Onboarding FAQs

Information is current as of February 2021. 

General

Onboarding is the strategic process of acclimating new employees into an organization. By welcoming the new employee into the organizational culture and ensuring the new employee is equipped with vital resources and information, the onboarding experience aids new hires in becoming productive members within the organization as readily as possible.

During the COVID-19 pandemic, the Onboarding Center is highly encouraging the use of scheduled appointments to ensure the safety of our staff and visitors. To schedule an appointment you may contact the onboarding center at 334-844-1763 or schedule online

Walk-ins will be served.

PeopleAdmin 7

Please contact your Onboarding Center Specialist or the Onboarding Center at 334-844-1763.

You are encouraged to log in to PeopleAdmin Employee Records module.

  • Along the left side of your screen you should see a list of your newly hired employees.

  • Use the search option (above the list) to locate the employee you are interested in tracking. Their name should appear for you to select.

  • Click the employee’s name and their profile should open up.

  • Click the respective checklists the employee has been assigned (clipboard icons) to check their progress on each task.

This may occur for two reasons:

  • The first reason may be that the employee has not transitioned from the ATS to the Employee Records module.

  • The second reason may be that the employee has not been correctly assigned to a departmental location that you have permission to view.

In both cases, contact your Onboarding Center Specialist or the Onboarding Center at onboard@auburn.edu. This issue can be promptly resolved.

Posting positions are pre-onboarding tasks that typically fall under the purview of the Human Resources Employment unit. However, you are encouraged to visit the Auburn University PeopleAdmin website for in-depth details on using the system to post positions and subsequently track them.

Work Authorization

Per AU Policy, employees who have been terminated from the university are required to complete a new Form I-9 for any new position they acquire.

Employees must provide documentation to their employers to show their identity and authorization to work. You are required to provide documents from List A or List B and C.  

Acceptable documents include:

List A: Documents that Establish Both Identity and Employment Authorization

The documents on List A show both identity and employment authorization. Employees presenting an acceptable List A document should not be asked to present any other document. Some List A documents are in fact a combination of two or more documents. In these cases, the documents presented together count as one List A document.
  • U.S. Passport or U.S. Passport Card

  • Form I-551, Permanent Resident Card or Alien Registration Receipt Card

    • Previous Permanent Resident Card with signature:

    • Permanent Resident Card with notation, "Signature Waived":

  • Form I-766, Employment Authorization Document Card

  • Foreign passport with Form I-94 or Form I-94A with Arrival-Departure Record, and containing an endorsement to work

List B Documents: Documents that Establish Identity

The documents on List B establish only identity. Employees who choose to present a List B document must also present a document from List C for Section 2. Employees may present one of the following unexpired List B documents:

  • Driver's license

  • ID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color and address

  • School ID card with a photograph

  • Voter registration card

  • U.S. military card or draft record

  • Military dependent’s ID card

  • U.S. Coast Guard Merchant Mariner Document (MMD) card

  • Native American tribal document

  • Driver’s license issued by a Canadian government authority

List C Documents

The documents in List C only establish employment authorization. Employees who choose to present a List C document must also provide a document from List B, evidence of identity, for Section 2. Employees may present one of the following unexpired List C documents:

  • U.S. Social Security account number card that is unrestricted

  • Form FS-240, Consular Report of Birth Abroad

  • Form FS-545, Certification of Birth Abroad issued by the U.S. Department of State

  • Form DS-1350, Certification of Report of Birth issued by the U.S. Department of State

  • Form I-197, U.S. Citizen ID Card

  • Form I-179, Identification Card for Use of Resident Citizen in the United States

  • Employment authorization document issued by the Department of Homeland Security (DHS)

This information has been obtained from https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
Documents must be presented in their original form and unexpired.
Please contact your department’s respective Onboarding Specialist so arrangements can be made on behalf of the employee and ensure that this action is completed within federal compliance.

Tax Forms

The City of Auburn Employee’s Withholding Exemption Certificate is primarily targeted to AU employees who work outside of Auburn City Limits. Employees who perform duties for the university outside of the city limits are eligible to have a percentage of their income exempt from city taxation.

Most foreign national employees are not required to complete the Federal Employee’s Withholding Certification (Form W-4); this form is only applicable to US citizens and Lawful Permanent Residents. 

Foreign National Employees are required to complete the Alabama Employee’s Withholding Tax Exemption Certificate (Form A4) and City of Auburn Employee’s Withholding Exemption Certificate (Form C4).

Please consult a tax professional if you have specific questions related to the designations you should indicate on these respective documents.

University Access

If you have successfully completed your PeopleAdmin New Hire Paperwork checklist including section 1 and 2 of your Form I-9, you will likely receive access to your employees tab within two weeks.

