Supervisor and/or Unit Onboarding Guide

Employee University Details

Obtain employee UIN, NetID and Start Date.

EONS – Exit & Onboarding Notification System

Setup new employee's workspace

Arrange new hire workspace.
Provide necessary office supplies (pens, paper, etc.)
Ensure work area is clean and arranged.
Ensure furniture and equipment is in good repair (chairs, keyboard, etc.)

Creating Itinerary for Employee's first week

Create an itinerary for the first week and communicate this with the new hire so they know what to expect when they arrive. Plan to be in the office on employee’s first day. Meet with employee at the end of each of the first several days to see how the day went (informally works too), this should continue for the first two weeks.

Make arrangement accordingly for meeting on first day (in-person or virtually)

If the employee works in the office (full time or hybrid), arrange to be in the office on their day or assign someone.

Office Supplies & Computer Equipment

Order computer, monitors, equipment, supplies, docking stations, etc.

Schedule Introductory Meetings

Schedule meetings w/ staff, department head, other key employees including constituents (team, individual, etc.)

Schedule Required Trainings

Schedule time for required trainings for system access. Determine any other needed training.

Schedule a group Meet and Greet with rest of team

Incorporate a lunch/breakfast/potluck as a meet and greet to make new employee feel welcome (first day). Recommend another gathering after the first month. (In-person or virtual get together work too!)

Business cards and name plate for new employee

Order business cards and nameplate and/or business cards (UIS Campus Services)

Phone setup

Arrange for phone setup with Technology Services (after receiving UIN and start date)

Contact USC

Work with Unity Security Contact (USC) on new employee access (requires NetID and UIN and for some items to be applied). Find your USC.

Request access for email related items.

Request with ITS: email setup, group mailboxes, email distribution lists, calendars, and calendar permissions, shared drives, employee lists or listservs , software access needed.

Building access and keys for new employee

Request keys and/or building access if needed. If keys are available it’s helpful to have another employee go with the new hire to get the key at the UIS Police Department (Springfield Building Access & Keys/Card Reader Access)

2-Factor Authentication (required) & DUO Mobile App (recommended)

The University of Illinois uses a 2-Factor authentication (2FA) service provided by Duo Security, an industry leader in cyber security services. This will help secure your account and the University's sensitive data. The University of Illinois is committed to securing its institutional data and the personal information of everyone at the University.

Set Up 2-Factor Authentication: NetID Center University of Illinois System (uillinois.edu)
Installing the DUO Mobile App:
- This is optional, however helpful and faster when logging into university systems. Instructions for download 2FA, Installing the Duo Mobile app (uillinois.edu). Additional Information 2FA - 2-Factor authentication topics (uillinois.edu)

Add employee to unit website.

The employee’s hiring department is responsible for updating the unit website.

First day logistics

Connect with the new hire regarding their computer/equipment/software needs and first day logistics (what time to arrive/work schedule, hours, where to park/transportation, what to wear, eating options, WIFI, etc.). The onboarding system has instructions for the new hire on their new hire paperwork, benefit orientations enrollment, new employee orientation sign up, obtaining parking and i-card in advance. FYI: Employee will establish new employee logon through UI New Hire System HR as well as a NetID (UIN is autogenerated).

Update and share organization chart with new employee

Update org chart (to be shared with new employee)

First day parking

Advise the new employee on where to park.

Discuss work protocols with new employee

Understand that communication will be challenging and you cannot over communicate during this time. Starting a new job is difficult. Review; Dress Code, Hours (work schedule, office hours) and Department norms/expectations.

Foreign National Employees (only)

If a foreign national employee has been hired, ensure they have completed the Tax Status Review process (requires NetID and Password) 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:

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

Remote Work Agreement

Ensure employee has started the Remote Work Agreement – requires NetID and UIN and provisions VPN.

The Remote Work Agreement will also provision VPN (if applicable), provide the E911 Acknowledgment. View additional E911 Information.

Confirm computer/docking station/etc. are setup with no issues

Set up computer/docking station/etc.

Review Shared Drives with New Employee and confirm necessary setup

Set up of shared drives, provide a walk-through. Inform of Home (H) Drive, if applicable.

