New Employee Checklist

NEW EMPLOYEE CHECKLIST
Before New Employee Orientation (NEO)
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Gather required I-9 documentation to bring to NEO. The I-9 Employment Eligibility
Verification Form must be completed within 3 days of hire.
→ http://www.uscis.gov/files/form/i-9.pdf
You will need to provide proof of your eligibility to work in the United States. Your documents must be unexpired.
For a list of acceptable documents, see page 9 of the PDF link above.
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Complete the Health History Form (attached in your hire letter) and gather
documentation of any vaccines or bloodwork showing immunity to the
diseases below (to bring to NEO):
Requirements:
Hepatitis B
Measles
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Mumps
Rubella
Chickenpox
Tdap
Tuberculosis
Influenza
Start thinking about your commute with UW Transportation Services
→Contact UW’s Commute Concierge service
Get personalized commute planning assistance, information about your options, and answers to all your commuting
questions in person at the University Transportation Center (3745 15th Ave NE, Seattle, WA 98105), over the phone
at (206) 221-3701, or online at http://www.washington.edu/facilities/transportation/commute-concierge.
Note: You will not be able to obtain a Husky Card (required for UPass program and some parking products) or
purchase transportation products (i.e. UPass, parking products, etc.) until your employment actually begins.
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Start learning about your benefits package
→ Benefits summaries: http://www.washington.edu/admin/hr/benefits/benefits-summaries.html
→ Benefits Orientation Packets:
http://www.washington.edu/admin/hr/roles/newee/benorient/packets.html
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Discuss Benefits Orientation options with your manager. Choose a Benefits
Orientation date if attending an in-person orientation is the best option for you
→ Benefits Orientation info: http://www.washington.edu/admin/hr/roles/newee/benorient/index.html
You will need your NetID to register for an In-Person benefits orientation. More information on login account set-up on
page 4).
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Prepare for NEO
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Bring Photo ID and required documentation for I-9 and Employee Health (see first & second items above)
Decide how you will get to NEO
→ UW Tower Auditorium: 4333 Brooklyn Ave NE, Seattle, WA 98195
→ Getting here: http://www.washington.edu/facilities/uwtower/getting-here
Plan to arrive a little early. The Auditorium will open at 7:00 am. If you arrive before 7:00, you are welcome to
wait in the cafeteria located just around the corner from the Auditorium. Check-in, badge photos and light
refreshments (i.e. coffee, tea, pastries) will be available in the Auditorium from 7:00 am- 7:40 am. Official,
required content begins at 7:45 am. If you miss badge photos, please work with your supervisor or manager
to obtain your badge at your Medical Center’s badging office.
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Prepare for badge photos (do your hair ☺). Our Professional Image Policy requires Business Casual Attire
(e.g. no blue jeans, tank tops, or flip flops).
Bring a sack lunch or money to purchase lunch in the U-District. Fridges/microwaves and open seating are
available in the UW Tower Cafeteria for those who prefer to bring their own lunch. For those who would prefer to
purchase lunch, there is a small café offering soups/sandwiches in the Tower Cafeteria. There are also several
excellent and affordable choices of restaurants located within a few blocks of the UW Tower. Yelp.com is a great
tool for exploring options.
NEW EMPLOYEE CHECKLIST
At New Employee Orientation (NEO)
Or as soon as possible unless otherwise specified
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Meet with Union (if applicable)
→ WFSE, SEIU 925 or 1199NW:
All Closed Shop unions require membership as a condition of employment. Meet with your Union Steward or
Representative during the NEO module fair or at your work site to help you fill out your Dues Deduction Form and
learn about your union.
→ WSNA:
After meeting with your WSNA Steward or Representative, decide whether or not you want to join WSNA. If you want
to join the union, fill out a Dues Deduction form during the NEO Module Fair. If you want to "opt out" of the union, write
a letter of declination. Turn in a copy of your letter to HR and your union. If you have questions, talk to your union
steward during the NEO module fair or call HR. Your union steward is Ed Zercher, 206-575-1908, ext. 3022.
