• UW CareLink
• Contact HR
• HR Forms
• Employee Self-Service
• OPUS
• OWLS
• UWHIRES

UNDERSTAND

Human Resources will perform the following post-hire activities for you:

• Send new hire confirmation letter
• Send the Temporary Employment Notice to the employee and copy to hiring manager
• OPUS payroll entry
• Complete background checks
• Medical Center orientation registration (includes Husky Card and photo identification name badge for new employee)
• Patient Care Services orientation (scheduling as job applicable)
• Ambulatory Care Services orientation (scheduling as job applicable)
• Collect completed payroll paperwork

ACT

But you must first track your new hire in UWHIRES:

1. Log into UWHIRES.
2. In the Requisition view, scroll down to the "Candidates" tab.
3. Click on the "Add Activity" link for the candidate who as accepted the offer. This will open the "Add Activity" screen.
4. Select "Hired/Accepted" from the "Activity Type" drop down.
5. Click "Save." The "Candidate New Hire" screen will appear.
6. Enter the following information:
   • Hire date — date offer was accepted
   • Start date — date new employee will start
   • End date — anticipated appointment end date
   • Salary amount — defaults to the amount from the "Offer Approval" page
   • Starting salary: "Pay Table-Range or Grade" auto-fills based on the job code
   • For classified positions, enter the correct Salary Step in the range that was offered to and accepted by the candidate. If entered in "Offer Details," this defaults from there.
   • Your Human Resources employment representative will complete the remaining fields.

Hiring mangers at UWMC and Harborview are responsible for completing the following post-hire activities:

• HIPAA Training Registration: Done through the Compliance Office at the appropriate medical center.
• Departmental orientation: Provide your new employee with a tour of the department, make introductions, discuss departmental emergency procedures, performance expectations, annual and sick leave request and use, etc.
• Verification and tracking of licensure: Verify the new employee’s license through the applicable association or state agency. You will also need to track the new employee’s licensure to ensure it is renewed before it expires.
• Setting up computer logins (after receiving the Employee ID).
• Obtain payroll records (if new employee is a current UW employee) by contacting the payroll coordinator from the new employee’s previous department.
• Collect new employee’s orientation completion confirmation.
• If an employee does not have an email address, the hiring manager is expected to provide the employee with a copy of the Temporary Employment Notice.
• Hiring managers should review the information contained in the Temporary Employment Notice with the new employee as part of their departmental orientation.

You also need to update candidates that were not selected. This process is done electronically within UWHIRES. Follow these steps to update candidates not selected:

1. Log into UWHIRES.
2. In the Requisition view, scroll down to the "Candidates" tab.
3. To update individual candidates:
   • Click on the "Add Activity" link next to the candidate’s name you want to update. This opens the "Add Activity" screen.
   • Select "Not Selected by Manager" from the "Activity Type" drop down.
   • Select the reason you did not choose this candidate in the "Rejection Reason" field. By adding this information, candidates can log into their UW applicant profile and view their status for your position. Candidates see "Considered not selected" only, regardless of what rejection reason you choose.
4. To update all candidates:
   • Select all candidates you wish to change status on by clicking the box to the left of their name.
   • At the top of the "Candidates" tab, choose the drop down menu and select “Not Selected by Manager.”
   • Click "Go."
   • Select the reason you did not choose these candidates in the "Rejection Reason" field.

If the employee does not have email address, the hiring manager is expected to provide the employee with a copy of the Temporary Employment Notice.

EXPLORE

Some temporary positions are benefits eligible. Learn more.

• uwhr@uw.edu |
• HR Contacts

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