New to the University of Arizona
Welcome to the University of Arizona—a great place to work! The University is nationally recognized for outstanding teaching, innovative research, and far-reaching service. The following resources can help you transition into your new position here at UA.
New to the University
This checklist can help you keep track of your orientation process.
Links to the main University calendars, important service units on campus, information about law enforcement access to campus, and advocacy or specific interest organizations.
A page of information about your available benefits.
Learn about your orientation options, find dates for upcoming sessions, and enroll.
Here's a list of the various compliance trainings you should complete as a new employee.
Information of interest to faculty, including instructional and research support, faculty development and advancement, faculty organizations, and more.
Here's a list of commonly used abbreviations and terms on campus.
New to Arizona:
Life & Work Connections provides University of Arizona benefits-eligible employees access to ComPsych Relocation and Above & Beyond Relocation Services.
If you’re moving from out of state, the Arizona Department of Revenue provides information regarding individual income tax.
To change your driver’s license or register a vehicle, visit the Arizona Department of Transportation.
HOW DO I?
A NetID is a personal identifier that allows employees and affiliates to access a number of online services at the University. The NetID verifies your identity when you use many of the online services the University of Arizona provides. Online services generally require NetID+, or dual authentication, via NetID & password + push to a mobile phone or passcode entry. This ensures the privacy of personal information and restricts the use of resources to those for whom they are intended. Go to the NetID website to create your NetID and learn more.
Among the services requiring NetID are:
- Email and UITS computing accounts (CatMail, UAConnect, HPC)
- UAccess applications (Student, Employee, Analytics, etc.)
- D2L – a web-based course management system used in 700+ courses on campus
- New Employee Resources and Benefits Enrollment
- University site-licensed software
- OSCR computer labs
University Information Technology Services (UITS) provides free email accounts to University employees, students, affiliates, and Official Retirees (if they opt in for a retiree account). This is the official means of communication between the University and you. Your email address is automatically created when you create your NetID: [yournetid]@arizona.edu. For more information, see https://it.arizona.edu/services/communication-collaboration or call the help desk at 520-626-TECH.
In accordance with A.R.S. 15-1823, all University employees are electronically assigned an Employee Identification (EID) number when hiring documents have been reviewed and processed through the appropriate University service units. You will use the EID as your personal identifier for University business systems and transactions. You will receive written notification of your EID through your home department three or four days after your hiring paperwork is received and processed through Workforce Systems.
Verify with your supervisor or hiring authority that you are either a limited benefits-eligible employee as defined by the Arizona Department of Administration (i.e., continuous employment for 90 days at .50 FTE or greater) or a fully benefits-eligible employee (i.e., continuous employment for 6 months or longer at 20 hours per week [.50 FTE] or greater). A complete list and description of plans and programs available to benefits-eligible employees can be accessed in the Benefits section.
Review the information on the Human Resources website, and attend a Welcome and Benefits Orientation session if desired. Follow the instructions for online enrollment. At the time of enrollment, you will need your NetID and password to access the online benefits enrollment system.
The enrollment system can accommodate only one open event at a time. Your retirement election will open first. The next day after you submit your retirement election, your benefits enrollment will open.
- Medical, Dental, Life Insurance, Disability, and Flexible Spending plans require enrollment within 30 days of your official hire/benefits eligibility date.
- If you do not actively elect the Optional Retirement Plan within 31 days of your official hire/benefits-eligibility date, you will default into the Arizona State Retirement System.
You can complete your Federal W-4 and Arizona State A-4 forms in UAccess Employee on or after your employment start date. From the UA Employee Main Homepage, navigate to Payroll & Compensation. For federal tax forms go to W-4 Tax Forms > W-4 Tax Information. For Arizona state forms, go to State Forms > A-4 Tax Information. You can update these online forms to adjust your withholding as needed.
If you live and work in a state other than Arizona, please contact Payroll at firstname.lastname@example.org for assistance with appropriate state tax forms.
