New Employee Checklist

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Meet with Human Resources (HR) Whitfield Hall, 2nd floor, to receive Employment paperwork and sign I-9 form on first day of employment. (329-7222). New employee has 3 days from start date to provide originals of work authorization documents. (See page 3 at the following link for acceptable documents http://www.uscis.gov/files/form/i-9.pdf).  Human Resources will provide you with all paperwork, policies, and information related to your employment.


Within 30 days of hire, Optional Retirement Plan (ORP) eligible employees (faculty and some administrators only -- HR will determine eligibility) must make an irrevocable retirement plan decision  choosing between the Mississippi Public Employees Retirement System, PERS or ORP.


Within 60 days of hire, benefits eligible employees must have either elected or waived both health insurance and life insurance.
box Meet with Benefit Concepts Benefit Concepts is our cafeteria plan administrator.  They are usually on campus on the 10th of month to  offer supplemental benefits.  Human Resources will schedule your appointment with Benefit Concepts.  Employee can elect or waive all benefits but he/she must sign a form stating that the benefits have been offered to him/her.
box Complete Form 4-B If You Are a Re-employed State of Mississippi Retiree
 All retirees from state employment have to complete a Form 4B (form will be completed as part of new hire process mentioned above in Human Resources) from Public Employees Retirement System (PERS) within 5 days of hire.
box Get Employee ID The Employee ID will not be available until all employment paperwork is completed in HR and data entry is  completed in Banner.  For faculty or adjunct faculty, there is an additional step in the process performed by Academic Affairs before an ID can be issued.  The availability of the ID is dependent upon many variables.  You may contact ID Card Services, 241-6261, to determine when your ID can be processed.
box Get Parking Decal https://itsweb.muw.edu/pls/prod/bosscars.bosscars_home


To pay for parking decal (or ticket) after completing the above process, go to the Comptroller's Office (Welty Hall, 1st floor) or pay online through Banner Web by going to Employee Information, Account Summary by Term then scroll down and click on Credit Card Payment.
box Get Email (GroupWise) Be sure to sign up for your email account.
box Get Banner Login Banner user will need to obtain a Banner login.
box Attend Training for Banner, Online Requisitions, Purchasing, Credit Cards (if needed) Various training opportunities are offered throughout the year; however, to schedule individual training or obtain further training information relating to online requisitions, purchasing and credit cards, contact Resources Management  at 329-7126.
box Get Long Distance Pin Number Office phones will only make local calls.  Long distance calls require a pin number.
box Get Keys Contact Facilities Management, 329-7396, for hours of operation.


New Employee FAQ

Budget Managers

Q.  As a budget manager, where can I get a hard copy of my monthly Banner printouts for my organizations's monthly activity of financial transactions?
A.  Call the Comptroller's Office, ext. 7210, to request to receive the monthly budget printouts.

Business Cards

Q.  How do I request business cards?
A.  In order to obtain business cards, you must first contact Rachel Cherry, Graphic Design Specialist, at 329-7851.  After Rachel has completed your graphic set-up, cards can be ordered through the campus print shop.  You may contact the print shop at 329-7280.

Campus Directory

Q.  Where can I get a campus directory?
A.  As long as directories are available, Human Resources will provide them to all new, benefits-eligible employees.  The directory is also available online at http://www.muw.edu/menu/muwpeople.html.

Q.  Is there a place that lists all of the employees by department?
A.  http://www.muw.edu/menu/DIVISIONLIST.pdf for Academic Affairs Departments and
      http://www.muw.edu/menu/directory04adminoff.pdf for non-academic offices

Campus Map

Q.  Where can I get a campus map?
A.  http://www.muw.edu/campusmap/CampusMapHQ.pdf

Campus Recreation

Q.  How do I get my membership to use Stark Recreation Center?
A.  Memberships for the Recreation Center are free for benefits eligible faculty and staff.  But you must see the office of Campus Recreation, 241-7494 to fill out the form to get a membership card.

Q.  Do we offer swim lessons for adults and children?
A.  Yes, Campus Recreation (241-7494) offers swim lessons throughout the year.

Q.  Do we offer Personal Training packages at the Stark Recreation Center?
A.  Yes, you can purchase a personal training package through Campus Recreation (241-7494).  Their prices are much cheaper than other fitness centers.

Q.  What Group Fitness classes do we offer?
A.  The best place to check out the classes we offer is on the website at http://www.muw.edu/recreation/.  These are drop in classes that you do not have to pay to attend if you are a Campus Recreation member. 

Q.  How can I rent a locker through Campus Recreation?
A.  Campus Recreation, 241-7494.

Q. Do we offer Outdoor Adventure trips/programs?
A.  Campus Recreation, 241-7494.

Campus Tours

Q.  How can I get a campus tour?
A.  Admissions, Welty Hall, 2nd floor, ext. 7106.

Columbus Arts Council Events

 Q.  Where do I obtain information on a waiver for admission to Columbus Arts Council events held on campus?
A.  The admission fee is waived for faculty, staff and students when attending Columbus Arts Council events held on the W campus.  All you need to do is present your W photo I.D. upon arrival at the event.

Email / Banner / Computers

Q.  How do I get my email and Banner setup?
A.  Information Technology Services (ITS) in McDevitt Hall, ext. 7282.  Typically your supervisor will need to fill out a form that shows which accounts and what kind of access you will need in Banner.  That form must be signed by your supervisor.

Q. Who can help set up my computer?
A.  Information Technology Services (ITS), McDevitt Hall, ext. 7282.  They will be able to give you an idea of the process and time frame.

