Lindenwood University Help Guide ONBOARDING Lindenwood University Help Guide

OVERVIEW Lindenwood University’s Onboarding process consists of two sets of tasks. The first set must be completed prior to second set. Information provided in the first set will be used to populate certain fields in the second set. Your onboarding must be completed prior to starting. First set of tasks Personal information Edit government IDs Contact information Second set of tasks Federal tax elections (W-4) State tax elections (State W-4) Payment elections Form I-9 Emergency contact information Guidebook review IT policy Student Employee Orientation

First Set: Name Information This step requires you to provide your personal information. This includes: Legal Name Make sure the name is marked under the United States of the country. Click on your name and you have to add in a “Prefix” for your Legal Name. Preferred Name Click on your name and make sure the “Use Legal Name as Preferred Name” is un-checked. Remove your “Prefix” for the Preferred Name.

First Set: Personal Information This step requires you to provide your personal information. This includes: Providing your gender. Providing your date of birth. Your age will automatically be populated based on your date of birth. Provide your marital status. Provide your race/ethnicity. Provide your citizenship status. Optional task – List your military service information if applicable.

First Set: Edit Government IDs The main purpose of this step is to obtain your Social Security Number. Though you can provide additional identification, only the social security number is needed. Click on the plus sign (+) to add your social security number. Under the Country column, click the three bars on the far right side, then click Preferred Countries, and finally, select United States of America. Under the National ID Type column, select Social Security Number (SSN). In the Identification # column, enter your Social Security number. Additional Government IDs can be added. Once done, click the Submit button.

Troubleshoot: Error submitting Edit Government ID task If you receive an error when submitting the Edit Government ID task, please review the error by clicking on the “Alert” icon that appears. What should I do? An error may occur when an employee has recently applied to enroll or recently enrolled in classes at Lindenwood. Admissions information is also stored in Workday, and the system has detected the duplicate. However, HR will still need this information to be submitted on the HR side. Because this is a yellow alert, indicating a soft error, you will be able to submit the information by clicking the “Submit” button one more time. What if my error is different? Please contact the Human Resources Department at luhr@lindenwood.edu or (636) 949-4719.

First Set: Contact Information In this step, you will need to complete the entire Home Contact Information section which includes providing your home address, a phone number where you can be reached, and a personal email account if you have one. Your home address should be listed based on what you provided in your application. If you need to update it, however, simply click on the address listed to edit. All areas marked with a red asterisk (*) need to be completed. Click to Edit.

Second Set of Tasks The first set of tasks must be completed in order for the second set of tasks to be released. If you do not receive the second set of tasks right away, please refresh your screen after waiting a few minutes and the second set should be in your Workday inbox. Should you need help, please contact the human resources office at emircsov@lindenwood.edu

Second Set: Federal and State Tax Elections Federal W-4 Data Employees will complete the W4 form in Workday. A blank W-4 form is provided to assist in completing this section. State W-4 data Based on the state selected, the withholding forms change. Illinois employees will need to complete an Illinois state tax form and Missouri employees will need to complete a Missouri state tax form. International non-resident alien employees will need to complete tax elections through Glacier. For more information contact Chloe Bonnand at 636-949-4719 or Cbonnand@lindenwood.edu.

Second Set: Payment Elections This purpose of this step is to setup your direct deposit information. You will need to know your bank account and routing number in order to set up your bank account. The sample check provided will help you know where to find both the bank account and bank routing numbers. Employees are able to set up more than one account should they wish to.

Second Set: Completing the I-9 Completing the I-9 can be tricky. The information you providing in the first set of onboarding should pull through and populate most of the I-9 for you. Please ensure that your social security number is provided and that you select citizen type. If all areas are complete, check the “I agree” box at the bottom of the page. Please note that in addition to completing the I-9 form, you will need to provide proper forms of identification to HR during the new employee orientation.

Second Set: I-9 for International Employees For international employees, you will need to select one of the following options: A noncitizen of the United States A lawful permanent resident An alien authorized to work An employee with an F-1 visa should select “An alien authorized to work”. Based on your selection, you will also need to provide either the Alien Registration Number (USCIS number) or the Form I-94 number.

Second Set: Student Employee Orientation All student employees must complete the new interactive online orientation video to begin working. To view the orientation video, please click on the link in the task in your Onboarding. Once you have completed the Onboarding, make sure to SUBMIT the task in your Workday inbox.

Onboarding Completed Once you have completed both sets in Workday, your onboarding is complete! To ensure that you have no more additional steps remaining, check your onboarding home screen. If you see 100%, then you are done! Thank you so much for complete your onboarding! Welcome to Lindenwood University!