InfoImportant Compliance Reminder
To ensure compliance with applicable laws, the out-of-state employment request process applies to all employees requesting to work for The University of Alabama from a location outside of Alabama. Employees must have an out-of-state location approved before starting work. For additional information, review the Out-of-State Employment page.
Faculty & Staff hired through PageUp will follow the process outlined below:
Offer Stage
The offer letter includes instructions for scheduling an onboarding appointment to complete Form I-9 requirements and register for orientation.
Please note:
- Staff start dates must be on a Monday and cannot be backdated.
- Faculty, Graduate Teaching Assistants, and Graduate Research Assistants typically begin on 8/16, 1/1, or the first day of the academic term. When those dates are not feasible, start dates should be scheduled for a Monday.
- Benefits-eligible staff must attend New Employee Orientation on their first day. New faculty are encouraged to attend both New Faculty Orientation and the general New Employee Orientation. Orientation is optional for non-benefits-eligible employees.
- ePAs must be completed, approved, and submitted to Payroll at least seven business days before the employee’s start date.
Additional resources are available in the Onboarding Guide for Managers.
Onboarding Stage
All new hires must attend a pre-employment appointment with the HR Service Center prior to their start date where they will:
- Complete Form I-9.
- Register for New Employee Orientation.
Faculty & Staff hired through ePA Reappointments will follow the process outlined below:
Offer Stage
Please keep in mind the following:
- Staff start dates must be on a Monday and cannot be backdated.
- Faculty, Graduate Teaching Assistants and Graduate Research Assistants typical start dates are 8/16, 1/1 or the first day of the term based on the Academic Calendar. When these typical dates don’t work, the start date should occur on a Monday.
- The ePA must be completed, approved and routed to payroll no later than seven business days prior to their start date. Please account for any departmental/budget delays in meeting this deadline.
- Additional tools and tips are included in the Onboarding Guide for Managers to help you support a new employee’s acclimation into their new role.
Onboarding Stage
Departments are required to check if a new Form I-9 is needed for any reappointments by contacting the department I-9 representative before their start date. If needed, the Form I-9 must be completed before their start date.
Students
Offer Stage
Please keep in mind the following:
- Supervisors are encouraged to use the Student Employment Template when offering a job to a student employee.
- Undergraduate Student Assistants, Graduate Student Assistants and Work Study Students start dates must be on a Monday and cannot be backdated. Note: Graduate Teaching Assistants and Graduate Research Assistants start dates are 8/16, 1/1 or the first day of the term based on the Academic Calendar.
- The ePA must be completed, approved and routed to payroll no later than seven business days prior to their start date. Please account for any departmental/budget delays in meeting this deadline.
Onboarding Stage
The Form I-9 will need to be completed by the department I-9 representative before their start date. Please connect with your department I-9 representative below to verify that this has been completed.
Pre-Employment Appointment
As soon as the offer of employment was accepted, your new employee received instructions on how to register for a pre-employment appointment with the HR Service Center. During this appointment your new employee will complete their I-9 and register for orientation which will be presented by the Department of Human Resources.
All New employee orientation sessions are held on Monday mornings, or immediately after certain University holidays.
Supervisor Tips for Successful Onboarding at the Department Level
As a supervisor, you play a key role in helping new employees feel welcomed, engaged, and prepared for success at The University of Alabama.
- Connect the employee’s role to the department’s goals and the University’s mission.
- Assign a peer mentor to provide guidance and answer questions.
- Discuss career development opportunities and growth at UA.
- Foster a positive work environment through regular communication, coaching, and feedback.
- Help the employee understand departmental culture, expectations, and key relationships.
- Clearly define performance expectations and desired outcomes.
- Encourage engagement with the University community to build connection and pride.