Confirm Printer Connection with new employee laptop

Set up connection to printers (ensure printing capabilities)

Confirm 2-Factor authentication & DUO for new employee is complete and provide assistance as necessary

Confirm employee has set up 2-factor authentication. Otherwise, this will be done when employee meets with IT on site.

Co-Worker Introductions

Meet co-workers (official or unofficial welcome)

Provide unit resources and other relevant department documentation to new employee

Review and provide unit resources, office manual handbook, process flow charts, etc. (if applicable)

Discuss written and unwritten rules with new employee

Written/unwritten rules (e.g., what does “on time” to a meeting look like, checking work email or working from home)

Provide Overview of Leave Requests & Entry as well as Positive Time Reporting Requirement

Review leave request for unit. SHRS will send the employee information on AVSL or VSL (exempt employees) with URL and instructions approximately one month after hire date when employee is activated in the system. Do not have the employee try to enter the system until this email is received.

Go over Calendar sharing, important meetings, and email etiquette

Set-up Outlook calendar for sharing (if applicable). Discuss accepting meeting requests. Review email etiquette as well as expectations for online meetings (Zoom (zoom.illinois.edu) MS Teams, WebEX), and out of office notifications.

Review itinerary with new employee.

Go over itinerary for the day so they know what to expect.

Tour building/workplace with new employee.

If the employee is in-office or hybrid, tour office building and workplace including location of break room, conference rooms, kitchen, restrooms, mailbox, printer/copier, etc.

Go to or review I-Card with new employee

Go to I-Card office to obtain I-Card with new employee. It’s helpful to have someone take the new hire in person to get their I-Card and parking permit if needed.

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. The i-card is the official University identification card. 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 bade, 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.
- UIS General Information

Go to or review Parking with new employee

Contact parking to find out procedure for obtaining the parking pass. Ensure employee signed up for any appliable waiting lists.

Review job description with new employee

Ensure employee and supervisor signatures are included on the Job Description. This is sent during onboarding and only needs to be done if not done previously. Recommend reviewing job description again after one month.

Share contact information and your availability with new employee

Preferences for communication with supervisor and colleagues – phone, email, one-on-one meetings. Inform employee how to reach you outside of work hours

Communicate appropriate contacts for new employee in supervisors absence

Explain to whom the employee may go to with questions/concerns to when supervisor is not present.

Ensure employee completed Ethics Training and ANCRA Training via the new hire system

Ensure employee completed Ethics Training and ANCRA Training. Contact System Human Resources if there are any questions at erhr@uillinois.edu.

Benefit Elections (w/in 30 days)

Ensure your employee is aware that once their position is finalized in the employment system, they will receive a postcard from MyBenefits with their login information. Failure to choose benefits within the 30-day period will automatically enroll you in the Quality Care Health and Dental plans, Basic Life Insurance and does not provide dependent coverage.

My UI Info

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

Emergency Alert Information

Ensure employee registers to receive messages from the Alert Emergency Notification System

SURS DCP Plan

Ensure the employee is aware that 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 contact SURS with questions.

Positive Time Reporting (PTR)

Educate employee on 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.

Cover performance expectations, performance appraisal process, and remote work expectations with new employee

Explain acceptable and unacceptable performance behaviors and expectations.
Review expectations of position/job responsibilities (beginning of the performance management process).
Review performance appraisal process.
Have discussions about remote expectations such as arrival for first day, work schedule, hours, lunch time, flexibility, video etiquette, etc. This is not a business as usual work arrangement.

Provide list of important websites

Provide list of websites to learn about University and/or department and Employee Assistance Programs.

Check on System Human Resource Services New Employee Orientation (virtual)

Ensure new employee gets registered for Virtual System Office New Employee Orientation. System Human Resource Services will schedule the employee for New Employee Orientation, but the supervisor needs to ensure they attend. Attendance is required.

Make sure employee attends Virtual Benefits Orientation

Remind employee to register for Virtual Benefits Orientation if they did not during their New Hire paperwork – New Hire Benefit Sessions. (Register Here). Employees have 30 days from start date to make their selection. Additionally, State Benefits enrollment can be found at MyBenefits.

Cover Department Information with New Employee

A brief history of the department, such as department mission, vision, strategies, core values & goals. Departmental website, employee newsletter, other. Departmental growth-past and future (i.e., industry awards and recognitions, areas where we excel in our industry). Acronyms & symbols related to department. Department’s primary constituents (students, parents, faculty, staff, vendors) and departmental partners—on and off campus. Services provided by the department.

