STUDENT WORKEROnboarding Checklist

Welcome to Carnegie Mellon University! This checklist contains information and steps you must complete to get started as a student worker at CMU. Visit the Human Resources Service Center website for information concerning onboarding, Workday and payroll.

Before Your Start Date Register for DUO Two-Factor Authentication (DUO 2fa).

Compile your original documents for the Form I-9 from the List of Acceptable Documents [pdf].

Once you receive the welcome email and review the student worker section of the HR Service Center website, click the Workday login icon to access Workday using your Andrew ID/password and DUO 2fa. You will then be asked to:

Complete Form I-9 Section 1. Although optional on the Form I-9, it is helpful to provide your Social Security number for tax purposes.

Confirm Your Legal Name. Review your legal name in Workday to ensure it is correct or make any necessary changes. Please be sure to click submit on the task in your Workday inbox to mark it as complete.

Provide Disability Self-Identification. Complete and submit the task in Workday.

Review Documents*. You must read all documents listed in this task, check the boxes and then click submit at the bottom of the page to complete the task.

*Employees residing in California, please also review the following:

California Required Employee Notices

California Workers’ Compensation Information:

Review the Workers’ compensation notice and election form. You may opt to predesignate

a physician/chiropractor by completing the form and submitting it to the HR Service Center.

Refer to the Human Resources website for additional information about Workers’

compensation at CMU, including contact information.

After Accepting the Offer Your hiring manager will provide you with:

Your expected first day of employment, location and arrival time

Attire expectations

A primary contact

Week One Within three days of your start date, complete your Form I-9 Employment Verification. This is required

by federal law for employment in the United States. To complete the form:

Pittsburgh employees: Make an appointment to visit the HR Service Center at 4516 Henry Street,Pittsburgh, PA 15213.

Silicon Valley Employees: Send an email to obtain instructions.

Other locations: Refer to Instructions for Off Site Employees [pdf].

Onboarding Tasks, Part 2. After your I-9 has been finalized and you have a Social Security number on file,

you will be able to complete the following additional onboarding tasks in Workday:

Tax Elections. Tax withholdings elections (IRS Form W-4) are managed by accessing the

electronic tax forms available in Workday.

Quick Guide: Electronic Tax Forms (W4 and Multi-State) [pdf]

Payment Elections (Direct Deposit). All employees are encouraged to set up direct deposit

through the payment elections task in Workday. Until direct deposit is set up, the default payment

method is via paper check, which can be picked up at the HR Service Center on or after the pay

date. Any checks not picked up in 30 days will be mailed to the primary address on file at the time

the check was issued.

Quick Guide: Direct Deposit Quick Guide [pdf]

International students will also receive an email regarding the Foreign National Information System (FNIS)

application within two weeks of completing their I-9. Without this information, we cannot provide you

with applicable tax exemptions.

Month One Complete Retirement Savings Elections in Workday (if desired).

Review How to Enter Time Worked.

Review the Payroll and Pay Deadline Calendar.

Review Carnegie Mellon’s Policies.

Additional Tasks and Resources Learn more about CMU’s commitment to information security.

Review information regarding taxes and other payroll questions.

Foreign Nationals can visit the Office of International Education for information regarding visas, applying for a Social Security number, etc.