Completing Required Onboardee Tasks

This guide walks the Onboardee through tasks they complete as part of Duke's Onboarding process. Share these instructions with new hires so they can effectively and efficiently complete required onboarding tasks.

Kristin Coombs
22 steps
2 minutes

Welcome to the Onboarding Application

Duke's onboarding process begins when a member of the Onboarding Team successfully selects **Initiate Onboarding** in the SuccessFactors Recruitment module. The user should see the success message below.

This action sends the Welcome to the Onboarding Application email to the Onboardee.

After successful onboarding initiation, the onboardee receives an email that outlines required actions. These actions include the following: - Creating a password using the username included. - Logging into the New Employee Onboarding Portal. - Completing the onboarding steps and e-signing all required forms.

In the New Employee Onboarding Portal

Using the link in Step 2 of the email above, create a password. Once you've created the password, the screen below displays, and you can login using the username provided in the email and the password you created.

The **New Employee Onboarding Portal** homepage displays your **Required Tasks** under **For You Today.** Select **Provide Personal Details**. Alternatively, you can select the **Home** drop-down at the top of the page and click **Onboarding.**

The **Onboarding Checklist** on the left-hand side serves as a progress check-in as you complete the required tasks. The checklist is set up in trays. As you move through the checklist, each tray will unlock.

A checklist item becomes **Overdue** if today's date is greater than the Work Start date. In this example, the Onboarding Data Collection is 16 days overdue from the Work Start Date.

**Please note:** The due date displayed is system generated and may not reflect the requirements of your business unit. Please follow the due dates communicated by your business unit. For Duke Health, the onboardee must complete all steps the Friday prior to their start date.

Provide Personal Data

In the **Provide Personal Data** section, confirm or enter required personal information. Select **Continue** to work through the information. Information should be self-explanatory, and all fields highlighted with an asterisk are required.

Continuing in the **Provide Personal Data** section, enter the **Legal Sex (Gender)**.

In the **Payment Information** area, select how you wish to receive your pay. - Select **Yes** for Direct Deposit and enter Banking Information details. Select **No** and a paper check will be mailed to your home address on file in Duke's payroll system. Select **Submit** to move to the next section.

You will be able to change your banking information through the Duke@Work Employee Self Service portal once you begin working.

For Rehires

**Please note:** If you are a rehire from previous Duke employment, after you submit the **Provide Personal Data** section, the data will need to be verified by the Onboarding team before you can continue. A message will appear on the left hand side of the Onboarding Checklist informing you the task is currently locked. Once verified, you will receive an email notification and can continue to the next task in the Onboarding Checklist.

Provide Additional Data

In the **Provide Additional Data** section, complete the mandatory compliance information. Next to **Pending**, select the arrow (caret), to review policies, make selections or provide acknowledgements as required. Select **Submit**.

Complete e-Signature of Confidentiality Agreement and Other Documents

In the **Complete Your E-Signature** section, carefully review, e-sign each required form. Next to **Pending**, select the arrow (caret), to review forms and required acknowledgements. Click to **Sign** and select **Submit** as instructed on each document.

Once e-signed, you may download the forms and continue working through the **Onboarding Checklist**. With the **Onboarding Data Collection** complete, **Compliance Tasks** are now available on the Onboarding Checklist.

Compliance Tasks

Complete all required compliance forms. These can include: - United States Federal Form W-4 - Employee's State Withholding Certificate - Form I-9 Section 1 The onboardee will review, certify by checking the **Employee's Consent Statement**, and **Submit** the forms.

If you have questions regarding how to complete the tax forms, please reach out to your tax advisor. Duke staff cannot advise any employee on how to complete tax forms.

Form I-9 Section 1

Complete **Section 1 of Form I-9**.

If changes need to be made to personal information, select **Correct My Personal Data** if available. If this button is unavailable or inactive, you can update personal information in the Duke@Work Employee Self Service Portal on the My Profile tab after your start date.

In the **Type of Citizenship** section, select the appropriate citizenship status.

Please note: The screen shot below indicates a Citizen of the United States as the status. Screen shots in these steps will vary based on the type of citizenship you select.

In the **Upload Employment Eligibility Verification Documents**, upload the necessary documents from **List A** or **List B** and **List C.**

Please note: The acceptable document types for you to upload are typically PDF and image files (JPEG, GIF, PNG). You will see the list of valid file types and the size limit in the document upload dialog box when accessing the task.

Review and select the **Employee's Attestation Stateme**nt and select **Submit**.

Complete e-Signature of Compliance Forms

In the **Complete Your E-Signature** section, carefully review and e-sign each required form and select Submit to continue to the next task. Next to **Pending**, select the arrow (caret), to review forms and required acknowledgements. Click to **Sign** and select **Submit** as instructed on each document.

You can downlaod a copy of the e-signed I9 Section 1 form if necessary.

All Forms Completed

Once you've completed all tasks, the sections of the Onboarding Checklist will state **Completed** and display in green. You can select the **Explore Onboarding Guide** and see contact information about the Onboarding Team.

You will receive an email notification confirming they have completed, e-Signed, and submitted the documents.

Helpful Tips

If the Onboardee has questions during this process, University and School of Medicine users should contact [recruitment@duke.edu.](mailto:recruitment@duke.edu) and Duke Health users should contact [DUHSTAPreboarding@duke.edu.](mailto:DUHSTAPreboarding@duke.edu)