Please contact your Onboarding Specialist if the employees tab does not appear following a two-week time period to ensure that there are no additional actions that need to be taken on your behalf.

Administrative and Professional employees, University Staff and Faculty members are encouraged to obtain an employee ID to ensure they can verify their identity and employment with the University. Employee ID cards are also utilized to provide employees with any authorized access to facilities throughout campus. 

Students will not receive an employee ID badge. Student IDs will be utilized to provide any designated access the student employment position provides.

Hourly (non-exempt) employees will utilize Auburn University’s timekeeping system, Kronos, to track their hours worked. You are encouraged to visit the Tiger Time website for specific details related to utilizing this system.
Auburn University’s cybersecurity training is a provisional requirement. All employees who are required to complete this training will receive an email notification from the Office of Information Technology containing steps to complete the training.
Confirm that you have completed all of your required PeopleAdmin Employee Records new hire tasks including sections 1 and 2 of your Form I-9. If you are unable to log in to AU access 48-72 hours after you have completed section 2 of your Form I-9 (i.e. had your work authorization documents verified), please contact your Onboarding Center Specialist or the Onboarding Center directly at 334-844-1763.
You are encouraged to visit the vehicle registration website or contact Parking Services directly at 334-844-4143 to determine your options to obtain a parking pass. Please be sure that you have your Banner number (begins with 90) available when contacting Parking Services.
You are encouraged to visit the Parking Services website or contact Parking Services directly at 334-844-4143 to determine your options to obtain a parking pass. Please be sure that you have your Banner # (begins with 90) available.
Faculty members receive access to email and CANVAS permissions once all new hire paperwork has been submitted and processed by Human Resources.

Benefits

  • Full-time, benefits-eligible employees will be scheduled for orientation the first week of their employment, if their first day of employment is between Sunday-Wednesday.

  • If the first day of employment falls between Thursday-Saturday, they will be scheduled for orientation the following week of employment.

  • This is also contingent upon the completion of all new hire employment paperwork (external employees) or position transfer completion (internal employees).

Due to the COVID-19 pandemic, New Employee Orientation is currently being held virtually. This may change following the spring 2021 term.
You may make changes to your benefits enrollment selections within the first 30 days. To do so, log in to your AU access account and select the Online Benefits Enrollment icon under Employee Tools. Beyond the first 30 days, you are encouraged to contact Human Resources Benefits to ensure your situation qualifies to make enrollment changes. Contact HR Benefits here.

Foreign Nationals

Auburn University is a withholding agent for the Internal Revenue Service (IRS) and is required to withhold mandated taxes. All employee wages (including foreign national employee wages) are taxable unless specifically exempt from taxation by a US law or a treaty.
All foreign national employees are required to complete the Foreign National Tax Compliance Form. Please note that the Onboarding Center staff will be unable to process your Form I-9 work authorization until the Foreign National Tax Compliance Form has been submitted and processed by the Tax Compliance Office.
Please consult a tax professional to determine how you should complete your tax forms. At this time, Auburn University does not have a tax professional onsite to guide in the completion of these documents. There are tax professionals within the Auburn area that may be able to further assist. The Onboarding Center would be delighted to pass along relevant details.
A Social Security Number is required for wage reporting to the IRS as well as completion of the work authorization process. (Form I-9)
Please contact the Office of International Programs at 334-844-5001 for further assistance in applying for a Social Security number.

Foreign National Employees must provide documentation to their employers to show their identity and authorization to work. You are required to provide documents from List A. Acceptable documents include:

List A Documents: Documents that establish both identity and employment authorization

The documents on List A show both identity and employment authorization. Employees presenting an acceptable List A document should not be asked to present any other document. Some List A documents are in fact a combination of 2 or more documents. In these cases, the documents presented together count as one List A document.

  • Form I-766 - Employment Authorization Document that contains a photograph

  • Foreign Passport with I-94 or I-94A

  • Foreign Passport with I-94 or I-94A and I-20

  • Foreign Passport with I-94 or I-94A and DS-2019

  • FSM or RMI Passport with I-94 or I-94A

  • Form I-94/I-94A with RE admission class (refugee) - Receipt

  • Expired EAD + Notice of Action

  • Foreign Passport + I-94 (AC-21)

  • Form I-551 - Permanent Resident card or Alien Registration Receipt Card

  • Foreign Passport with I-551 Stamp or Printed Notation on Machine-readable Visa

  • Form I-94 containing an unexpired temporary I-551 stamp - Receipt

Reverifications are processed within the Onboarding Center. Please bring all documents related to your continued work authorization with you during your scheduled reverification appointment.
Last updated: 03/08/2021