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Academic Benefited Hire Checklist

For Academic Recruitment: Effective October 8th, 2018 the WyoCloud online recruitment module (also known as Taleo) went live.

For information about searches taking place in our new recruiting system: HCM Recruiting, please click here

This checklist should be used as a guideline to ensure that all necessary HR related steps are completed when hiring a new academic employee via paper methods.  If you are hiring an Academic employee using electronic methods, please see our Steps to Filling an Academic Position page.  This checklist applies to all exception to posting hires and all hires made with the assistance of a search firm.  These steps should be completed prior to first day of employment.  As soon as a the offer is accepted you must have HR order a background check.  Email with the name, email address, and title of the candidate's new position along with what department will be paying for the completed background check.

New Hire

  1. An offer (may be verbal) must be made to the person being hired, and that offer accepted.  All UW offers are contingent on the candidate passing a background check and/or motor vehicle records check if necessary.  After an offer is accepted, please notify Human Resources that the background check needs to be ordered.  Email and give the new employee's name, title, email address and the department that will be responsible for paying for the background check.
  2. Complete Academic Benefited Hiring Form and Disclosure Statement and send with attachments to Academic Affairs.  Check the top candidate’s answers to Disclosure Statement questions.  If the candidate has marked “YES” to a felony or violation of employer policy – work with a Staffing/Employment Partner and/or representative from Employment Practices to ensure the hire is reviewed and approved/denied by the VP of the hiring unit in writing.  The clearance letter from HR in regards to the background check must be attached.  Departments will be required to submit hiring paperwork to HR a minimum of 5 days in advance of employee’s start date.  This provides time for the hiring paperwork to move through the department(s) for necessary signatures and time for HR to process the paperwork once received. 
    • The hiring paperwork must be filled out with the employee’s legal name (name on Social Security card to comply with IRS information), correct birthday and correct Social Security number.  Please be sure to mark the “International” box to indicate the hire of an international person.
  3. Once HR Records processes the hire information – the candidate will now be able to complete Section I of the Electronic Form I-9.  This must be completed ON or BEFORE their 1st day worked.  To complete the form, the employee will need to sign into HRMS Self-Service.  To obtain initial login information, an employee can visit the IT Login Information Page, or go to WyoWeb and click “Obtain Username and Initial Password.”
  4. Once Section I of the Electronic Form I-9 is completed, the employee has up to 3 business days after their start date to complete Section II of the Electronic Form I-9, which is completed by HR at our office – located in Wyoming Hall room 139.  Due to federal law, failure to complete the I-9 within the appropriate time frames as outlined above will result in the employee’s automatic termination and that individual must cease work immediately. Departments may also be subject to fines, related to audits by the State or Federal Government, for any late hires.
  5. An employee may also complete a Direct Deposit Form and/or W-4 Form and submit to Payroll.  The forms are available on Payroll's website page.
  6. Advise employee to attend New Employee Orientation – Employee Benefits Section call (307) 766-2438 or attend New Faculty Orientation if hired at the beginning of an academic year.\
  7. Give the new employee the Alcohol and Other Drugs Policy. A list of all current UW Regulations and Presidential Directives can be found on the General Counsel webpage.
  8. If you are hiring a returning retired employee into a Benefited Position, check to make sure that they have been off the UW payroll for at least one month. If you have any questions, contact the Employee Benefits Office at (307) 766-2437.
  9. Workers’ Compensation – if the employee is working and residing out of state, please note this in the comments section of the hiring form. If you know that an employee will be working and residing out of state, please contact Michelle Holmes at (307) 766-2438.
  10. Verify compensatory time earned under other departments has been used or paid out prior to hiring in a new department.

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Human Resources - Employment

Campus: 139 Wyoming Hall

1000 E University Ave Dept 3422

Laramie, WY 82071

Office Hours: Monday - Friday

Regular: 8:00 am - 5:00 pm

Summer: 7:30 am - 4:30 pm

Phone: 307-766-5612

Fax: 307-766-5607


1000 E. University Ave. Laramie, WY 82071
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