New Hire Onboarding Checklist
Benefit Eligible Faculty Hires and Non-Benefit Eligible Hires
Prior to Start Date:
Task
Responsible Party
Make verbal offer; obtain:
 DOB, SSN, Middle Initial
Complete the Background Check form and forward to Human Resources.
Prepare the Offer Letter/Contract and send to new employee:
 Offer letter and contract is required for benefit eligible faculty
 Contract is required for limited term lecturers
 Grads, temporary, and student employees do not require offer letter
or contract
Send offer letter, contract, and required employment forms (I-9 info, Form
13, W-4, WH4, Direct Deposit, Parking Deduction form and Self-Identification
Compliance form) to employee for completion and return to department. HR
Processing Documents
If benefit eligible faculty hire-send offer letter, fully signed contract, and all
processing forms to Human Resources. Maintain a copy of the offer letter
and contract for departmental records. (Note: Do not keep copies of any
other processing forms).
If the employee is a non-benefit eligible hire, send all processing forms to
Human Resources.
Prepare PA Form and route for signatures. Ensure Human Resources has
received fully executed PA.
If new faculty hire requires IMMEDIATE access to e-mail and the PUC network,
complete the request for privileges process. This will assign the new hire a
PUID# and a career account username and password. This process enables
the new hire to gain this access in unique situations when waiting for the PA
to be routed and entered into SAP does not allow the new faculty member to
be productive in a timely manner.
Request for Privileges
Prepare Network Request Form (Form 51), sign as Authorizing Signature and
fax to IS Operations. Hold original then provide to new hire on start date.
Network Access/Email Account Request (Form 51)
Prepare a Request for Access to University Facilities (Key request) form and
fax to University Police Department. Keep original in department files.
Request for Access to University Facilities (Key Request)
For benefit eligible faculty, request a nameplate/door sign and submit to
General Services
If applicable, contact Information Services at Ext. 2888 to arrange for phone
extension, voice mail account and long distance PIN.
If new hire will require access to Banner, the department head must send an
email request to Cheryl Arroyo, cheryl.arroyo@purduecal.edu
If new hire will require access to OnePurdue, contact Heather Runyan at
x1106
Prepare new hire’s work space with desk, computer, phone, printer, office
supplies
If applicable, order business cards and/or stationery.
If applicable, make arrangements for new employee to receive work
uniform/shoes/safety glasses etc.
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By the New Hire’s Start Date or on the New Hire’s Start Date:
Task
Responsible Party
Contact Information Services to ensure network access, e-mail, career
accounts have been created.
Give copy of the parking permit application and the original Network Request
form to new employee.
Obtain official transcript from new hire verifying education required in job
posting (only applicable to postings that require a degree) and forward to HR.
Inform employee to go to Computing Operations – give operations the
original Network Request form to secure his/her network login and e-mail
account. Inform employee to go to the Police Department – with the parking
permit application to secure PUID Badge, parking access and keys.
Review the job description. Explain position responsibilities. Discuss your
expectations.
Discuss with new employee his/her work hours, the department’s office
hours, lunch hour, break times, and overtime policy/procedure (if applicable).
Departmental dress code and any other department-specific policies.
Who to call when ill or late reporting to work.
Orient the new employee to:
 His/her workspace. Phone, computer, printer, furniture, filing space,
supplies, nameplate.
 Locations of break rooms, restrooms, conference rooms, copier, fax,
mail stations.
 Use of fax machine, printers, copier, etc.
Train the new employee how to:
 Use the telephone and answer the telephone using the PUC
preferred greeting
 Log into the PUC Computer Network
 Use the basic features of Outlook E-Mail
 Log into the OnePurdue Portal
 Access and Use Employee Self Service in the OnePurdue Portal
 Sign Up for Alert Me! Text Messages
 Log into and use Pathlore – PUC’s training registration and tracking
program
 Record hours worked in Kronos (if applicable)
Assist employee in setting up voice mail and explain use of the long distance
PIN (if applicable)
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