Onboarding

Group 1 Tasks

Group 1 onboarding tasks prompt you to answer various questions. These tasks are received automatically once the onboarding process has started. All Employees will see these three tasks: State Veteran’s Preference, Direct Deposit Declaration and TRS ISD Onboarding Question. Those Employees hired into a Benefits eligible position will also receive the task: Onboarding Benefits Questions.

State Veteran’s Preference

1. Navigate to your inbox and select the first Hire task for selecting the Employee’s State Veteran Status.
2. Read the instructions. Then select whether or not you are a state veteran in the State Veteran’s Preference field.
3. Enter any comments, as needed.
4. Select Submit to continue to the next task.

Direct Deposit Declaration

1. On the next task Direct Deposit Declaration, enter whether or not you will be transferring funds outside of the U.S. with your direct deposit in the Are you Transferring Funds Outside the U.S. field. Note: You will not be able to enroll in direct deposit if you are transferring funds outside the U.S.
2. Select Submit.

TRS ISD Onboarding Status

1. On the next task, select your TRS ISD Onboarding Status.
2. Select Submit.

Onboarding Benefits Questions

1. On the next task Insurance and Retirement Eligibility Questions, answer the questions related to your benefits eligibility.Note: This task only appears in your inbox if the position you have been hired for is eligible for benefits.
2. Select Submit.

Once the last Group 1 task is submitted, select Refresh to generate Group 2 tasks.

Group 2 Tasks

Group 2 tasks will initiate after all Group 1 tasks have been completed. Group 2 tasks will prompt you to enter your personal Information, setup your contacts information, and enter your emergency contacts.

Enter Personal Information

1. Access your inbox and select the Enter Personal Information task.
2. In the Preferred Name section of the task, select the Use Legal Name As Preferred Name check box.
3. Enter the remainder of your personal information in the Change Personal Information section.
4. Select Submit.

Enter Contact Information

1. Select the Enter Contact Information task in your inbox.
   Note: The Usage field in the Home Contact Information is required, but not marked as such. 
2. Enter the required contact information as necessary.
3. Select Submit.

Change Emergency Contacts

1. Select the Change Emergency Contacts task in your inbox.
2. Enter information for your primary emergency contact as required.

Note: You must enter either a phone number or email address for at least one emergency contact.

3. Select Submit.

Once the last Group 2 task is submitted, select Refresh to generate Group 3 tasks.

Group 3 Tasks

Group 3 onboarding consists of the following tasks: Enter Social Security Number; Complete Federal Withholding Elections; Manage Payment Elections and Complete State and Local Withholding Elections (if in a state that collects income tax).

Enter Social Security Number

1. Access your inbox and select the Edit Government IDs task.
2. Enter your social security number by selecting the Plus Sign (+) icon in the National IDs section and then selecting Social Security Number in the National ID Type field.
3. Select Submit after entering your social security number.

Complete Federal Withholding Elections

1. On the Complete Federal Withholdings task, select your marital status and enter your withholding information as required.
2. Select the I Agree check box.
3. Select Submit.

Note: If you entered an address for a state that collects income tax, an additional task to Complete State and Local Withholding Elections will appear.

Manage Payment Elections

1. On the Payment Election Enrollments task, enter the the following information.
   • Payroll. This will default to Direct Deposit but you can elect to have a check.
   • Expense. This will default to Direct Deposit but you can elect to have a check.
   • Account Nickname. This field is optional but it is best practice add one (e.g. Personal Account).
   • Routing Transit Number. This number is located on the bottom of your check or is available from you banking information online.
   • Bank Name. Enter the name of your bank (e.g. Chase)
   • Bank Identification Code. Ignore this field.
   • Account Type. Select Checking or Savings.
   • Account Number. This number is located on the bottom of your check or is available from you banking information online.

Note: You can add additional bank accounts using the Add button that displays after confirming your first account.

2. Select Submit.

Complete State and Local Withholding Elections

If you entered an address for a state that collects income tax, an additional task to Complete State and Local Withholding Elections will appear in your inbox.

Once the last Group 3 task is submitted, select Refresh to generate Group 4 tasks.

Group 4 Tasks

Tasks in onboarding Group 4 will ask you if you self identify as disabled or as a veteran. You will also be required to complete and agree to several new employee notices for various policies. Group 4 onboarding consists of the following tasks:

• Review Required New Employee Notices
• Edit Passports and Visas (if a foreign national)
• Complete W-4 in GLACIER and Submit to Payroll (if a foreign national)
• Enroll in Electronic W-2
• Change Self-Identification of Disability
• Change Veteran Status Identification

Review Required New Employee Notices

1. Access your inbox and select the Review Required New Employee Notices task. The information that appears is provided to all new employees.
2. Review each notice and select the I Agree check box.
3. Once all notices have been reviewed and agreed to, select Submit.

Edit Passports and Visas

If you are a foreign national, you will receive the task Edit Passports and Visas.

1. To add a Visa, select the Plus Sign (+) icon under the Visas section. In the row that appears, fill in the following fields: Country, Visa ID Type, Identification #, Issued Date, and Expiration Date.
   
2. Enter any comments, as needed.
3. Select Submit.

Complete W-4 in GLACIER and Submit to Payroll

If you are a foreign national, you will also receive the To Do Complete W-4 in GLACIER and Submit to Payroll. Follow the instructions on the To Do and then select Submit.

1. Select the Enroll in Electronic W-2 task from your inbox.
2. After reviewing the information in the task, select the My Tax Documents  button to edit the way you receive your W-2.Note: Electing to receive your W-2 only in electronic form if preferred
3. Return to your Inbox task and Select Submit.

Change Self-Identification of Disability

1. Select the Disability Self-Identification task from your inbox.
2. Review the instructions and information included in the task and select the appropriate option.
3. Select Submit.

Change Veteran Status Identification

1. Select the Veteran Status Self-Identification task in your inbox.
2. After reviewing the information, select the appropriate option to represent your veteran status.
3. Select Submit.

Note: If you are a foreign national, there may be additional tasks to enter your passport and visa information, and complete your GLACIER registration. Complete these tasks as necessary.

After submitting all Group 4 tasks, you can move on to setting up your benefits elections.

Add Dependents

The following steps can be completed once the required Groups 1–4 tasks have been completed. For employees that are eligible for benefits, the following steps can be used to complete your onboarding procedures. If you do not have dependents, proceed to the Make Your Benefits Elections section below.

1. From your Workday Home Page, select the Benefits worklet.
2. In the Change section, select Dependents.
3. Select Add.
4. In the Reason field, select Add Dependent > New Hire.
5. Enter the required information for the dependent in the corresponding fields and select Submit. Once this task is completed, you will receive an additional task to add the required documents to verify your dependents.

Make Your Benefits Elections

After you have added your dependents, you can make all the necessary benefits elections.

1. Access your inbox and select the Change Benefits for Life Event task.
2. Select Let’s Get Started.
3. On the Update Your Information page, select the appropriate answer for your tobacco usage and the select Continue.
4. The next page displays sections for each of the benefits you are eligible for. Select Enroll/Manage for the coverage you want to add or change. Each coverage area displays instructions for how to set it up appropriately.
5. When you are finished with a specific coverage, select Continue to return to the main benefits page.
6. Once you have enrolled in all the coverage you need, select Review and Sign to continue.
7. On the next page, review all of your selected coverages.
8. If the elections are correct, scroll down to the bottom of the page and select I Agree.
9. Select Submit.

After you have submitted your benefits elections, you can review them from the benefits menu at any time. This process may trigger additional notifications once all the steps are completed. Notifications can be viewed by selecting the Bell icon.