HR Team Resources
The Welcome Center takes care of several transactional and operational items in the onboarding process, and introduces new staff hires to many of the resources and benefits available to them as a Stanford employee. Still, the hiring manager and the local HR Team plays an important role in the successful onboarding experience for new hires. Below are some of the actions the Welcome Center handles and the responsibilities of the hiring managers and local HR teams in the onboarding process.
If your new hire is not able to attend the Welcome Center, they must be provided with thorough onboarding by their hiring manager and local HR team. This includes completing all Welcome Center actions below, as well as all administrative and compliance-related and training tasks.
Action/Responsibility |
Welcome Center |
Hiring Manager |
Local HR Team |
|---|---|---|---|
| Send offer letter to new hire | X | X | |
| Enroll new hire in Welcome Center | X | ||
| Create SUNet ID and enable Two-Step Authentication | X | ||
| Complete I-9 documentation | X | X | |
| Upload photo and obtain ID card | X | ||
| Provide new hires with a P&TS Overview and the various commuter tools and incentives | X | ||
| Obtain Caltrain Go Pass and Clipper Card/VTA Eco Pass from P&TS | X | ||
| Complete Directory and AlertSU Contact Information in StanfordYou | X | ||
| Complete External Emergency Contact Information in StanfordYou | X | ||
| Complete Visibility Settings for your Directory Information in StanfordYou | X | ||
| Sign the SU-18 Patent Agreement | X | ||
| Assign identified Mandated Reporters | X | X | |
| Assign school, unit or department-specific trainings | X | X | |
| Learn to use and complete your Axess timecard | X | ||
| Provide new hires with a Benefits Overview and remind them of their 31 day enrollment deadline | X | ||
| Provide new hires with a Retirement Savings Overview and when they are eligible to enroll | X | ||
| Complete Payroll Direct Deposit | X | ||
| Complete W-4 (Federal) and DE-4 (State) withholdings | X | ||
| Review "Before You Arrive" within the Welcome Center website for recommended informational videos | X | ||
| Review "Day 2 & Beyond" within the Welcome Center website for valuable onboarding tools and resources | X | ||
| Review Onboarding Checklist to continue completing all assigned trainings and administrative tasks in Axess or StanfordYou | X | X | X |
| Grant authority/access to necessary systems and buildings | X | ||
| Review job description, school/unit/department org chart, and local policies with new hire | X | X |
