Oklahoma State University uses UKG Onboard as the online tool for new employees to complete their required New Hire Packet, now known as a New Hire Checklist.
For guidance on accessing the system, setting up new employees, or helping new employees with their checklist, please refer to the resources below.
UKG Users
Department Admin Log In
Admins can access the UKG portal with their O-Key log in (email address and password).
Employee Log In
Employees can access the UKG portal here. You will receive a welcome email with login credentials to access your checklist.
New Dept Admin Access Request
To request user access for a new administrative user:
- Submit through Banner Access Request here
- Select Module – Human Resources
- Select Banner Security Group – UKG Onboard Department Administrator – Access to Personally Identifiable Information
- In Comments box – Specify the org(s) you need to access
Document Guides/Resources
Administrator Guide
Employee Guide
Employee Guide for International Professionals
Employee Guide for International Student and J1 Exchange Visitor
UKG Go Live Training Video (may require O-key)
UKG Go Live Training Video Focusing on International Employees (may require O-key)
FAQ|General Guidance
- What forms are part of UKG checklist?
In the checklist, employee will complete:
- Within UKG
- Employee Information Form
- State of Oklahoma Outstanding Wage Beneficiary Form
- Oklahoma Teachers’ Retirement System Notification Form
- Loyalty Oath Form – with instructions to meet with HR Admin or locate a notary and then upload the notarized form.
- I-9 Form
- OSU Work Permit Form (For international employees).
- Voluntary Self-Identification of Disability Form
- Veteran Voluntary Self-Identification Form
- CHS Confidentiality Agreement Form (For Center of Health Sciences only)
- CHS Hepatitis B Declination Form (For Center of Health Sciences only)
- CHS Policies and Procedures Form (For Center of Health Sciences only)
Employees will need to complete these in Banner Self-Service after they have their O-Key account.
- Withholding Form
- Direct Deposit Form
Employees can complete this optional salary deferral form after they receive the email from the department administrator and submit it to payroll.services@okstate.edu.
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- Salary Deferral Election Form (for full-time faculty only)
- Within UKG
- Can an employee complete the checklist on a mobile device?
Yes, all the screens are mobile responsive; however, it’s recommended that they complete their checklist on a computer.
- Document Printing
No documents need to be printed for the new hire team. UKG system will house the documents.
- Where do I get the employee information to fill out the Hire Action (e.g. name and email)?
You will have to get this information directly from the hiring manager or employee. It’s up to your department how you want to capture it. Here is some information to capture that may be helpful to complete the Hire Action: First Name, Middle Name, Last Name, email address, start date, employment type (Faculty, Staff, Student), employment status (Full-Time, Part-Time/Temp), employee status (U.S. Citizen/Permanent Resident, J1, International), org Code, position number, and any other info you may need.
- Can multiple administrators work on the same document? For example, if someone is out on leave, so another finishes the new hire checklist verification?
Yes, anyone who has access to the organization will be able to see and complete forms for the employees hired into that org.
For example, any of the admins for org 100157 will be able to do section 2 of the I-9 form for any employees hired into org 100157.
- Does it matter which email the employee puts on the employee information form?
The employee needs to use a current/active email address listed in their job application or resume where they can successfully receive email from IT on how to setup their O-KEY account.
Student employees can enter their OSU email address.
- Will the password or link the new employee receives expire?
Yes, if the employee does not login to UKG within 14 days of account creation, UKG will lock out the account.
You will need to reach out to newhire@okstate.edu to unlock the account.
- Will background checks be part of this process?
No, background checks will continue to be part of the Cornerstone process.
- Data Privacy and Security
UKG meets industry standards for security and data privacy. These standards were vetted and approved by OSU Information Technology. Information about their privacy and data standards can be found here Privacy and Data Protection; Security; Compliance | UKG.
- What if the candidate did not receive the UKG login link email?
They need to check their spam or junk folder.
You can also email the login information below:
- Link: https://secure6.saashr.com/ta/6182890.login?NoRedirect=1
- Username: Their UKG username which can be seen on the Employee Information screen
- Password: Contact newhire@okstate.edu
FAQ|Process Guidance
- Factors
When completing the Hire Employee – Position Information section, select the number of months associated with the Annual Salary entry. This field will be used to compute the monthly salary paid to the employee. Annual Salary divided by Factor is the monthly compensation (for a full month). As a rule, the Factor will be the number of months in the contract / assignment for faculty members, in alignment with EPAFs, we use 1 for graduate assistants, 12 for monthly employees, and 26 for student employees and bi-weekly employees.
- Faculty could be in 9, 10, 11, or 12
- Staff could be in 12 (monthly pay), or 26 (biweekly pay)
- Temp staff is 26 (biweekly pay) unless HR approved for 12 (monthly/exempt pay)
- Grad student is 1 – use monthly pay amount, not annual
- Student employee is 26 (biweekly pay)
- I-9 Identification/supporting documents upload
For E-Verify summary, social security, passport, and/or any other identification documents.
See AlsoInside.sou.edu - I-9 Alternative Procedure to remotely examine employee documents
USCIS provided guidance on Alternative Procedure here.
- How do you change the Start Date in the I-9 and the account?
There are 2 places to change the Start Date:
- Start Date within the I-9 if already processed
- Open the employee’s checklist ( Click on “…” then click on “View Checklist Items”.
