New Employee Checklist
Employees who are new to Indiana University receive the email below. This communication includes instructions on how to establish their computing accounts, setup direct deposit, and more. Review the Paperless New Hire FAQ page for more information.
Welcome to IU! Your hiring department will provide you with a 10-digit university ID number, also called an employee ID number. Once you have this information, you are able to complete the steps below.
Step 1: Set up computing accounts
Your hiring department will give you your 10-digit University ID number (Empl ID) and will tell you when you can begin using One.IU, IU's web portal. The five tasks listed above will all be completed through One.IU.
Once your paperwork has been processed by IU Human Resources (HR), you can create your first Indiana University computing accounts by using the Create My First IU Computing Account service on One.IU. Read this Knowledge Base article to learn more about this process.
Step 2: Enroll in DUO two-factor authentication
After creating your computing accounts, you will need to enroll in DUO, in IU's two-factor authentication system by following these instructions from the Knowledge Base. Once you have completed your DUO enrollment, go to the New Employee Activity Guide in One.IU to provide the information needed for steps 3-5.
Step 3: Enter direct deposit info or request a Rapid!Pay paycard
Direct deposit is mandatory for all IU employees. If you do not sign up for direct deposit, IU will issue you a Chase Rapid!Pay paycard prior to your third paycheck. You must present a photo ID at your campus payroll office to collect your paycard.
Review the Direct Deposit & Paycards page to learn how to set up direct deposit or request a paycard.
If you enroll direct deposit too close to payday, direct deposit will not take effect for that paycheck. If you miss the deadline, you will receive an email asking you to pick up your paycheck from your campus payroll office. You must present a photo ID to collect your paycheck.
Step 4: Complete and submit tax forms
Your tax forms are populated with default settings. New employees can change the default information by clicking on the Payroll & Tax icon in the Employee Center.
New employees should review and, if necessary, edit their W-4 and WH-4 tax forms. Review the Federal Taxes and State Taxes pages to learn more about updating and completing these forms.
Step 5: Review and confirm your personal information
Employees use the Employee Information section of the Employee Center to update their contact information. Always update your contact information to ensure you receive important announcements from IU such as the availability of your W-2 tax statement. Review the information in this section of the Employee Center and ensure it is accurate and up-to-date.
Step 6: Report your COVID-19 vaccination status or request an exemption
With the ultimate goal of returning our campuses to normal operations, all Indiana University students, faculty and staff are required to be fully vaccinated against COVID-19 or have an approved exemption. Review IU’s information about the COVID-19 vaccine requirement and then submit your vaccine status or request an exemption.
Step 7: Complete the veteran and disability status form
As a public institution, Indiana University is required to look at its workforce and make good faith efforts to improve equity and access. By law, this information cannot be used against you and it will not be shared with your department, your supervisor, or co-workers. You can update the forms in the Personal Details section of the Employee Center anytime your status changes.