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Complete the I-9 Employment Eligibility Verification Form (must be completed within 3
days of hire)
Show proof of your eligibility to work in the United States at New Employee Orientation (NEO). If your first day falls on
a non-NEO day, visit your HR office. Your documents must be unexpired. For a list of acceptable documents, see
page 9 of this link: http://www.uscis.gov/files/form/i-9.pdf
→ At New Employee Orientation or in the HR Office
→ Harborview Medical Center (HMC) HR Office: PS2100, 206-744-9220
→ UW Medical Center (UWMC) HR Office: BB150, 206-598-6116
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Obtain Medical Center ID Badge
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Meet with Employee Health
→ At NEO (photographers available from 7:00 am- 7:45 am)
→ HMC ID Badge/Parking Office: HMC 8CT68, 206-744-3254, M-F 7:00-4:30
→ UWMC Public Safety Office: UWMC BB120 (near the Plaza Café), 206-598-5275, M-F 7:30-4:30
→ NEO Module Fair: Employee Health Station
At New Employee Orientation, you will have the opportunity to meet with an Employee Health nurse. During your
interview Employee Health will:
1.
2.
3.
Review your documentation
Provide Tuberculosis screenings
Provide you with an action plan to help you complete your outstanding requirements
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Plan your commute
→ UW’s Commute Concierge service
Get personalized commute planning assistance, information about your options, and answers to all your commuting
questions in person at the University Transportation Center (3745 15th Ave NE, Seattle, WA 98105), over the phone
at (206) 221-3701, or online at http://www.washington.edu/facilities/transportation/commute-concierge.
→ Harborview Parking Office: HMC 8CT68, 206-744-3254, M-F 7:00-4:30
→ UWMC: University Transit Center: 3745 15th Ave NE, Seattle, WA 98105; 206-221-3701; M-F
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Obtain Husky Card (Classified & Professional Staff only)
You must get your Husky Card BEFORE you sign up for UPass (UW's Public Transportation option). Call the Husky
Card Office with questions or for eligibility: 206-543-7222 or visit the husky card website:
https://www.hfs.washington.edu/huskycard/Default.aspx?id=350. Bring photo ID to NEO or take photo ID and
your Employee ID # (EID) to one of the following locations:
→Husky Card Office @ Odegaard Undergraduate Library: Red Square
→HMC ID Badge/Parking Office: HMC 8CT68 or
→UWMC Public Safety Office: UWMC BB120 (near the Plaza Café)
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Set up your Login Accounts (At NEO, nursing orientation, or independently)
For more information about these two Login accounts, please see pg. 99 of your NEO workbook
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1. Set up Your UW NetID Login Account
(If, as a past student or employee you already setup a UW NetID, and you remember your username you can skip this step, even if
you don’t rememeber the password. If you have never set-up a NetID or if you don’t remember your username follow these steps to
have it displayed to you.)
1. Visit https://uwnetid.washington.edu/newid
2. Select “I have a UW NetID but no password” and click [Next>].
3. Select “UW Medical Centers Personnel” and click [Next>].
4. Provide required personal information, and then follow the onscreen instructions to set your UW NetID password, security
questions, and UW Email.
(If you receive the error message stating that the information you provided does not match our records, try using the PAC code that
may have been included in your hardcopy offer letter. If you have not received a PAC code with your hardcopy offer letter it indicates
an account has already been set up for you and if you continue to have difficulty creating a login please contact UW-IT at 206-2215000. If you do have a PAC code, go back to the Confirm your Identity screen, select “UW Faculty, Staff, Retiree or Affiliate
Employee”, and follow the onscreen instructions. You will also need to contact your Manager to ensure they have requested a UW
Medicine account for you.)