Review service and employee's role in relation to others in the department

Review importance of being a good service representative for the department. Explain the role of the employee's position in relation to other co-worker's/team. And, the role of the position in relations to the units within department.

Review and/or Provision missing security and/or schedule additional training

Determine and/or Revisit any access not provisioned and any training that has not been completed that is required to provision access.

Schedule Bi-Weekly Meetings

Schedule bi-weekly meetings with new employee and add employee to other pertinent meetings through Outlook/Teams such as team meetings, etc. Provide on-going feedback, personally engage with your new hire and recognize their contributions

Go over the Civil Service position and Probationary Period with new employee

Explain the probationary period and discuss the duration of the period timeframe based on Civil Service classification.

Complete and send Probationary Form to UIS HR

Supervisor should ensure they have a calendar reminder to complete the probationary form (for Civil Service employees only) with employee and return the signed form to the UIS Office of Human Resources (either 6 months or 12 months depending on classification). Address any performance concerns early on.

Schedule Check Ins and One on One Meetings with new employee

One-on-one meetings, frequent communication, consistent feedback and constant engagement will help the new hire reach higher levels of productivity faster and will help your new employee become a fully integrated member of your organization. Schedule supervisor/employee check-ins and regular one-on-one meetings

Identify team building opportunities

Discuss alignment with role expectations

Around 90 days from the hire date, ask your new hire how their role aligns with what was described during the initial interview process.

Ask feedback from new employee

Ask the new hire to share their own feedback on improvements and share who or what has been helpful during their transitional process.

At the one year mark thank the employee, motivate them and congratulate them for their efforts

At one year, it is an excellent opportunity to thank, motivate, and congratulate the employee.

How do I submit a resignation?

Resignations are handled through your Division Liaison (DL), who will let you know exactly what's needed and make sure everything is processed properly. You can find your DL on the HR Division Liaisons page. If you're unsure who to reach out to, email uishr@uis.edu with your department and we'll connect you.

I need a password reset for the job application system. What do I do?

No problem, password resets for the job application system are handled by our employment team. Just email HREmployment@uis.edu and let them know you need help getting back into your account, and they'll assist you.

I was just hired. Who do I ask about my start date?

Your start date is confirmed through your Division Liaison (DL), so they're the right person to ask. You can find yours on the HR Division Liaisons page, or email uishr@uis.edu with your department if you're not sure who that is.

How do I request an employee tuition waiver?

Paige Lavin in our office handles tuition waivers for employees, their children, and retirees, so she's your best resource. You can complete the form online at the Tuition Waiver Form, or reach out to Paige with any questions at pstuc2@uis.edu or 217-206-7078. If you call and she's away from her desk, leaving a voicemail is a great way to get a call back.

How do I update my bank info, address, or deductions, or view my W-2, W-4, and earnings statements?

You can take care of all of this yourself online through MyInfo. Log in at hr.uillinois.edu/myinfo to update your bank/direct deposit information, home address, deduction preferences, to view your tax documents (W-2 and W-4) and your earnings statements. It's the quickest way to manage these details on your own time.

Why is my student not appearing in the system?

There are a few common reasons a student might not show up yet. Often it's because there's no approved electronic checklist on file, the student hasn't been entered into HRFE, or their new hire paperwork isn't complete. If you've checked those and your student still isn't appearing, reach out to your HRFE manager, or contact Student Employment at studentemployment@uis.edu for help tracking it down.

Why can't my student see their timesheet?

A few things can cause this. The most common are that the position isn't active, the time reporting method is incorrect, the time approver is missing or incorrect, or the new hire paperwork isn't complete. Reviewing those usually resolves it, and if it doesn't, Student Employment can help you dig in at studentemployment@uis.edu.

How do I request an alternative or flexible work schedule?

Requests for an alternative or flexible work schedule start with your Division Liaison (DL), who can explain the process and what to submit. You can find yours on the HR Division Liaisons page, or email uishr@uis.edu with your department if you're not sure who that is.

I have a question about employment testing or my testing scores. Who do I ask?

Questions about pre-employment testing or your testing scores go to our employment team. Send an email to HREmployment@uis.edu with your question and your name, and they'll be able to help.

