New Employees
New Employee Welcome and Orientation (NEWO)
Human Resources strongly recommends that all employees attend NEWO on the first day of employment. Due to the COVID-19 crisis the classroom sessions of NEWO are on hold. Access the recorded New Employee Orientation:
- Go to UTLearn
- Click “Login to UTLearn” (upper left)
- Login using your UT EID and password
- In the search bar (top right corner) enter “NEWO”
- Select “PN 1000 - New Employee Welcome and Orientation (NEWO)”
- Launch the module to begin orientation.
New Employee Checklist
Please follow this step-by-step checklist to ensure the completion of all on-boarding items within your first month. Timely completion will ensure you are paid and receive employee benefits in a timely manner.
Create a UT Office 365 Email once you have been notified that your appointment has been finalized. Please send your new email address to Carla Lanas and Jason Goltz, who will ensure you are added to appropriate email lists.
ID Card and EID
You can get your ID card at the ID Center on the first floor of the FAC building. Bring proof of identity (government issued ID with your picture), to get your ID card and upgrade your UT Electronic Identification (EID). This step is very important. You'll need to upgrade your EID before you can access most online services for employees. The ID Center is still available remotely for EID/High Assurance upgrades and other transactions from 8 a.m. - 5 p.m. Monday through Friday or onsite at the Flawn Academic Center (FAC 30) Monday, Wednesday, and Friday 9 am. - 1 p.m. The best method to Contact the ID Center is by email or by phone at 512-475-9400.
Parking
Visit the Parking and Transportation Services webpage for more information on available permits for faculty and staff. Manage your profile, permits, waitlists, and citations on My Parking Profile.
Workday and DUO
In order to log into Workday, you will need DUO. If you haven't set-up your DUO, please follow instructions below for DUO set-up.
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Duo: Duo is UT-Austin's two-factor authentication service. If you have not yet done so, please visit http://bit.ly/utduo and login with your UT EID and password to begin set-up (information and videos).
- Once you are set-up for DUO, please access Workday here: https://workday.utexas.edu/login
Payroll Information
Complete Manage Payment Elections online through Workday, on the first day of your assignment, to ensure you receive your paycheck in the preferred format. (This task cannot be completed prior to your start date.)
Benefits
New employees have 31 calendar days from the start of their assignment to enroll in benefits. Your eligibility for benefits will not be determined until you have completed the following onboarding tasks in Workday (please note some of these tasks cannot be completed until your first day of work):
- Edit Government IDs (I already completed this during the hire process)
- Enter Personal Information
- Contact Change
- Benefits Questionnaire
Additional information regarding benefits can be found here.
Timesheets
Complete your timesheets on a weekly basis online in Workday using the Time Application. Instructions for submitting timesheets can be found here.
Current Employees
Key requests
For any key requests (new or replacement), please visit the following link and follow instructions to submit the request form: Neuroscience Key Requests. Once your request is approved, you will receive a signed Key Request form from Alma Vazquez. Please bring the form and a picture ID to the Lock & Key Services office between 7:30 a.m. and 4 p.m., Monday through Friday, to pick up your key(s).
NHB Building Access
Please email Chris Weatherly with any building access requests for NHB.
CONFERENCE ROOM RESERVATIONS
For any conference room reservation requests, please visit the following link to submit the request form: Conference Room Reservation Requests. Once your request is approved, you will receive a confirmation email with reservation details. This reservation form applies to the following conference rooms: NHB 2.402, 3.202, 4.202; NMS 4.106, 5.106; and PAT 313.
IT Support
Please reach out to Jason Goltz for any IT related questions. The CNS Office of Information Technology also offers support and resources, and you can submit a CNS Help Request Form for assistance.
Mail and Deliveries
Mail can be picked up at the mailrooms, which are located at NHB 2.504 and PAT 140. You will receive an email notification when your lab receives a package delivery, which can be picked up at NHB 2.504. Please pick up perishables on the day they are delivered.
Shipping Procedures: UT Austin uses eShip Global for discounted shipping rates. Please coordinate with your purchasing contact when you have an item to ship, and they will prepare the shipping label.
Grants and Account Management
Pre Awards: Cindy Thompson assists faculty members, principal investigators, graduate students and research staff in the preparation and submission of research proposals with sponsoring agencies and organizations.
Post Awards: Angi Machos provides comprehensive financial reports including expense accounting, projections, and budget summaries for faculty and research staff.
Reimbursements
Please visit the respective links below to submit reimbursement requests. You may confirm your expense is reimbursable prior to purchase via the resource links or by contacting Alaina Silva. This includes:
- General Reimbursement Request: for general, non-travel reimbursements, conference registration fees, membership dues, and entertainment reimbursements. Approved OOEF required prior to incurred entertainment expenses.
- Travel Reimbursement Request: Approved RTA required prior to travel. For additional information, see Travel section below.