Time Reporting: Submit your employee time record in UAccess > Employee/Manager Self Service > Time > Enter Time. Time records are used to generate your paychecks and should be completed and submitted in a timely and accurate manner. Depending on the nature of your position, you may need to report all hours worked or report only time away from work (e.g., vacation, sick time).
State-Issued Paychecks: State warrants are issued by the state and must be cashed by the employee.
Advice of Deposit: You can sign up for direct deposit in UAccess > Employee/Manager Self Service > Payroll & Compensation > Direct Deposit. If you sign up for direct deposit, you do not receive a physical paycheck. Instead, you can view (and print) your notice of pay electronically in UAccess.
Paycheck Distribution: Paychecks are distributed to the home department (or posted online in UAccess) every other Friday and represent earnings for the two-week pay period that ended at midnight on the prior Sunday. If the normal payday falls on a University-recognized holiday, paychecks are distributed the workday prior to the holiday. The University will not release paychecks prior to scheduled paydays and cannot issue pay advances of any type.
W-2: The W-2 form represents the taxable income you earned during the calendar year and is required to prepare your income tax returns. W-2 forms for the January 1 through December 31 calendar year are distributed to employees by January 31 of the following year. We encourage you to sign up to have your W-2 issued electronically instead of mailed. In UAccess, navigate to Payroll & Compensation > W2 Tax Forms > W2/W2C Consent.
1095-C: The 1095-C documents to the IRS that you were offered employer-sponsored health insurance. We encourage you to sign up through UAccess to have your 1095-C issued electronically as well (you have to opt in separately from the W-2). Navigate to University Benefits > Affordable Care Act > Form 1095-C Consent.
You should review and confirm that the information on your paycheck is accurate, including the spelling of your name and address, Social Security Number, the amount and type of earnings and pre- and post-tax deductions. If you are a benefits-eligible employee, we encourage you to check your paycheck on the pay period following benefits enrollment to ensure that the appropriate amounts are being deducted based on your benefits selections. Contact Human Resources immediately if you notice discrepancies.
Paycheck Deductions: Mandatory deductions are subtracted from your gross pay in accordance with federal and state laws. Federal and state tax deductions are based on information you provided on the W-4 and A-4 forms.
- Federal Tax: Based on taxable income
- Additional Federal Tax: Amount indicated by employee in Box 6 of form W-4
- FICA: Medicare and Social Security taxes, a percentage of taxable income (nonresident foreign workers and student workers/graduate assistants may be exempt)
- Retirement: Percentage of gross pay, depending on type of retirement plan
- State Tax: Based on a percentage of federal tax
- Long-Term Disability (ASRS Participants only): Percentage of gross pay
- Court-ordered deductions (e.g., garnishments or child support payments)
Other Deductions: Optional paycheck deductions (e.g., medical insurance, parking permit, etc.), are deducted from your gross pay based the payment conditions of the enrollment or authorization forms you completed. Note: During months when there are three paydays instead of two, only mandatory deductions are taken from the third paycheck.
You must have a current University of Arizona CatCard before requesting University-issued keys. You must also have a key request form signed by the authorized key signer. Policies and procedures for key issuance can be accessed here.
The Key Desk is located at 1533 E. Helen St. Bldg 155J; (520) 621-1612; FM-Keydesk@email.arizona.edu
University buildings are being fitted or retrofitted with keyless access on exterior doors and certain controlled access areas. Your departmental business manager will arrange to have your CatCard activated for buildings and areas you are authorized to enter. Your access code is the last 4 digits of your Employee ID. University buildings are normally unlocked from 8:00 a.m. to 5:00 p.m. After-hours access requires keyless access entry.
Go to uaatwork.arizona.edu. Lo Que Pasa is the online source of campus news for University employees. A summary is automatically distributed to your inbox every alternate Wednesday. UAnnounce is the online memo system. These memos appear as a sidebar in Lo Que Pasa. UANews has the master calendar and news about the University of Arizona designed for public distribution.
All policies are housed at policy.arizona.edu. Useful references are