I have a question about my background check or pre-employment testing as a new hire. Who do I contact?

As a new hire, questions about your background check or pre-employment testing go to your Division Liaison (DL). You can find yours on the HR Division Liaisons page. If you're unsure who your DL is, email uishr@uis.edu with your department and we'll help you get connected.

How do I complete Public Service Loan Forgiveness (PSLF) paperwork?

For Public Service Loan Forgiveness (PSLF), you'll complete the employee portion of the form and then send it to us so we can certify the employer section. You can download the form here: PSLF form. Once you've filled out your part, email it to uishr@uis.edu and we'll take care of our section. One detail that's helpful to have on hand: the university's Employer Identification Number (EIN) is 37-6000511.

I'm having a problem or concern with my supervisor. Who do I talk to?

Concerns involving your supervisor are handled by Mark Owens in our office, and he's the right person to help you work through it. You can reach him at mowen1@uis.edu or by phone at 217-206-7096. If he doesn't answer right away, leaving a voicemail or email is a good way to get a call back.

Who approves student pay increases?

All student pay increases are approved by Student Employment. If you'd like to request one, you can reach the team at studentemployment@uis.edu.

Can graduate students hold multiple positions?

They can, within some limits. Domestic graduate students may work up to 25 hours per week, as long as they're not in a GA, ILSIP, or PAR role. Because hour limits and appointment restrictions need to be monitored carefully, it's worth confirming the specifics before adding a position. Student Employment can help you check eligibility at studentemployment@uis.edu.

How do I change or update my name (last name change)?

To update your name with the university, you'll set up an appointment with your Division Liaison (DL) to come into the HR office in person. Your DL will explain the steps and let you know which documents to bring with you. The best way to set this up is to email your DL directly. You can find yours on the HR Division Liaisons page. If you're not sure who your DL is, email uishr@uis.edu with your department and we'll get you connected. If you call your DL and they don't pick up please leave a voice message and they will respond as soon as they can.

I have a pre-approval question about a job posting. Who can help?

Pre-approval questions are handled by our employment team. Email HREmployment@uis.edu with the details and they'll get you an answer.

How do I find a student job on campus?

All student positions are posted on Handshake, which you can reach through UIS CareerConnect. Every open student job is listed online, so that's the one place to look, there's no separate list. Take a look and apply to any that fit!

Where do I find the Protection of Minors (POM) form?

You can complete the Protection of Minors (POM) form online on the Protection of Minors page. If you have questions while filling it out, Paige Lavin in our office is happy to help; you can reach her at pstuc2@uis.edu or 217-206-7078.

How do I resign from union membership or ask about union fees?

To resign from union membership or ask about union fees, you'll need to contact your union representative directly, since that process is handled through the union. If you're not sure who your union representative is, reach out to Mark Owens in our office at mowen1@uis.edu and he can help point you in the right direction.

How do I terminate a student employee?

To end a student's employment, contact Student Employment and they'll walk you through the process. You can reach them at studentemployment@uis.edu.

Who is my Division Liaison (DL)?

Your Division Liaison (or DL) is your main point of contact in HR. They handle most of the day-to-day employment matters for your department, so they're usually the fastest way to get an answer. Each area of campus is assigned a specific DL, and you can find yours on the HR Division Liaisons page, which lists each liaison and the departments they cover. If you're not sure who your DL is, just email uishr@uis.edu with your department name and your question, and we'll make sure it gets to the right person.

Who handles employee evaluations?

Employee evaluation questions go to your Division Liaison (DL), who can walk you through the process for your department. You can find yours on the HR Division Liaisons page, or email uishr@uis.edu with your department if you're not sure who to ask.

What references do I need to submit with my job application?

Great question! For anything about the references required with your application, our employment team can give you the specifics. Just email HREmployment@uis.edu and they'll let you know what's needed.

How do I find a job on campus?

All open positions at UIS are posted online at jobs.uis.edu. That's the single place to find and apply for our openings, there's no other list, so it's worth checking back regularly for new postings.

Who do I contact about an unemployment claim?

Unemployment claims are handled by Kelsea Hott in our office. Please send yours to her at kbatt2@uis.edu and she'll take it from there.

Do I need to rehire a student each academic year?

