Guidance and Information for Onboarding New Hires
We are gearing up for the Fall semester! Due to increased processing HR is prepared and ready to handle the incoming paperwork as efficiently as possible.
Please follow these 4 steps below to ensure a seamless onboarding:
Benefit-Eligible Employees (Faculty & Staff) :
Background check must be cleared prior to start date.
- HR will verify if a background check is required for benefit-eligible employees and work with the hiring department to include the appropriate language in the offer letter.
- The start date may be delayed if the background check has not been completed with a Meets Standards designation.
Temps, Students, Adjuncts:
Departments must determine whether employees require a background check based on their work. Fill out a prior to start date if the roles involves:
- Supervising or having regular contact with minors, patients, or vulnerable populations.
- Unsupervised access to university facilities, vehicles, controlled substances, or hazardous materials.
- Handling cash, sensitive financial information, protected personal and university data.
New Hires may begin Step #2 while background check is in process, but work MAY NOT begin until background check is cleared.
If they have worked for ISU within the last 3 years:
- Prior to sending them into HR, email hr@isu.edu or call 208-282-2517 to determine if they can be reactivated or need to complete new paperwork.
If they have never worked for ISU or are unable to be reactivated:
- Send them to HR with to complete their New Hire Paperwork. If they are not on the Pocatello campus, please see our new employee resources web page for instructions.
- Bring: start date, department name, type of employment - student, graduate, temp, adjunct, or benefited (staff, faculty & residents), and I-9 acceptable documentation (MUST be original or certified copies).
*Critical Federal Compliance
Per Federal law, a new employee must fill out an I-9 and complete the verification process before or on their start date. They have 3 business days after their start date to bring in their I-9 acceptable documentation or they must stop working.
What’s Next:
- HR issues the new hire an orange slip. (No slip = incomplete paperwork.).
- Processing may take 3 business days once an orange slip is issued.
- Benefitted: Submit a when a signed offer letter is received.
- Students/Temps: Submit an EPAF, see the EPAF website for guides and a training schedule.
- Adjunct: Submit a .
After the employee is active in the system, the EPAF can be fully submitted and go through the approval queue to be processed and applied.
If you see ‘ERROR: Invalid Employee Class’ this person hasn’t been processed yet (typically 3 business days).
See the EPAF website for guides and a training schedule.
The employee will automatically receive general system access email/timecard/dashboard based on meeting this criteria:
| Employee Type | Automatic Access Trigger Formula |
| Student/Temp | Paperwork Complete + Active Status + EPAF approved & applied |
| Adjunct | Paperwork Complete + Active Status + Start Date within 90 days* |
| Benefited | Paperwork Complete + Active Status + PR Completed |
*Note: Temporary Faculty Contracts can be submitted anytime, but pay will hold until paperwork/reactivation is complete.
The department may need to request additional access via an form for Banner, FAST reporting, Torg (timecard approver), etc.
Other helpful resources for new hires:
- Payroll Calendar
- (if timecard is unavailable or report time after the pay period has closed)