How to Determine New Employee's Start Date

Accurate hiring start dates reduce risks, prevent administrative errors, support smooth onboarding, and help the UW department and the employee start off on the right foot. Work with an Employment & Staffing Partner on recommended start dates.
IMPORTANT - Start dates CANNOT be changed once the offer has been approved for processing.  Please ensure prior to approving an offer the candidate is ready to start on the start date indicated in the offer. New employees are required to complete an I-9.

Learn more about I-9's

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Guideline to determine start dates for all hire types

  • At no time should a new employee work or have a start date PRIOR to receiving an official offer.
  • The start date should be an accurate reflection of when the employee will start work (i.e. their first day on the job).
  • At time of offer creation, Hiring Managers and/or Hiring Manager Assistants will create the offer.  HR recommends aligning start dates for new employees with the next applicable pay-period.  However, we understand, in some instances Hiring Managers may need employees to start work quickly.  In those cases, please use an accurate start date. 

Non-Benefited Hires

HR recommends, at a minimum, a start date that allows 3-5 business days for processing of the offer and corresponding hire which include: 

  1. Creating the offer and submitting that for review/approvals. 
  2. Once approved, extending the offer to the candidate to review/accept electronically.
  3. If required, allowing time for the candidate to provide HR with personal information needed to finalize the hire (SSN, DOB, Gender. etc.). 
  4. Finally, time to review all necessary information and data is gathered for submitting hire by HR.

Benefited Hires

HR recommends, at a minimum, a start date that allows 5-10 business days for processing of the offer and corresponding hire which include: 

  1. Allowing the new hire to provide their current employer a proper notice (most employers require AT LEAST a 2-weeks notice).
  2. Non-benefited to benefited transfers must always coincide with the beginning of the bi-weekly pay cycle.
  3. Creating the written offer and submitting that for review/approvals. 
  4. Once approved, extending the offer to the candidate to review/accept electronically. 
  5. If required, allowing time for the candidate to provide HR with personal information needed to finalize the hire (SSN, DOB, Gender, etc.) and submit to a background check, if required. 
  6. Finally, time to review all necessary information and data is gathered for submitting hire by HR.

**Please note these are estimated, and may take longer or shorter, depending on circumstances.  We always recommend reaching out to HR as each scenario is different.  We recommend working with the HR Employment & Staffing Partners in a collaborative manner to discuss potential start dates, as there may be some flexibility.