Emergency Procedures

Q.  Where can I locate our Emergency Procedures?
A.  http://www.muw.edu/publicsafety/response.html

Employee Housing

Q.  Where can I find employee housing information?
A.  Resources Management, Whitfield Hall, 1st floor, ext. 7126.

Employee ID

Q.  Where do I get my employee ID?
A.  ID Card Services, McDevitt Hall, 241-6261.  IDs are not available for issue until all employment paperwork is completed in HR and data entry completed in Banner.  For faculty or adjunct faculty, there is an additional step in the process performed by Academic Affairs before an ID can be issued.

Fuelman Cards

Q. Where do I get a Fuel Man (credit card for purchasing gas for university vehicles) pin number?
A.  Resources Management, Whitfield Hall, 1st floor, ext. 7126.

Q.  Where can I find out more information about the use of Fuel Man?
A.  http://www.muw.edu/resmgmt/Fuelcard.html

Health Services

Q.    Are there health services available on campus?
A.    The campus health center is located in Eckford Hall.  In the fall and spring semesters the center is open from 8:00 a.m. until 12:00 p.m. and 1:30 p.m. until 4:00 p.m. Monday-Friday.  During the summer, the center is open two days a week – Tuesdays and Thursdays.  The center is staffed by Nurse Practitioners who are licensed to diagnose and treat many common conditions.  MUW faculty, staff and students are eligible to use the health center.  There is no fee charged for routine visits, however there is a nominal charge for medications, supplies and complete physical examinations.  No appointment is needed as patients are seen on a first come, first serve basis.  Please have your MUW photo I.D. with you when you come to the health center.

Inventory Training / Manual

Q.  Where can I get inventory training or an inventory manual?
A.  Resources Management, Whitfield Hall, 1st floor, ext. 7126.  http://www.muw.edu/resmgmt/InventoryManual.html

Keys

Q.  Where do I get my keys?
A.  Ask your department head to be certain, but usually Facilities Management gives out keys.  The keys must be requested by your office or your supervisor, but you will have to personally go over and sign for them when they are ready.  Facilities Management is located on the corner of 9th St. S and 5th Ave. North, ext. 7396.

Library

Q.    Will I be able to use the library on campus?
A.    Information pertaining to access to the Fant Memorial Library can be found here: www.muw.edu/library/access.htm.  You may contact the library at 329-7332 or via email at cyoung@muw.edu.  

Meal Tickets

Q.  Do we offer meal tickets/plans for employees?
A.  We do not offer meal plans for employees, but employees can purchase meals at a reduced rate.  Employees may also be eligible for payroll deduction for the cost of meals.  Forms are available in Human Resources and eligibility must be verified by Human Resources.  Completed forms are then taken to Sodexho at the cafeteria.  The meal costs are added to the employee's ID card once approved.  The employee simply swipes the ID card when entering the cafeteria to pay for the meal.  Please contact Sodexho, ext. 7411 for more information on the rates.

Organizational Chart

Q.  Where can I find the University Organizational Chart?
A.  http://www.muw.edu/misc/ochart.pdf

Parking

Q.  Where do I get my parking decal?
A.  You must apply online for your MUW parking decal at the following site: https://itsweb.muw.edu/pls/prod/bosscars.bosscars_home.  You will need the make, model, and license plate number to do that.  The $25 fee will be billed to your account.  You pick up your decal from MUW Police, Hogarth, 2nd floor, 241-7777.

Q.  Where can employees park?
A.  http://www.muw.edu/publicsafety/traffic.html

Phones

Q.  How do I use the MUW phone system?
A.  Telephone Operating Instructions are located near the front of the Campus Directory.

Q.  How can I get my code to make long distance calls?
A.  Comptroller’s Office, Welty Hall, 1st floor, ext. 7210.

Q.  Who can help me with voice mail?
A.  Comptroller’s Office, Welty Hall, 1st floor, ext. 7210.

Procurement Cards

Q.  Where do I get a procurement card application (The procurement card program offers the University a way of doing business by providing Visa credit cards to end users in the departments.  Department heads determine who should have a procurement card.)?
A.  Resources Management, Whitfield Hall, 1st floor, ext. 7126.  Other procurement card information is available at:  http://www.muw.edu/resmgmt/procard.html

Purchasing Training

Q.  Where can I get purchasing training (including online requisition training) or a purchasing manual?
A.  Resources Management, Whitfield Hall, 1st floor, ext. 7126.  http://www.muw.edu/resmgmt/purchmanual.html

Reserving Campus Venues

Q. How do I reserve on-campus space for meetings/events?
A.  Resources Management, Whitfield Hall, 1st floor, ext. 7126. http://www.muw.edu/campusvenues/

Tuition Waivers

Q. Who is eligible for Tuition Waivers (tuition scholarships/waivers for eligible employees and eligible dependents)?
A.  Financial Aid, Welty Hall, 1st floor, ext. 7114.  Some information is available here:  http://www.muw.edu/personnel/tuitionremfacstaff.html.

Q. Where can I get Tuition Waiver/Remission application for me or my eligible dependent(s)?
A. http://www.muw.edu/finaid/forms/

New Faculty FAQ

Q.  Where do I obtain advising information/training/Advisor Manual?
A.  Advisor information, training and a copy of the Advisor Manual can be obtained in the Advising Center.  You can call Ms. Rhonda Thomas, Director of Academic Advising at 329-7138, or stop by her office in Reneau Hall Room 102.  The Advising Center is open Monday-Friday, 8:00 a.m. until 5:00 p.m.

Q.  How do I gain access to WebCT?
A.  Access to WebCT may be obtained by contacting Ms. Marty Brock, Director of Instructional Technology at 241-6244 or via email at mbrock@muw.edu.