- Click on any pencil
- Navigate to “Complete I-9 Form” page
- Click on “Unverify” button
- Click on “Save and Verify” button to sign and enter new start date
- Start Date in the Employee Information (Account)
- Open the employee’s checklist ( click on “…” then click on “Employee Information”)
- Navigate to “Main” tab then select “Dates” link
- Locate “Started” field and update the date. ** Make sure this date is the same as the I-9 start date.
- Start Date within the I-9 if already processed
- Why are fields on the Wage Beneficiary Form not required?
We require employees to complete the Wage Beneficiary Form but cannot require them to name a beneficiary.
- How do I get a Banner ID/CWID from New Hire team?
Once the new employee has completed their checklist in UKG, you can contact newhire@okstate.eduand request a BannerID/CWID.
Example request:
Dear New Hire – John Smith has completed the checklist within UKG, see UKG ID 1234. Would you please create and email me a BannerID/CWID for this new employee?
- Is the On the Job End Date the same as if we were ending a job in the EPAF system?
Yes, if there is a pre-determined end date for the job. It is intended to match the date used on the EPAF.
- Does a Social Security (SS) card still need to be submitted?
While the SS card is not required for I-9 purposes, we must have a copy for Payroll Services.
For this reason, whether SS card is used as identification or just for payroll purposes, please upload a copy of the SS card. This helps New Hire team ensure they are entering the correct SS number and name for the individual and to help reduce error rates.
- How do we handle international students who do not yet have a Social Security (SS) card?
- The SS number is not required on the employee information checklist for international employees. The process will be the same with the I-9 without a SS number.
- Once the new employee has completed their UKG forms and you are aware they do not have a SS card for possible I-9 identification or for payroll purposes, request a temp SS number by emailing the New Hire team with the employee’s name and UKG ID number. New Hire will reply back with a temporary SS number.
- New Hire will tag the I-9 with "Temp Social" in their UKG queue due to not having the SS number once they see the I-9. The departmental admin/HR representative will need to contact newhire@okstate.edu when the employee received their SS number from the SS Adminstration office.
You will need to click on the "Unverify I9" button and then the "Reject I9" button on the I-9 form within UKG. This will allow the employee to insert their SS number. - Review Section 1 and 2. If all is correct, click on “Save And Verify” button to sign the document.
- Email new hire team that the I-9 is completed, they will remove the Temp Social tag.
- On the I-9, they do not use a preparer, will it be necessary to put not applicable, "N/A", in those blanks since no information should go there?
No. N/A is not required in those fields with the electronic I9 form in UKG.
- How can changes be made if the employee needs to make a change to the information section after it has been submitted?
An administrator can update the information directly on the Employee’s Information page on UKG. If the information has already been added to Banner then the department will need contact newhire@okstate.eduto update it directly in Banner.
Note: Forms cannot be edited by an administrator or an employee.
- If the employee is locked out of UKG, how do we assist them?
Please advise the new employee to try using the password they created after they received their initial UKG email invite.
However, if that does not work, please follow the Unlock Employee Account instructions within the Administrator: Hire Employee Guide for UKG or email newhire@okstate.eduto unlock the account.
- Can the employee save their UKG progress and finish at a later time?
Yes, the checklist and the individual forms do not need to be completed in one session. As long as the employee hits save on a screen, it will save their current progress and they can come back later.
- Is there a way to skip the OTRS/ARP form during this initial process if they're not sure which option they prefer?
The OTRS form in the checklist is not an election form. It is asking if the new employee is participating with OTRS through another employer before starting employment at OSU.
- What if the position number for the new hire is not available in UKG?
Position numbers are updated in UKG daily. Due to the timing of the upload, the position number may not be in UKG when an administrator is making the selection. Please contact newhire@okstate.edu to have the position number manually entered.
- Will work authorization documents for international employees need to be uploaded with the I-9 (I-94, I-20, etc.)?
New international students, GA, and J1 Exchange Visitor will obtain a work permit/employee authorization from ISS. This work permit should be uploaded to UKG by the employee.
New international professionals will complete their work permit within UKG checklist. This authorization along with all of the I-9 identification documents used will need to be uploaded to UKG.
- Where should employee notes be entered?
Please enter notes in the Employee Information Section. This helps the New Hire team to not have to search for notes on every checklist page.
Loyalty Oath, I-9 documents, and E-Verify documents should be added to their corresponding page. If a copy of a SS card is used for payroll purposes only, it should still be added to the I-9 page.
- How do we correct the issue of selecting the wrong checklist to be used within UKG?
Please contact the New Hire team to correct the checklist once you are aware of the issue.
- How do I manage an error for an invalid password when verifying the I-9?
If you receive this error “Valid password is required in order to verify Form I-9”, the name may have been entered incorrectly.
Within the pop-up window, you will see “Please type your full name to confirm: your name”. For example: “Please type your full name to confirm: Pistol Pete” you would need to type “Pistol Pete” as exactly as it appears.
Note: It is case- and space- sensitive.
- What do I do if the checklist continues to show as "incomplete"?
It could be that the employee simply did not “Mark as Complete" on the instruction’s pages. If the checklist continues to show incomplete, contact newhire@okstate.edu.
Questions?
For assistance with hiring new employees or verifying checklists, I-9, etc; contact newhire@okstate.edu.
