Empowering a Community of Excellence

Required Steps Before You Arrive

Complete the steps below prior to your first day of work to ensure that you have access to services, resources and are able to be added to our HR/Pay System for payroll and other administrative services.

  1. Activate your KU Online ID and Establish a Password

    • New and Returning Employees will want to respond to the e-mail notification received alerting them to return back to their Candidate Portal to access the Campus Service Form newly attached to their applicant profile.
    • The Campus Service Form provides the new hire with a unique KU Employee ID number and instructions on how to activate a KU email account, Blackboard, space for a personal web page, Library access, and other online services.
    • In the event that you have difficulties locating your KU Employee ID, please contact the Shared Services Center.  If you have technical difficulties establishing your Employee ID number or system access issues, contact the IT Customer Service Center at 785-864-8080.
  2. Complete the Online Onboarding Experience*

    • Begin the process by responding to the e-mail invitation you received to create a unique password to activate your online Onboarding system profile.  Once your password has been setup, you can access Online Onboarding at any time. 
    • The system will provide a step-by-step guide of specific activities you are required to complete to activate your appointment.
    • Be prepared.  The Onboarding system will request specific information from you such as your date of birth, social security number, bank account information, etc. if you are a new employee or are being rehired to KU.  It may be helpful to collect important documents in advance to expedite your experience.
    • Understand How to Complete Federal and State Tax Forms – During the Onboarding process you will have several required forms that must be completed which relate to work authorization and federal/state taxes. Select the appropriate video below to learn more.
        *Graduate Teaching Assistants, Graduate Research Assistants and Graduate Assistants do not have access to the Online Onboarding Experience at this time.  Instead, it is encouraged for you to complete a New Employee Packet prior to your appointment with the Shared Services Center.
  3. Schedule an Appointment with your Shared Service Center

    • To complete the Onboarding process, you will need to meet with a member of your Shared Services Center team on or before your first day to complete the following tasks:
      1. Part 2 of the I-9
      2. Social Security Card Verification
      3. KU ID Card Photo
    • Additional information in regards to required staff training, orientation and services will also be provided during your meeting with the Shared Service Center.
  4. Gather Required Documentation Prior to Your First Day

    • At your Shared Service Center appointment you will be required to bring the following documentation:

      US Citizens

      Permanent Residents

      • I-551 Resident Alien Card.
      • Social Security Card.

      International Hires

      • Passport.
      • F-1 = I-94 and I-20.
      • J-1 Student = I-94, DS-2019, and Sponsorship Letter.
      • J-1 Non Student = I-94 and DS-2019
      • H-1B = I-94, I-797.
      • A Social Security Card.

      Graduate Teaching Assistants/Graduate Research Assistants/Graduate Assistants

      • Appropriate Work Authorization Documentation as Noted Above Based Upon Your Nationality (US Citizen, Permanent Resident, International).
      • A voided check or an official document from your financial institution that indicates the institution’s routing number and your account number for direct deposit purposes, as all payroll payments will be made by direct deposit.
      • Your Completed New Hire Packet.

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