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HireRight Background Check

• Complete a Background Check in a system called HireRight.  Please be advised that this must be completed within 3 calendar days upon receipt of email.

Prior Sexual Misconduct Disclosure Form

• Complete the Prior Sexual Misconduct Disclosure.  Please complete this upon receipt.

Tracker I-9 Form

• Complete the Tracker I-9 form.  This is the electronic I-9 Form for the U.S. Citizenship and Immigration Services to verify your identity and eligibility to work in the United States and must be completed on or before your start date.
• Central HR or the new employee’s hiring department HR contact will coordinate an I-9 appointment.
• Section 1 is completed by filling in your information.
• Section 2 is completed by an authorized representative (usually central HR or the hiring department’s HR contact) who will need to view one form of identification from Column A, or, one from Column B AND one from Column C from the list of .

New Hire Forms

Complete employment forms online in the .
You should receive an email with your temporary login and password for the Ul New Hire application.

1. University employees use a network ID (NetID) that is unique to you across all University of Illinois campuses. You will use your NetID and password to login to university applications.
2. During Ul New Hire, you will claim your NetID and change your temporary password to a unique password known only to you.
3. Please inform your HR representative with your new NetID or if you changed a previously held NetID.

In the Ul New Hire system, complete all employment forms in the Employment Transactions section first and then follow the instructions, and complete all the required items on the task list. Review all additional tasks and complete all that apply to you.

• After completing each task, ensure you click submit.
• Completing all tasks timely will facilitate proper completion of the necessary documents within
  the required timeframes.
• New hire employment forms may only be accessed through New Hire.
  Failure to complete your employment forms may result in a delay of your paycheck.

Ethics Training 

• The State Officials and Employees Ethics Act also requires all University employees to complete an Ethics Training. View more information on the  or for additional information related to ethical dilemmas call the help line at 866-758-2146.
• To be completed at the time of hire (via the new hire system).
• Ethics training begins every October in which every employee is required to complete. This is State mandated process and employees that do not complete the training in the allotted time will be reprimanded. System Office Human Resources will provide reports to your managers of anyone that has not completed the training to avoid any type of noncompliance.

ANCRA Training 

• There is an Illinois law called the Abused and Neglected Child Reporting Act (ANCRA), which impacts all personnel at Illinois institutions of higher education and academic health systems, including the U of I. ANCRA requires that if an employee suspects abuse or neglect of a child (children under the age of 18) she or he must report it to the Department of Children and Family Services (DCFS) by calling 1-800-25-ABUSE.
• The law also requires that all personnel sign an acknowledgement stating they understand the reporting responsibility.
• Failure to report or falsifying a report could lead to disciplinary action or termination. This training is done during the new hire process in new hire. Training must be completed every three years.

Foreign National Employees (only) 

Foreign national employees must complete the  prior to their first day. The process is to determine tax deductions and benefits eligibility. The following three requirements must be completed correctly to initiate and successfully complete a tax status review:

1. Register for a review of your tax status
2. Upload required documentation to Box
3. Respond to additional requests/comments from the Foreign National Service Center

Schedule Benefits Orientation

Benefits Orientation is strongly suggested.

1. Selection of State health, dental and life insurance coverage must be completed 30 calendar days from your effective date.
2. Register in the New Hire system for a date during your first week of employment as some benefits have a limited timeframe for enrollment. Orientation provides an overview of employee benefits and information for selecting a benefit plan.
3. If you miss registering in the New Hire system, you may schedule yourself online at .

New Hire Meeting

• A central HR representative or the hiring unit’s HR department contact will reach out to the employee to schedule a new hire meeting prior to their first day.
• The meeting will go over the offer letter, a new hire transaction being initiated in the HR system, the I-9 may be completed at this time, and questions can be addressed.

SURS Plan Choice webinar

Schedule your SURS Plan Choice webinar.

1. SURS is the retirement administrator for employees in public higher education in the State of Illinois.
   1. Participation is mandatory if you are eligible.
   2. If you are newly eligible for SURS, you have six months from your date of eligibility to make your plan election. After six months, you will default into the Traditional Plan. Your election, or default, is a lifetime, irrevocable and unchangeable decision.
2. SURS offers monthly Plan Choice Webinars.  The webinars provide an overview of the Traditional, Portable, and Retirement Savings Plans and include a Q & A session.  The webinars are for Tier II employees (participants who were first employed by SURS or another reciprocal system on or after January 1, 2011). Visit  to register.