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2. Set up Your UW Medicine Login Account
1. Visit http://myuw.washington.edu
2. Click “Log in with your UW NetID”.
3. Log in with your UW NetID, if you are unable to login, contact UW-IT at 206-221-5000.
4. Click the “Change your UW Medicine Password” link located in the UW Medicine Computing Services section.
(If you do not see the UW Medicine Computing Services section you will need to contact your Manager to ensure they have requested
this account for you)
Continued on next page.
5. Confirm your identity by checking the box next to your name and clicking [Next].
6. Select Retrieve your password and follow the onscreen instructions to view your initial temporary password, and then change
it.
NEW EMPLOYEE CHECKLIST
After New Employee Orientation (NEO)
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Complete New Hire forms
→Items 1-3 below: http://www.washington.edu/admin/payroll/ess/ess.cgi
□ 1. Employee Contact Information
□ 2. Direct Deposit
□ 3. W4 (taxes)
□ 4. Affirmative Action Data Form
Make sure to provide your local address and emergency contact information.
You will need Bank Account & Routing Number.
Enter the number of allowances you will claim. This number will affect your tax withholding.
This information will be kept confidential and will be maintained separately from your employment materials as
required by law.
→ http://ap.washington.edu/eoaa/forms/aadf/
□ 5. Prior Service Credit Form (only if you have worked for the State of Washington before)
If you have worked for the State of Washington before, you may be eligible to reinstate previously accrued sick
leave and/or reinstate your prior annual leave accrual rate. Contact HR with questions.
→ http://www.washington.edu/admin/hr/roles/mgr/leaveholiday/prior-service.html
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Visit Employee Health & meet requirements (within 2 weeks)
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Complete action items specified by Employee Health at NEO.
→ Harborview Employee Health Office: 1EC21, 206-744-3081, M-W 7:15-5:00, Th-F: 7:15-4:30
→ UWMC Employee Health Office: NE210 (near the Emergency Department), 206-598-7971, M-F 7:30-4:30
Complete a benefits orientation
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→ Benefits Orientation info: http://www.washington.edu/admin/hr/roles/newee/benorient/index.html
Register/attend In-person orientation. NetID required. OR
Complete online orientation
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Choose Benefits options (within 30 days)
Contact the Benefits Office directly with any questions regarding benefits eligibility, coverage, or forms at 206-5432800. You can turn your forms in by physically dropping them off at the Benefits Office, or by sending them via US
Mail.
→ Benefits Information: http://www.washington.edu/admin/hr/benefits/index.html
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Read/Sign “Privacy and Confidentiality Security Agreement” (in your NEO
workbook)
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Turn it in to your manager on your first day of regular work. An electronic copy can be found on the UW Medicine
Compliance Website:
→ http://depts.washington.edu/comply/privacy.shtml → Form PP-04 Attachment A
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Read/Sign Integrity at Work Booklet (in your NEO workbook)
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Turn it in to your manager on your first day of regular work. An electronic copy can be found on the UW Medicine
Compliance Website:
→ HMC: http://depts.washington.edu/comply/docs/HMC_Integrity_at_Work.pdf
→ UWMC: http://depts.washington.edu/comply/docs/UWMC_Integrity_at_Work.pdf
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Take online HIPAA and Corporate Compliance training (within 60 days)
→ Departmental Workstation
Your manager will register you for training and will provide time and space for you (at work) to complete this
mandatory training. It takes most people between 3-4 hours to complete.
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Review Administrative Policies and Procedures (APOPs) with manager
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Discuss: Professional Image Policy, Inclement Weather Policy, Social Networking Policy, Smoke/Tobacco Free
Policy, and Professional Conduct Policy. Are there other important APOPs for your department?
→ The Intranet:
HMC: https://hmc.uwmedicine.org/sites/Policiesprocedures/Pages/Policyhome.aspx
UWMC: https://uwmc.uwmedicine.org/sites/policiesprocedures/pages/default.aspx
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Review Patients Are First Website with your manager
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Discuss: Pillar Goals, Service Culture Guidelines, Key Words at Key Times (AIDET)
→ The Intranet: https://depts.washington.edu/pts1st