It depends on the type of position, so here's a quick rundown. Graduate Hourly employees need to be reviewed in the fall and again in the summer. Federal Work-Study (FWS) positions are reviewed every fall, and you can begin submitting those as early as July 15. And any position that was entered with an end date will need to be rehired if the student is continuing to work for you. If you're ever unsure whether a particular student needs to be rehired, reach out to Student Employment at studentemployment@uis.edu and they'll confirm.

How do I request a pay rate change?

To request a pay rate change, send an email to Student Employment at studentemployment@uis.edu and include the following so they can process it without back-and-forth: the student's name, their UIN, the requested pay rate, and a brief justification for the increase.

Who do I contact about new hire paperwork?

New hire paperwork is handled by your Division Liaison (DL). They'll walk you through the forms you need to fill out and make sure everything is processed correctly. You can find the right DL for your area on the HR Division Liaisons page. If you're not sure who yours is, email uishr@uis.edu with your department and we'll connect you.

I have a question about Cornerstone, Banner, JDXpert, or the I-9 Tracker. Who can help?

Questions about Cornerstone, Banner, JDXpert, or the I-9 Tracker are handled by your Division Liaison (DL). They can help you navigate these systems or get you to the right resource. You can find your DL on the HR Division Liaisons page, or email uishr@uis.edu with your department if you're not sure who yours is.

I need to update the references submitted with my application. What do I do?

If you're running into trouble updating your references , our employment team can help sort it out. Email HREmployment@uis.edu, describe what's happening, and they'll walk you through it.

Where do I find the Remote Work Agreement?

You can find everything you need on the Remote Work Policy page, including the form. If you have a paper form to submit, you can send it to Kenzie at mwest22@uis.edu.

Who do I contact about the Retirement and Recognition Ceremony?

Questions about the Retirement and Recognition Ceremony go to Kelsea Hott. You can reach her at kbatt2@uis.edu.

How do I know when a student is cleared to begin work?

Once everything is in order, you'll receive confirmation through the approved electronic checklist — that's your green light. When the checklist is approved, your student is cleared to begin working. If you haven't received that confirmation and think your student should be ready to start, feel free to check in with Student Employment at studentemployment@uis.edu.

How long does a pay rate change take to process?

Processing times can vary depending on the request and the time of year, so there isn't a fixed turnaround. If you'd like a status update on a specific request, just check in with Student Employment at studentemployment@uis.edu.

How are AP or Faculty positions submitted by a department?

Academic Professional (AP) and Faculty positions are submitted through your Division Liaison (DL), who coordinates the process with your department. Reach out to your DL to get started; you can find yours on the HR Division Liaisons page. If you're unsure who to contact, email uishr@uis.edu with your department name and we'll point you in the right direction.

I'm having a paycheck issue or have a salary question. Who do I contact?

For paycheck issues or salary questions tied to your position, your Division Liaison (DL) is the best place to start. You can find yours on the HR Division Liaisons page. (Note: questions specifically about paycheck deductions, insurance benefits, or taxes are handled separately by University Payroll and Benefits; there's a separate FAQ for those.) If you're not sure who your DL is, email uishr@uis.edu with your department and we'll help.

I'm having an issue with my resume in the application system. What do I do?

If you're running into trouble uploading or attaching your resume, our employment team can help sort it out. Email HREmployment@uis.edu, describe what's happening, and they'll walk you through it.

What is New Employee Orientation (NEO) and when is it?

New Employee Orientation (NEO) is held once a month and takes place virtually. You don't need to sign up separately; once your UIS email is active in the system, you'll receive an email invitation, usually the day before the session. If you're a new employee and haven't received your invite once your email is active, feel free to email uishr@uis.edu and we'll make sure you're included.

Who do I contact about the Employee Development Series?

The Employee Development Series is coordinated by Kelsea Hott. For details or to get involved, email her at kbatt2@uis.edu.

Why is my student no longer active after spring?

This is expected and nothing to worry about. All FWS, LLE, and Graduate Hourly positions end on the last day of the spring semester. If the student is continuing with you, they'll simply need to be rehired for the next term. If you have questions about restarting a position, Student Employment is happy to help at studentemployment@uis.edu.

Why hasn't a requested raise been approved?

