learn about your department’s expectations by contacting the supervisor who hired you or the HRS Service Team for your area. Some questions you could ask:
- What is the preferred attire in the area or department?
- Will I have a schedule for my first days, for things like meetings and required trainings?
- Should I bring any paperwork or other documents with me on my first day?
Connect with your supervisor during your first week to learn more about the responsibilities, challenges, and expectations of your position. Ask questions such as:
- What trainings are required for my new position? How soon do I need to complete them? (Find information on training time and policies on the Training website.)
- Which policies should I become familiar with in my first weeks?
- What projects will I be working on to start with?
The CougarCard is your official University ID card and is needed for building access.
For those unable to obtain their CougarCard in person from one of our campuses, please order your card online.
Start to get to know WSU
Select the heading below to open the panel for more info.
- Learn about parking and getting around at your WSU campus location.
- Review WSU’s benefits offerings.
- Find out about leave programs and the medical leave and accommodation options available to WSU employees.
- Learn about parent and caregiver resources at WSU.
- Find out the dates of WSU holidays.
- Learn about how WSU integrates principles of fairness and equality into all University activities and practices.
- Find pay dates, direct deposit information, and more on the payroll services website.
Learn how to use Workday
Select a heading below to open the panel for more info.
In Workday, do the following:
- Verify your compensation
- Know how to:
- Access Workday reference guides and the Workday Service Desk
- Stay informed about Workday news and updates
- Learn how to:
- Enter and submit time worked (if applicable)
- Request time off
- Understand what regular tasks you need to perform in Workday
- Know which security roles and assignees support you in Workday
- Confirm your supervisor and supervisory organization information is correct
For all new employees
- View your compensation in the Benefits and Pay app
- Learn the three ways you can reach the reference guides you need when you need them
- Discover three ways to stay informed with the latest Workday news and updates
- Review the accessibility features in the Workday reference guides and learn how WSU ensures their Workday reference guides are accessible and usable for all
- Learn how to enter and correct time worked for those who need to do so
- Need to take annual or sick leave, or another type of leave?
- Learn how to request and correct time off
- Learn who supports you and your team in Workday. For example, this guide helps you find who your HR Partner or Time Approver is
- Review the Workday for Employees page for a curated list of important reference guides and resources for the key actions employees need to take in Workday
For new employees who are managers
- Approve time and enter and correct time on behalf of an employee
- Approve Time Off and Leave of Absence
If your job entails finance and HR related tasks, review the following links:
- Workday for Finance – Curated list of important reference guides and resources for the key actions finance process initiators and approvers, and Grants and Gift Managers need to take in Workday
- Workday for Human Resources – Curated list of important reference guides and resources for the key actions HR Partners, Recruiters, Time Approvers, and Timekeepers need to take in Workday
- Workday for Payroll – Curated list of important reference guides and resources for the key actions departmental payroll personnel need to take in Workday
Understand your benefits and make your elections
WSU offers a comprehensive benefits package with options to best fit you and your families’ needs. Visit the HRS Benefits page for information regarding plans, eligibility, and other benefits.
New employees make their benefit selections in Workday and the Benefits related tasks can be found in your Workday My Tasks inbox as part of your onboarding tasks.
For step-by-step instructions for making your benefits election, review the instructions for enrolling in benefits in Workday.
Start your online orientation course
All new employees are assigned an online orientation course that introduces WSU’s proud history, our campuses, and the values that shape everything we do.
The course shares tools and resources to help you succeed and is available through our employee online learning system, Percipio.
You can access the course the day after your hire date. If you have trouble accessing Percipio, contact HRS’ Learning and Organizational Development team.
Have you made your benefits elections?
Make sure to finish benefits selections in Workday within the election window to receive preferred coverage. If no election is submitted, employees are default enrolled into medical and dental insurance, employee only coverage, with a tobacco surcharge.
Most benefits elections must be made in your first 31 days.
For step-by-step instructions for making your benefits election, review the instructions for enrolling in benefits in Workday.
Can you find your payslip and other info in Workday?
Select the heading below to open the panel for more info.
- Review the instructions for enrolling in benefits in Workday
- Learn how to find your payslip in Workday and how to read and understand your payslip
- Review several ways to view your Time Off balances and accruals in Workday
- Learn how to opt out of receiving a paper W-2
Are you getting to know your department?
Select the heading below to open the panel for more info.
- Review your position description with your supervisor to:
- Clarify your roles and expectations
- Learn about your new job and the WSU community
- Learn about WSU’s annual performance review and management process and the employee recognition programs.
A core part of being a Coug is collaborating with your colleagues and peers across the university.
In your first days at WSU, meet your new coworkers and those in the areas and departments you will interact with on a regular basis.
Grow your knowledge of WSU
- Fuel your curiosity with WSU’s professional development opportunities from on-demand courses to the annual, two-day Elevating Cougs event.
- Review the employee policies for your position, including information on classification, compensation, disciplinary action, review, and evaluation.
- Learn how WSU integrates principles of fairness and equality into all university activities and practices.
- Refer to Compliance and Risk Management for information on the appropriate use of state resources.
- Learn about public records handling on the Public Records website.
- Sign up for emergency notification alerts and access other safety resources.
Employee Benefits
Learn about the employee benefits WSU offers, including details on health insurance, open enrollment and forms.
Medical Leave and Accommodation
Information and resources for the available medical leave and reasonable accommodation options.
Payroll Services
Find pay dates, direct deposit information, and more on the payroll services website.
Parking & Transportation Services
Learn about parking options and permits, find maps, and explore transportation alternatives.
Employee Assistance Program
The Washington State Employee Assistance Program (EAP) is a free, confidential program that promotes the health, safety, and well-being of public service employees across Washington state.
Onboarding Help
During onboarding you may have a lot of questions. The following sections direct you to the right places for the answers you need.
Select a heading below to open the panel for more info.
Having trouble with your WSU credentials and can’t access Workday? Submit a help ticket at the Crimson Service Desk.
If you can log in and have questions about using Workday you can either:
- Submit a help ticket at the Workday Service Desk
- Visit the Workday for Employees page on the Modernization website and review the important reference guides and resources for the key actions employees need to take in Workday
If you have payroll questions you can either:
- Submit a Payroll ticket at the Workday Service Desk
- Email Payroll Services at payroll@wsu.edu
If you have questions about your day-to-day activities or your department, your supervisor is your primary contact.
If your questions are HR related, contact the department’s HR Partner helping you with your onboarding.