Onboarding is a long-term process that begins prior to an employee's hire date and continues for at least six months (through the probationary period).  It assists the new hire to feel welcome and prepare in their new position. Supervisors and employees are encouraged to use the New Staff Employee Onboarding Checklist to assist in tracking this process.

Additionally, new employees are encouraged to review all the information below.

NDSU New Employee - Onboarding

A link to the virtual Onboarding Tour can be found here. 

Step 1 - Claim User Account

It is essential to claim your North Dakota University System (NDUS) user account to be able to complete your hiring process. If you are logging in for the first time please visit the Login Information website, and follow the instructions given to create the account. If you already have an NDUS user account, the same website includes links to obtain your user ID and change your password if needed.

Step 2 – Onboarding

Once you have completed claiming your user account, you will have access to login and complete your New Employee Onboarding activities. Please complete all the on-boarding activities by logging into New Employee On-boarding with your User ID and Password. You will complete tasks such as:

• Set up Direct Deposit
• Entering you W-4 Tax form
• Enter Emergency Contact
• And more…

**If you are a rehire, please review all items in the Activity Guide to update any old information.**

You can find a step-by-step manual to guide you through the on-boarding activities here.

New Employee I-9 Information

NDSU determines employment eligibility through the E-Verify system.  New employees will receive an email to complete Part 1 of the I-9 form online.  Employees to NDSU must present specific identification to determine their employment eligibility no later than their first day of work.  Employees need to present original documents to HR.  To view the identification required, please see list of acceptable documents Lists of acceptable documents.  You will be required to have one item from List A OR one item from List B and List C.

Additional Tips to Avoid a Mismatch:

• Make sure your documents and records are up-to-date before it is time to complete your Form I-9.
• If you have changed your name, make sure that you inform the Social Security Administration (SSA).
• If there is a spelling error on your document, contact the agency that issued the document to correct the error.
• Before you complete Form I-9, use Self Check to verify that your government records are accurate.
• Know your rights in the E-Verify and employment eligibility verification process.

Payroll Forms

NDW-R Form

Optional form for employees who are residents of the states of Minnesota or Montana who wish to have their own state income tax withheld from paychecks, instead of North Dakota state income tax.

W-4MN

Optional form for employees who are residents of the state of Minnesota who want to claim exempt from Minnesota state income tax.

Foreign National Information Form

Required form for all international employees to determine residency and tax status for Federal and State income tax withholding

To complete any of the Payroll Forms above, please visit our Payroll Forms page.

To obtain an NDSU Card, please bring with you:

• A government issued photo ID (i.e. drivers license or military ID) or Passport
• Your employee ID number
• $20 cash, check or you may charge this to your account.  If you are a full-time benefited staff your department will pay this fee.  Please bring a signed letter or note from your department stating that you are a new hire.

For more information about NDSU Cards, please visit the NDSU Card Center.

Please talk to your supervisor about where you should park on your first day.  Additional information, including bus routes, is available at Parking and Transportation Services.

All NDSU employees have access to an employee information portal in PeopleSoft HRMS called "Self Service".

This functionality gives employees access to four areas:

1. Personal Information
2. Payroll and Compensation
3. Benefits
4. Miscellaneous

For more information on using Employee Self-Service within Human Capital Management (HCM), visit the Employee Self Service page on the NDSU PeopleSoft site.