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.

New Employees

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: Complete the Campus Responsibility Acknowledgement (CRA) form

The CRA, implemented in 2020, plays a critical role in keeping everyone in the IU community safe and healthy. It also allows employees to confidentially request accomodations as needed to work on campus. Review these FAQs compiled by IUHR for more information, and complete the form by visiting the CRA task tile in One.IU.

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.