New Hourly Employee Checklist

This checklist is to help new hourly employees and managers provide a smooth transition into employment at Texas Law.

    1. Payroll application: Please contact your professor’s faculty assistant (for students) or Texas Law HR (for other hourly employees) so that they can initiate the payroll application that you need to complete for your assignment.
      NEW: In the Fall, one form may be submitted for combined Fall and Spring Semesters, as long as it can be reasonably expected that the student will work both semesters. A separate form is required for summer assignments. Fall assignment end dates will default to January 15, Spring assignments end dates will default to May 31 to avoid additional paperwork if a student is reassigned for the following semester.
    2. If you are a new employee at UT or have not worked at the University in the last year, you will need to visit the HR office in TNH 2.119A or D to provide your employment eligibility verification (I-9 Form) documents. You can find a list of acceptable documents here: https://hr.utexas.edu/current/services/employment-eligibility-verification-i9-docs. This step must be completed prior to starting employment.COVID-19 Process Update
      1. Texas Law HR will email you a PDF of the I-9 form. You will complete section one twice, once in Workday after your assignment is finalized and you receive your onboarding email, and once on the paper form. Then any other adult around you can complete and sign section two thus certifying that they saw your original documents.
      2. Once that is done, you scan copies of the completed form and your documentation into PDF format and send it to Central HR at HRSC@austin.utexas.edu. In the subject line of your email the HRSC, please include “Form I-9, your name and your EID.” This will upload your documents directly to their secure request system so it will not sit in anyone’s email inbox where it could be vulnerable to hacking.
      3. UCIS has temporarily relaxed their requirements in which your documentation does not have to be viewed by an “authorized representative”, any adult (preferably a family member) can currently complete that task. All they are verifying is that you had the original documents, and that they are not expired or fake. Here is what they will need to do:
        1. Signature of Employer or Authorized Representative: Individual verifying documents must sign his/her name
        2. Today’s Date (mm/dd/yyyy): Date using same format
        3. Title of Employer or Authorized Representative: Individual must write/type “Representative”
        4. Last Name of Employer or Authorized Representative: Write/type “last name”
        5. First Name of Employer or Authorized Representative: Write/type “first name”
        6. Employer’s Business or Organization Name: University of Texas at Austin
        7. Employer’s Business or Organization Address (Street Number or Name): 1616 Guadalupe Street, Suite 1.408
        8. City or Town: Austin
        9. State: Texas
        10. ZIP Code: 78701
    3. Unless you are continuing employment with us, you will most likely receive an email requesting electronic authorization to conduct a background check. If you do not receive this email within 48 hours of presenting your I-9 documentation, please contact Texas Law Human Resources at TexasLaw-HR@law.utexas.edu.
    4. Once your assignment has been finalized, you will receive an email from Workday with instructions on how to complete your onboarding tasks, which you will find in your Workday Inbox. All onboarding steps should be completed within the first three days of employment, starting with your I-9 form, your payment elections, and your Federal Income Tax elections. If those elections are not completed by the first payroll deadline, any payments you earned will be processed as a paper check, which will be held at the Payroll Office for you to pick up with appropriate identification.
    5. Timesheets: It is of utmost importance for each employee to complete and submit timesheets on a weekly basis and at the end of each pay period (15th and last day of each month). This may involve submission of partial timesheets. Timesheets are proof that you actually worked throughout the time of your assignment. If timesheets are not submitted on a regular basis, Texas Law reserves the right to cancel the assignment, which means employment cannot be verified later on, if necessary. You can access your timesheets from your Workday Home Page by clicking on the Time Clock icon in the Applications section of your page.