New Hires: Onboarding Guidance for Leaders

Key Steps to Complete Before Your New Hire’s First Day

Managers should be aware of the following requirements for all new faculty, staff, and non-student temporary employees. For additional information regarding the student employment process, visit studentemployment.wfu.edu.

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Pre-Employment Screenings 

Employment at the University is contingent upon satisfactory completion of pre-employment screenings, which may include criminal background checks, drug screenings, driving record checks and/or financial credit checks as applicable. Incoming colleagues will receive an email from our pre-employment screening vendor and will need to submit the requested information in a timely manner. Incoming colleagues may contact askHR@wfu.edu for assistance with this process.

Workday and WFU Google Mail

Incoming colleagues will be notified via personal email by our Information Systems team to claim their WFU email address and Google account once their Hire process successfully completes in Workday. These credentials provide them with single sign-on access to many internal systems, including Workday. Be sure to allow sufficient time within the first few days of employment to allow new colleagues to log in to Workday and complete onboarding tasks, available to them in their Workday Inbox. The initial tasks will include Government IDs, Personal Information, and Contact Information. Additional tasks such as tax withholding forms, benefit elections (if applicable), direct deposit set up, and more can also be found in the Workday inbox.

Complete Form I-9

Section 1 – Completed in Workday

If the incoming colleague is joining the Wake Forest community for the first time, or rejoining after an extended period of time, they are required to complete the Federal Form I-9 and e-Verify process. After completing the following tasks — contact change, edit government IDs, and enter personal information — the Workday inbox should be refreshed and, if required, Form I-9 will be generated in the Workday Inbox. 

Section 2 – Documentation Verification

The final step in the Form I-9 Process is to meet with Human Resources. Incoming colleagues have the option to meet with HR virtually or in person no later than the third business day following their first day of employment. Appointments are strongly encouraged and can be scheduled using this link.

If the new hire chooses to meet with HR virtually, they will be asked to:

• Upload copies of original and unexpired supporting documentation to Workday. Reference this job aid for instructions.
• During the appointment, they will need access to a computer or mobile device with a camera, and have available the same documentation that was submitted via Workday upload for the HR representative to view.
• Virtual appointments are available 9 a.m. to 4:30 p.m., Monday through Friday, and last about 15 minutes.

If preferred, in-person documentation verification is available in the I-9 Office, which is located in Reynolda Hall, Room 311, and is open 8:30 a.m. to 5 p.m. Monday, through Friday. The office is closed daily from 1 to 2 p.m. for lunch.

Please note the documentation verification step must be completed within 3 business days of your hire date regardless of the modality you choose.