As the HCM Action Initiator it is part of your responsibility to support the new hire throughout this process and to follow up as needed to make sure all the hiring and onboarding tasks are completed.
- Provisioning Timeline
- Provisioning for new hires will begin 45 days before the start date. Rehire/Former worker will need to contact OTS for NetID password reset.
- Definition:
- New Hire – An individual who does not have an Employee ID or a Peoplesoft ID.
- Former Employees – Individuals without a record in Workday but who have a Peoplesoft ID must contact OTS to reset their NetID.
- OTS Email
Once provisioning is complete, the new hire will receive an email from CallCenter@ubalt.edu that includes:
- The employee’s NetID.
- A link to create a password on the Self Service Password Page, along with instructions.
- An explanation that many systems require the extended version of the NetID, which includes the @ubalt.edu domain (e.g., IDXXXX@ubalt.edu).
- Instructions for setting up Multi-Factor Authentication (MFA).
- OTS contact information for any questions or technical issues.
- Logging into Workday
- After completing the NetID setup, the new hire can log in to Workday using this link: Workday Login
- Workday Hiring
- The hiring process is complete once the new hire signs their contract in Workday.
- Important: Onboarding is a separate business process that launches after the contract is signed. Onboarding must be completed for the new hire to not have a payment delay.
- Workday Onboarding Tasks
- Once the contract is signed, the Review Documents task will be triggered and appear in the new hire’s Workday Inbox. This task is to review and acknowledge UBalt’s policies and procedures.
- Important: This task must be completed in order for the rest of the Onboarding tasks to launch.
The new hire will then see the following tasks in their Inbox:
- To Do: Complete Payroll Forms*
- Complete I-9 Form**
- Change Emergency Contacts
- Change My Photo (Optional)
- Provide Social Security Number (SSN)
- Update Names, Personal Info, and Contact Info
- To Do: Add Education and Provide Official Transcripts (Optional based on position)
- Change Veteran Status Identification (Should not launch for Temporary employees)
- Change Self-Identification of Disability (Should not launch for Temporary employees)
| *Payroll Forms |
**I-9 Documentation |
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Submission:
- Forms must be submitted either in person to OHR (Office of Human Resources) or mailed.
- W-4
- MW507
- Direct Deposit Form
- W-4 and MW507 can be typed or handwritten.
- The Direct Deposit form must be typed.
- All forms require a wet signature.
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Submission:
- Forms must be submitted either in person to OHR (Office of Human Resources) or mailed.
- I-9 documents must be from the list of acceptable documents. Please click here for a list of acceptable documents
- Original documents must be presented in person to OHR.
- If the new hire cannot arrive in person, notarized copies can be mailed.
Important: I-9 documents must be submitted no later than 3 business days after the new hire’s start date.
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- Workday Reports to run to check on the status of your new hires.
- RPT077 HCM Onboarding Status Summary (shows onboarding progress)
- RPT188 HCM New Hires Missing an Electronic Form I-9