Usually it comes down to one of two things: either a formal request wasn't submitted to Student Employment, or the HRFE transaction is missing a required job comment. Double-check that a request was sent and that the job comment is included, and if it still hasn't gone through, Student Employment can help you sort it out at studentemployment@uis.edu.

I have a question about time reporting. Who can help?

Time reporting questions are handled by your Division Liaison (DL), since the process can vary a bit by department. Your DL can walk you through how and when to report your time. You can find yours on the HR Division Liaisons page, or email uishr@uis.edu with your department if you're not sure who that is.

How do I schedule an appointment with HR?

Our HR staff keep their own calendars, so the best way to set up a meeting is to email the person you need to see directly. If you're not sure who that is, email uishr@uis.edu with a quick description of what you need and we'll point you to the right person. When you email them, they'll get back to you to set up a time. Keep in mind they may not always be at their desk, so if you leave a voicemail or email, they'll return it as soon as they can.

I want to upload an updated resume. What do I do?

If you're having trouble uploading or attaching an updated resume, our employment team can help sort it out. Email HREmployment@uis.edu, describe what's happening, and they'll walk you through it.

Who do I contact with retirement questions?

Most retirement questions, including anything involving the State University Retirement System (SURS), should be directed to SURS directly; you can reach them at 217-378-8800. On the UIS side, Kelsea Hott can confirm whether something needs to be completed by UIS or by SURS. The best approach is to email your Division Liaison (DL) and CC Kelsea at kbatt2@uis.edu (you can reach her by phone at 217-206-7021). You can find your DL on the HR Division Liaisons page. If SURS needs UIS to complete something, have them contact Kelsea and she'll take care of it.

How do I request an Authorization for Release of Employment Records for Sexual Misconduct in Prior Employment?

This request can't be handled over the phone; we'll need it in writing. Please email your request to uishr@uis.edu and our office will follow up with the next steps.

Can a graduating student work over the summer?

It depends on the student's status. Domestic students may continue working through their spring eligibility. International students, however, may not work past their graduation date. Because international student employment comes with additional rules, it's a good idea to review the International Student Employee Resources page, or reach out to Student Employment at studentemployment@uis.edu with specific questions.

How do I transfer a student to another department?

To transfer a student to another department, contact Student Employment and they'll guide you through the steps. You can reach them at studentemployment@uis.edu.

Who do I ask about faculty leave?

Faculty leave questions go to your Division Liaison (DL), who can explain your options and next steps. You can look up the DL for your college or department on the HR Division Liaisons page. If you're not sure who yours is, email uishr@uis.edu with your department and we'll help.

I applied for a job. How do I check my application status?

Happy to help! For questions about your application status, send an email to HREmployment@uis.edu and include your name and the exact title of the job you applied for. That way the team can look it up quickly and get back to you with an update.

I was just hired. Who do I contact about my New Hire Process Forms?

Congratulations and welcome! Your New Hire Process Forms are handled by your Division Liaison (DL), who will guide you through each section. You can find your DL on the HR Division Liaisons page. If you're not sure who yours is, email uishr@uis.edu with your department and we'll connect you.

How do I verify employment (employment verification)?

We're glad to help with employment verifications. These can't be done over the phone; we need a signed authorization form so we can release the information. You can email the signed authorization to uishr@uis.edu, or fax it to us at 217-206-7145. Please allow 2–5 business days for it to be processed and returned. You can find more details on the Employment Verification page.

Questions about paycheck deductions, insurance benefits, or taxes

These questions are handled by the University Payroll and Benefits Department (UPB), which is separate from HR. They're the right team for anything involving deductions, insurance benefits, or taxes. You can reach them by phone at 217-206-7144 or by email at benefits@uillinois.edu. Please note they work a remote schedule and aren't available for walk-ins. You can also learn more on the University Payroll and Benefits (UPB) page.

Why can't I access my student's HRFE record?

Graduate employee records are controlled by the student's home organization, so access is managed on their end rather than yours. If you need information from that record or help coordinating, Student Employment can point you in the right direction at studentemployment@uis.edu.

Can Federal Work-Study students exceed their award?

Yes, they can. Just keep in mind that once a student reaches their Federal Work-Study award limit, the department becomes responsible for the student's wages from that point on. If you'd like help monitoring where a student stands relative to their award, Student Employment can assist at studentemployment@uis.edu.