Payroll

Form I-9

All new and returning employees are required to fill out a USCIS Form I-9 via Workday within three days of starting employment. This form is used to verify the identify and employment authorization for individuals hired for employment in the U.S. Section 1 of the form is to be completed by the employee in Workday. Once this is completed, employees will receive instructions on how to complete Section 2 with the assistance of the hiring unit’s I-9 Coordinator.

Form W-4

New and returning employees set their initial withholding federal income tax elections in Workday via the onboarding process. Please reference the Add Federal Withholding Elections User Guide for instructions. Current employees who want to update their withholdings can do so via Workday as well. Please reference the Update Federal Withholdings User Guide for instructions.

Direct Deposit

The UW encourages all employees to use Direct Deposit to have your paycheck automatically deposited to your checking or savings account. Please see the Payment Elections User Guide for instructions on how to set up Direct Deposit, or update payment elections at a later date.

New Employee Orientation

The UW offers Welcome Day to help orient new staff employees to working at the UW. At Welcome Day, new employees will learn about the UW’s mission, vision, culture and organizational structure; the ethics and responsibilities of public employees, and about the many benefits offered to employees of the UW.  Since most benefits enrollments deadlines fall within 31 days of an employee’s eligibility date, it’s very important for new employees to attend Welcome Day during the first few weeks of employment.

Leave/Time Off Policies and Information

For Monthly Paid Staff:

Temporary and Student Hourly Employees

Benefits

As a University of Washington employee, you will receive a benefits package that provides excellent insurance coverage and retirement plan options. The decisions you make at the time of benefits enrollment will affect your insurance coverage and retirement plan participation. Therefore, it is important that you understand your enrollment options and complete the enrollment process within 31 days of your “benefits eligibility date” (normally the date you are placed on the UW payroll).

Parking, Bus Passes, and U-PASS

The University of Washington’s Commuter Services group assists you in getting to campus, no matter what mode of travel you choose.

ProCard

The University’s ProCard program is designed to reduce the use of petty cash funds, small dollar purchasing and eliminate the use of personal funds. The ProCard is a Visa purchasing card available for faculty and staff, provided they are permitted to receive one by their department administrator who has the necessary delegated authority. An application and training are necessary to obtain a ProCard.

Employee ID (Husky Card)

The Husky Card is the official identification card for members of the UW community and is available to students, faculty and permanent staff. Obtaining a Husky Card gives you access to a variety of services. Employees obtaining a UW ID card will need their UW employee ID number and their U.S. state- or federally-issued photo ID (such as a driver’s license or passport). Once you are entered into the payroll system, it will take at least 24 hours for the system to send the update to the ID card database.

Telework and Flexwork

Flexwork (a schedule other than the traditional 5 consecutive 8 hour day workweek) and Telework (telecommuting) options are not an entitlement, however the UW supports their development for professional and classified staff when a manager determines that such an arrangement meets your needs and those of the department. Adoption requires the supervisor’s and/or unit administrator’s advance approval, and is based on their determination that the arrangement will work for all concerned.

Conviction/Criminal History Background Checks

The offer of employment to the finalist candidate for employment in a security/safety sensitive position in the College of the Environment must be made contingent upon obtaining a satisfactory criminal conviction history background check.

Additional Administrative Forms

Food Approval

The food approval form must be completed and approved prior to the event.  See the policy and applicability guidance matrix for specific details on which budgets require this form.

Volunteer Workers Policy & Form

The purpose of the Volunteer Workers Policy and Procedures is to provide overall guidance and direction to managers, staff, and volunteers. It is also to remind units of their legal responsibilities when engaging volunteers. This will assist units to comply with Federal and State regulations and UW policies while protecting the interest of volunteers, the unit, and the University. Filling out of the College Volunteer Service Agreement is only required if the unit or program recruiting volunteers does not have its own policy and form that meet or exceed the standards detailed herein.

Mobile Device Allowance Agreement

This agreement should be kept on file in each department, and applies when a supervisor determines that an employee holds a position which requires that the employee be regularly available to respond to business-related communication via phone, email, text, etc. and should be reimbursed.

UW Employee Separation Checklist

When separating from the UW, employees are expected to complete the tasks on this checklist. Each unit may have their own offboarding/separation checklists as well. Please check with your unit’s administrator.

Dean's Office Contacts: