Onboarding

Employees new to Purdue must complete onboarding before they can work. After an employment offer is accepted, the hiring manager must initiate onboarding and complete post-hire data verification before the new hire is able to move forward with the onboarding process. When the post-hire data verification is completed, the new hire receives an e-mail notification with instructions to access the new hire portal and complete the new hire data collection.

General Onboarding Process Flow

1. Move New Hire to Onboarding (Hiring Manager)
2. Complete Post-Hire Data Verification (Hiring Manager)
3. Complete New Hire Data Collection (New Employee)
4. Complete New Hire Data Verification (New Employee and I-9 Verifier)
   • The I-9 Verifier completes Section 2 of the I-9. The new hire must be present during the verification and must present original employment eligibility documentation.

Best Practices

Below are a few best practices for supervisors and individuals who process onboarding in their department. These best practices provide guidance to hopefully avoid issues with the hiring and onboarding processes:

• When a start date is delayed:
  • Will the new hire likely take another position? If yes, then cancel the first hire record.
  • If it is unlikely that the new hire will take another position, then leave the record pending in onboarding and complete the post hire data verification when start date is finalized.
• When a start date is canceled, cancel the record in onboarding so that it does not cause issues with future hire records.
• Supervisors should not process student hires more than 30 days in advance of the start date.

Onboarding for the Vice Provost for Student Life

Employees hired into a department within the Vice Provost for Student Life will follow a different onboarding process. After an employment offer is accepted, the hiring manager must move the employee to the “Ready to be Hire” bucket in SuccessFactors. This will notify the Business Office to start the onboarding process. The Business Office will then sends a “Welcome” email to the employee giving them instructions on how to complete the Post-Hire Data Verification. When the Post-Hire Data Verification is completed, the new hire should bring their original documents to the Student Life Business Office, located in Owen Hall, to complete Section 2 of the I-9.

VPSL Onboarding Process Flow

1. Move New Hire to “Ready to Be Hired” bucket (Hiring Manager)
2. Complete Post-Hire Data Verification (Business Office)
3. Complete New Hire Data Verification (New Employee and Business Office)

Additional Instructions for Special Populations

International Students Only

Glacier Tax Summary

International employees must complete the Glacier Artic International Tax Compliance Summary. The employee will receive an email from support@online-tax.net with the link to access and complete his/her international tax information in the Glacier software. After completed, print the forms that the system prompts you to print. Sign and date all forms and submit according to the form instructions.

SSN Request Form

International students who need to obtain a social security number must work with their employer to complete the F1/J1 Social Security Number Request Form. If necessary, present the form to your employer for completion. After your employer completes Section A, take the form along with your student employment offer letter e-mail notification to the International Students & Scholars Office. Follow instructions to apply for a social security number and present to your employer upon receipt.

High School Students Only

Work Permit

All minors ages 14-17 are required to obtain a Work Permit before they begin employment. To obtain a Work Permit, the minor may initiate the Intent to Employ/A1 Form which is to be completed by the employer.  The minor must then submit the completed Intent to Employ/A1 Form to their school to obtain a Work Permit.  The valid Work Permit must then be submitted to the respective business office or hiring manager.