Benefited Employee Hire Checklist

__ I-9 - Due no later than your first working day or your reporting date

The Immigration Reform and Control Act of 1986 makes it unlawful for the University of Wyoming to hire any individual who has not complied with the law's verification requirement.  International employees MUST go to International Student Services (ISS), Knight Hall, Room 241, first before completing their I-9.  Complete Section I of the Electronic Form I-9 ON or BEFORE your 1st day worked.  The Electronic Form I-9 is initiated by your Employment/Staffing Partner - if your I-9 has not been initiated and you have NOT received an email notification from Sterling Talent Solutions to start this process, please contact HR at 307-766-2377.  Once Section I of the Electronic Form I-9 is completed, you have 3 business days to complete Section II of the Electronic Form I-9, which is completed by HR at our office - located in Hill Hall room 327.  Please see the List of Acceptable Documents if necessary.  To complete an I-9 form, all employees must submit original documents that establish employment authorization (passport, I-94 and I-20).  For more information or questions, contact the Human Resources Department at (307) 766-2377 or jobapps@uwyo.edu.

__ International Employees:

__ International Student Services (ISS) Check

All non U.S. citizens and/or permanent residents must first confirm their immigration status and/or employment eligibility with International Student Services (Knight Hall, Room 241) prior to beginning any employment at the University of Wyoming.  These potential employees must bring relevant original travel/employment documents (i.e., valid passport, I-94, I-20/DS-2019, Resident Alien Card (Green Card), or I-797 (Approval Notice) to ISS for review prior to initiating the I-9 process.

__ Visa Applications/Fees

Non-immigrants that have questions regarding a change to their current visa status are urged to check with International Student Services (Knight Hall, Room 241) prior to making arrangements for any change in employment.  Please Note:  Visa fees and immigration petition fees are the responsibility of the individual and not the University of Wyoming. 

__ Tax Information

All International Employees must contact the Tax Office, Room 401, Old Main, prior to receiving their first paycheck to determine their status regarding United States taxes.  The United States has tax treaties with several countries that reduce tax rates on certain types of income.   Tax treaty information is available.  Exemption from taxes is not automatic.  Make an appointment with Casey Green (307) 766-2821 to review your tax situation and fill out any required paperwork to claim tax treaty benefits you may be entitled to.

 __ Social Security Number: Complete ASAP

All UW employees must have a valid U.S. Social Security Number.  Applications for a Social Security Number can be obtained from International Student Services (Cheney International Center, Suite 5 |Basement of Student Health). On-line applications are also acceptable, and can be found at http://www.ssa.gov.  To get an original number and card, you'll need to complete an Application for a Social Security Card (Form SS-5), and show documents that prove your age, identity, U.S. citizenship or lawful alien status.

The process of receiving your permanent number and card can take anywhere from six to eight weeks.  In the meantime, you will be assigned a temporary Social Security number by Human Resources, Admissions, or the Campus Express office.  It is imperative that you bring your permanent number to Human Resources or Payroll Office as soon as you receive it.

__ New Employee Orientation

New Employee Orientation is offered twice per month for all new benefited UW employees by the department of Human Resources.  You will be given information and the opportunity to enroll in the health, dental and life insurance plans.  Orientation also covers your retirement plan options, sick leave and vacation accruals, safety and a number of different topics.

Who is orientation for?

Orientation is held for all new benefited employees. It is the official channel for you to receive insurance information and training required for all UW employees.

How do you know when to attend orientation?

Depending on your start date, your Employment & Staffing Partner will work with you and your hiring department to determine which orientation you will attend.

__ Retirement - Enrollment is due within 31 days of eligibility.  Eligibility is the first day of the month following the date of hire.

State law requires all benefited UW employees to participate in either the Wyoming Retirement System or TIAA-CREF. Since there is a choice of programs, employees must determine in which they will be enrolled and sign up accordingly. You can find more retirement information. Employees may complete the enrollment papers during employee orientation or deliver them to Human Resources located in Hill Hall, (307) 766-2437.

__ Insurance - Enrollment is due within 31 days of eligibility.  Eligibility is the first day of the month following the date of hire.

Health, dental and life insurance is available for benefited UW employees. Contact the Employee Benefits Office in Human Resources, Hill Hall, (307) 766-2437. You must enroll in the plans to have coverage or waive this option in writing on the required form.

Additional Information

__ WyoOne ID Card

The WyoOne ID card is your University identification card. It allows you to write checks on campus, use library services, apply for a parking permit, access recreational facilities (purchased separately), and to receive a discount on athletic tickets (restrictions apply). It can also be used as a debit card for on-campus purchases. Spouses and dependent children are eligible for a card. Contact the WyoOne ID Office in Information Technology Center (ITC) or (307) 766-5267.

__ Direct Deposit

Direct Deposit is available for all UW employees. Contact the Payroll Office, Hill Hall, (307) 766-2217.

__ Parking Permits

Vehicle and motorcycle parking permits are available to employees. Contact Transit and Parking Services @ Hill Hall Room 427, (307) 766-9800.

__ Campus Recreation Membership

Campus Recreation membership includes the use of free and machine weights, climbing wall, running track, multi-use hardwood courts, cardio machines, pools, and the intramural sports, club sports, and the Outdoor Adventure Program services. A variety of classes are available. Membership requires semester, annual fee payment or monthly payroll deduction. For more information or to sign up stop by the Half Acre service window in the main lobby of the building or call (307) 766-5586.

__ Supplemental Retirement Plan

The state contributes one $20 contribution per month toward an elected tax sheltered supplemental retirement plan.

__ Computer Accounts and Email Addresses

Information about computer accounts is available online at www.uwyo.edu/InfoTech/Support/data/accounts.htm.

Administrative computer accounts (Banner - Student Information System, PSHRMS - Human Resource Management System, PISTOL and BSR Advance) are requested by submitting the appropriate Account Action Form online at  https://www.uwyo.edu/infotech/aboutit/departments/ads/aso.asp or by contacting the Access Management Office by phone at (307) 766-5747 or by email at accounts-it@uwyo.edu. A UWYO domain account is required to request an administrative computer account.

__ Telephone Service

To obtain a new UW telephone line contact the IT Telecom Help Desk at (307) 766-4357, option 2. More information about telephone service, telephone sets, telephone features, etc., is available online at https://www.uwyo.edu/InfoTech/Services/Phones/.

__ Training and Development

A wide range of personal and professional development opportunities are available, free of charge, to all UW employees. Examples of topics are supervisor development, communication, teamwork, time management, safety, and defensive driving (to fulfill UW requirements and to possibly reduce your insurance rates). There is a regular schedule of course offerings, online courses that can be taken anytime at your convenience, and special sessions can be developed and conducted throughout the state. For more information, contact the Training and Development Office at (307) 766-3521 or visit HR Training and Development.