New Employee Information
Welcome to Ohio State. This page will providing information about the hiring and onboarding process for new employees in the Office of Business and Finance.
For general information about working for Ohio State, see new employee information from the university's Office of Human Resources.
Welcome email, letter of offer, and background check process
After accepting a verbal offer for a new position, the candidate will receive a welcome email from the Business & Finance (B&F) Human Resources (HR) Service Center. This email includes instructions regarding the letter of offer and the background check process.
The candidate receives the following two system generated emails within 24 hours of the welcome email:
- Email from DocuSign: Includes a link to the letter of offer for review and acceptance by digital signature. The employment offer is contingent upon successful completion of a background check.
- Email from First Advantage: Includes instructions and a link to the background check application process for the candidate to authorize the background check. Once the background check is completed and clear, the candidate will be contacted by the supervisor to confirm a start date.
Pre-hire paperwork and in-person pre-boarding meeting
An HR Associate will email the candidate to schedule an in-person pre-boarding meeting (pre-hire processing meeting).
- Email provides instructions on how to complete required new hire paperwork through DocuSign, which must be completed prior to the in-person meeting.
- The main purpose of the meeting is to certify eligibility to work in the U.S. and provide basic new hire information. This meeting should occur at least one (1) to three (3) business days before the start date.
- A list of acceptable documentation for employment verification can be found on the U.S. Citizenship and Immigration Services (USCIS) website. *Note: the candidate needs to bring only ONE (1) of the following:
- One (1) list A document OR
- One (1) list B document and one (1) list C document.
Topics discussed at the pre-boarding meeting
- Ohio Union, Rm 3040 · 1739 N. High St. · Hours: M-F 8am – 5pm · (614) 292-0400
- Gateway Plaza · 1560 N. High St. · Hours: M-F 7:30am – 4:30pm · 614-688-0000
- REMINDER: Take BuckID, Letter of Offer and OSU Pre-Tax Parking Program Payroll Deduction Election Form with you to the CampusParc Customer Service Center.
- An email with instructions will be sent to the employee. Follow the email instructions (go to my.osu.edu, request activation code, activate account and set up new password).
- OSU username is needed for a variety of reasons during tenure at the University, including but not limited to: accessing email account, documenting timekeeping and leave (through eTime and eLeave), and accessing BuckeyeLearn for training and workshops.
Submitting leave (eLeave)
Submitting hours worked (eTimesheet, biweekly paid/non-exempt employees only)
Enrolling in BuckeyePass:
- This must be completed before you will be granted access to Employee Self Service (ESS), PeopleSoft Finance, EDM Document Management, and other secure OSU systems.
- Configure Direct Deposit
- Enter W-4 Tax Information (withholding allowances)
- Sign up for Buckeye Alert
Completing mandatory training via BuckeyeLearn:
- Institutional data policy
- Working in the public sector (Includes the following training)
- History of the Public Sector
- Ethics and You
- Handling Public Records
- Hazard communication
- Building emergency action plan (BEAP)
- Fire Extinguisher
- Ethics for Senior Leaders (required only for director level and above)
Enrolling in health benefits:
- Sign up for health care benefits within 30 days of start date.
- Benefits eligibility
- Questions: Call OHR Benefits Customer Service 614-292-1050.
Enrolling in retirement benefits:
- Sign up for retirement benefits within 120 days of start date.
- (ARP) Alternative Retirement Plan
- (OPERS) Ohio Public Employees Retirement System
- (STRS) State Teachers Retirement System
- Questions: call OHR Benefits Customer Service 614-292-1050.
International Hires
International hires must complete the steps detailed below.
- Check in with the Office of International Affairs:
- Orientation can be scheduled online or call 614-292-6101.
- Complete online GLACIER tax process:
- Glacier is a web-based computer program that provides a "beginning to end" tax compliance solution. Once the university determines that you are a nonresident alien, you will receive an email directing you to the Glacier website with a password for entry. After asking a few simple questions, the Glacier program will guide you through the tax filing process. Glacier does the following:
- Makes tax residency, withholding and income tax treaty determinations
- Manages all paperwork
- Maintains data
- Details next steps
- Files appropriate reporting statements with the IRS
- If you are a nonresident alien and you have not received Glacier information, please contact the Tax Office at taxoffice@osu.edu.
- Glacier is a web-based computer program that provides a "beginning to end" tax compliance solution. Once the university determines that you are a nonresident alien, you will receive an email directing you to the Glacier website with a password for entry. After asking a few simple questions, the Glacier program will guide you through the tax filing process. Glacier does the following:
- Apply for Social Security Number (SSN):
- Information regarding obtaining a permanent social security number is available online at the Office of International Affairs
- Additional information regarding Social Security Numbers/Cards.
Onboarding (completed with manager/supervisor)
After the pre-boarding meeting with the Business & Finance Human Resources Service Center, the candidate is ready to begin employment on the agreed upon start date. The manager will provide additional details regarding the candidate’s workstation, position description, training, and other important information. Please see additional information included in the checklist below.