Civil Service/Academic Professisonal New Employee Checklist & Information

Welcome to the University of Illinois Urbana/Champaign

  1. Prior to your 1st day:

    1. Speak with your Department Human Resources contact on or before your first day of employment.

    2. Review the list of acceptable documents you will need to present within your first and third day of employment. These documents must be original and unexpired and will be used to complete the Employment Eligibility Verification Form I-9. Acceptable Documents.

    3. Locate your Social Security Card or apply for a new card*. (Required for Payroll)

  2. On or before your 1st day:

    These steps must be done in the following order as other units, such as i-Card, Parking, and Benefits, will view your employment record in the system for verification prior to issuing your card or permit.

    1. Meet with your Department Human Resources (HR) contact with proper identification as noted in Step 1.

      1. Complete Section 1 (and Section 2) of the Employment Eligibility Verification Form I-9.

      2. Section 2 of the I-9 can only be completed if you have the appropriate, original documents with you.

      3. * Provide Social Security Card (or legible copy if not using for I-9) to initiate new hire forms/paperwork.

    2. Complete as much as possible of Steps 1 through 3 in the UI New Hire System using the New Hire Login and New Hire Password provided to you by your department. In this process, you will be creating a Net ID and Password to use for other campus systems including email. (NOTE: You will not be able to complete the Title IX Training on Step 2 at this time. You will receive an email when you have been given access to this training.)

    3. Obtain a University ID Card (Urbana ID Center, Illini Union Bookstore, First Floor, 809 S Wright Street, Champaign) 

    4. Establish parking arrangements if needed (Parking Department, 1201 W University Ave, Urbana, 217-333-3530)

      1. Parking Department Web page

      2. Email: parkingcomments@illinois.edu

    5. My Benefits Registration

  3. On or before your 3rd day:

    1. Did you complete Section 2 of the I-9 form in Step 2Ai above? If no, please take proper identification as noted in Step 1 to the department HR contact. (NOTE: If you cannot provide documentation by the third day, you must stop working immediately until the documentation is provided; this is a US Federal law and regulation.)

    2. If not done yet, complete required new hire forms/training in the UI New Hire System Steps 1 & 3,

      1. Employee Information Form (NOTE: please ensure your Education fields are entered correctly)

      2. Loan Default

      3. W-4

      4. ANCRA Training (Abused and Neglected Child Reporting Act)

  4. Within 30 days:

    1. Make your benefits selections online. (Benefits Eligible Employees)You will need your CMS Employee ID# for this. You should receive this via email. If not, contact University Benefits, 217-265-6363.

    2. Complete the remainder of your forms in UI New Hire including Ethics Training (if not already done).NOTE: If Direct Deposit is not completed within 30 days, you will be issued your pay on a pay card.

    3. SURS Eligible Employees: Begin reviewing retirement plan options and attend a State Universities Retirement System (SURS) Webinar.

  5. Within 90 days:

    1. Complete Title IX Training in UI New Hire, when you receive the email granting access (if not already done).

  6. Within 6 months:

    1. SURS Eligible Employees: Select a SURS retirement plan (if not already done) or you will automatically be enrolled in the TraditionalBenefit Package; this default enrollment is irrevocable.

Important Information:

Additional Information:

Civil Service Information:

Contact Information:

* Federal tax regulations require us to request an SSN from every employee to whom compensation is paid. Employee SSNs are maintained and used by theUniversity for payroll and benefits purposes, to verify employment history, and are reported to Federal and state agencies on forms required by law or for benefit s purposes. The University will not disclose an employee's SSN without the consent of the employee to anyone outside the University except as mandated by law oras required for benefit purposes. Failure to provide a SSN may result in the withdrawal of an offer of employment and/or the denial of benefits. The University ofIllinois is working to minimize the use of Social Security numbers within its business processes. For a full description of the University of Illinois' Social Security number policy, please visit Social Security Number Policy.

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Keywords:
new hire checklist, new employee checklist, employee checklist, AP new employee, civil service new employee 
Doc ID:
159378
Owned by:
Anisat A. in University of Illinois Human Resources
Created:
2026-03-02
Updated:
2026-03-02
Sites:
University of Illinois Human Resources