Parking Information

• To obtain a parking pass, you may begin this process prior to your first day or on your first day. It is recommended that you call the parking department to discuss overall parking options to determine what works best for you.
• More parking information, including fees, may be found on the website listed below:
  • Springfield
    • BSB 43, 2420 Theodore Dresiser Lane (near campus Motor Pool and Health Clinic)
    • 217-206-8502
    • Email: parking@uis.edu

Remote Work 

Remote Work Agreement â€“ It is at the supervisor’s discretion to allow remote work for any employee. Prior to considering Remote Work for your new employee, it is important to make the following considerations:

• What are your staffing needs on campus for your unit?
• Will remote work create any undue burden on your office? Will remote work create a benefit for your new employee?
• Will your employee need specific equipment at home in order to do their job?
• Will your employee potentially be working remotely out of state? (In this case, please email uishr@uis.edu for further guidance)

Contact Supervisor Prior to First Day

Contact your supervisor to discuss the details of your first day. Exchange contact information – phone, email, employee ID number.

New Employee Orientation

UIS employees are not required to attend NEO, but it is highly recommended, so they are well acclimated to campus policies and procedures.

• During the first two weeks of being hired, employees will receive an email invitation from HR to attend NEO.
• NEO is held every other Wednesday from 9-10:30am. It is a hybrid schedule, so some weeks will be held via Microsoft Teams and some weeks will be held in person at HRB 30. The calendar invite will provide this information.
• If an employee cannot make it to the first available meeting but would like to attend a future meeting, they can reach out to HR to be invited to the next meeting.

University I-Card

The University I-Card is the official University of Illinois identification card. You may obtain your card prior to your first day or on your first day. You will need to know your UIN (nine digit number) and take a valid, government-issued photo ID to the ID Center listed below. It is used to access services and appropriate facilities and to verify status. Most students will use it to access their residence hall building and meal plan program, Campus Recreation facilities, applicable student rates for events sponsored by Athletics, library, and computer account activation. Most Faculty and staff will use it for building access, departmental name badge, parking, the library, and computer account activation. For a more detailed description of uses of your ID, please visit the link provided. No appointment necessary.

• Springfield ID Center
  • Student Affairs Building 30, One University Plaza, Springfield, IL 62703
  • 217-206-7718
  • idcenter@uis.edu
  • Regular Hours: Monday – Friday 8:30am to 5:00 pm * Please note: Hours of operations may be modified, please contact ID center in advance.

Benefit Elections (w/in 30 days)

When your position is finalized in the employment system, you will receive an email from MyBenefits with your login information. Failure to choose benefits within the 30-day period will automatically enroll you in the Quality Care Health and Dental Plan with no dependent coverage.

My UI Info

 enables University employees to securely view and update their personal and employment information. Please be sure to add an emergency contact. 

Emergency Alert Information

• Students, faculty, and staff of the University of Illinois Springfield can register to receive messages from the Alert Emergency Notification System.

SURS DCP Plan

Employees hired after July 1, 2023 will be auto-enrolled in SURS DCP. Employees have 30-days to contact SURS if they want to make changes. And, 90 days to opt out with a refund. Employee should  with questions.

Positive Time Reporting (PTR)

Requires all Academic Professional and exempt Civil Service employees to document all hours worked (24/7) while conducting official University business. Reported on a weekly basis in quarter-hour increments. Not used to document leave usage. Employees will receive an auto-email once activation takes place. If you cannot enter the system immediately, please give it another week. Contact System Human Resources for assistance, if needed at erhr@uillinois.edu. Use the  developed to track this time.

Check on Virtual Benefits Orientation

It is recommended that the employee ensure registration for Virtual Benefits Orientation if they did not during their New Hire paperwork – New Hire Benefit Sessions. (). Employees have 30 days from start date to make their selection.  Additionally, State Benefits enrollment can be found at .