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.

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.

The new employee benefits session is a small group session where your benefits package will be presented.  The session is approximately an hour long and gives you the opportunity to ask questions and receive detailed information regarding your benefits.

Please bring with you:

• Identification to complete your I-9 form
• Bank account information to set up direct deposit

Examples of acceptable forms of identification:

• Passport (fills all requirements)
• A certified birth certificate or social security card AND photo ID (i.e. drivers license or NDSU ID card)

All benefits related paperwork must be completed and returned to Human Resources and Payroll within 31 days of the new employee’s start date. 

403(b) Universal Availability Notice

North Dakota State Board of Higher Education provides you with the opportunity to save for your retirement through the North Dakota State Board of Education 403(b) Universal Availability plan (the "Plan"). Your employer would like you to know more about how you can participate in the Plan. Whether you want to enroll in the plan, or you are already enrolled but wish to change the amount of your deferral, you can accomplish your goal by filling out a "403(b) Salary Reduction Agreement." You can obtain a copy of the agreement and information on the plan from the Office of Human Resources and Payroll.

Eligibility for 403(b)

All employees of North Dakota State University who receive compensation reportable on an IRS Form W-2 are eligible to participate in the plan, as long as the employee contributes a minimum of $200 per year.

Please take a moment to review the plan before enrolling. Once you are enrolled, you can review and change the amount of your contributions and your investment allocations at any time. The exact date your investment allocations will take effect may vary depending upon the policies of the financial service firm providing the investment options you chose for plan contributions.

Also, please be aware that the law limits the amount you may defer under this and other plans in any tax year. For 2015, the limit under all plans of this type is generally $18,000 although larger limits may apply if you are age 50 or over. Each participant only gets one limit for contributions to all 403(b) plans, so if you are also a participant in a 403(b) plan of another employer, your combined contributions to that plan and to the North Dakota State University Plan 403(b) in 2015 are generally limited to $18,000. If you do participate in more than one 403(b) plan, you are responsible for tracking and reporting the amount of all of your contributions to the plans so that the total amount of all your contributions to all plans in which you participate do not exceed the limit. Note also that the sum of all of your contributions, and those of your employers, to all 403(b) plans that you participate in are generally limited to the lesser of $53,000 or 100% of your compensations in 2015.

For further details, or if you have questions, please contact Human Resources and Payroll at  ndsu.hr@ndsu.edu .

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.

NDSU’s Employee Assistance Program is offered through The Village EAP. Employee may also access online resources at http://villageeap.com/ and use the username NDSU.

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.

Annual Security and Fire Report Information

NDSU is committed to assisting all members of the campus community in providing for their own personal safety and security. Information regarding campus security, personal safety and security and fire safety, including topics such as crime prevention, university police law enforcement authority, crime reporting policies, crime statistics for the most current three year period, and disciplinary procedures is available on the University Police website at:

https://www.ndsu.edu/police_safety/universitypolice/annualsecurityreport/

A physical  copy can be obtained by making a request to the University Police Communications Call Center at 701-231-8998.