Procards
If you are a current procard holder or want to become a procard holder and have questions, contact Alaina Silva. Please upload your procard receipts in the Neuroscience Procard Dashboard. Within this dashboard, you can upload receipts, view procard resources such as the Disallowable Purchase List and Tax Exemption Information page, and submit any feedback or questions.
Purchasing
New purchases will need to be requested via a Purchase Request (links below) so that the department's purchasing staff can procure it from an approved vendor. Large purchases (over $15,000) fall under special purchasing policies, including a bidding process and additional levels of approval. The process for these orders can take longer than expected, so please submit your purchase request as early as possible to get this process started. Reminder: professional services must have an approved Purchase Order (PO) prior to services being rendered.
- For labs who work with Jason Goltz for purchasing, please submit purchasing requests here.
- For labs who work with Alaina Silva for purchasing, please submit purchasing requests here.
Inventory
Department inventory contacts are Jason Goltz and Chris Weatherly. Additional Inventory Resources can be found below:
- Inventory Services
- Handbook of Business Procedures: Part 16—Inventory Control and Property Management
- Inventory Control Procedures and Penalties
Travel
Please file an RTA with the staff prior to scheduling any travel by visiting our department’s Travel Request Dashboard and submitting a travel request. We will quickly supply you with the requisite Doc ID for purchasing through Concur or Anthony Travel.
- Travel Request Dashboard: Here you will find the Travel Request form, Receipt upload form for reimbursement, travel FAQs, resources, and contact information.
- Travel Request Form: UT Faculty/staff can submit this form for travel requests. Department staff will be notified of submissions and provide approved RTA#.
- Travel Reimbursement Request: You may submit travel reimbursement requests once you have an approved RTA# from submitting a Travel Request.
For non-UT guests, please continue to submit travel requests to Chris Weatherly.
Learning and Development
UTLearn is The University of Texas at Austin’s employee training management system. UTLearn provides employees greater autonomy in managing training, has dynamic searching, and integrates with Workday.
LinkedIn Learning is an on-demand library of high-quality instructional videos covering a vast range of software, business and creative skills. With more than 5,000 courses taught by industry experts—and more added every week—LinkedIn Learning is designed for all levels of learners, is available in seven languages, and is accessible whenever you are ready to learn.
Employee Assistance Program
Email: eap@austin.utexas.edu, Phone: 512-471-3366
Hours: Monday-Friday 8 a.m. to 5 p.m. Phone line is not answered during the lunch hour of 12 p.m. to 1 p.m. However, sessions can be scheduled during the lunch hour or until 6:00 p.m. upon request.
The HealthPoint Wellness Program is part of Human Resources. The overall goal of the HealthPoint Wellness Program is to improve the health and well-being of faculty and staff. They also provide educational opportunities and wellness programs. Learn more here:
Separating from the University
- Employee Separation Checklist
- Pre-Retirement Checklist
- Forms for Retired Employees
- Insurance & Benefits for Retired Employees
Faculty Resources
CNS Orientation for New Faculty
All new faculty will be invited to attend the College of Natural Sciences New Faculty Orientation in August, prior to the beginning of the Fall semester. The CNS orientation complements the University's new faculty orientations, and focuses on introducing new faculty to the College.
For more information on the University's orientations, please see UT's New Employee Welcome and Orientation (NEWO) and the Faculty Innovation Center - New Faculty Symposium.
CNS Faculty Affairs Office
Please visit the CNS Faculty Affairs website for more information, including items below:
Professional Development Event Series
Faculty Human Resources
- Faculty Separation: Retirement and Resignation
- Faculty Leaves: Academic and Unpaid Time Off, Release Time, and Sick Leave
- Outside Employment
Faculty Evaluations
Postdoctoral Fellow Resources
Incoming Postdocs
If you’re new to UT, get started here: what to expect when you arrive, new employee checklists, getting a UT ID and office access, information about postdoc orientation and mandatory compliance training, and finding peer postdoc groups on campus. More Information Here
Current Postdocs
Search the online postdoc handbook, review your benefits, search for funding opportunities, and access the Office of Sponsored Projects concierge services team for principal investigators and research support staff. More Information Here
International Postdocs
Visit the international faculty and scholars portal, where you can find information by immigration status and appointment type, as well as guidance about becoming a J-1 Exchange Scholar at UT. More Information Here
College of Natural Sciences Postdoc Resources
Please visit the CNS Postdoc Resources page for the CNS Postdoc Handbook and other general information. Information on the CNS Postdoc Association can be found here.
Research Affiliate Postdoctoral Fellows
When transitioning to an affiliate position due to external funding, please find more infomation here for enrolling in health insurance.
Student Employee Resources
General Student Employment Resources
- Finding a Student Job
- New Student Employee Checklist
- Student Academic Employment
- Student Non-Academic Employment
- Student Employment Questions and Answers
- Student Employee Excellence Development (SEED) Program
UNDERGRADUATE STUDENTS
- Hourly-paid student workers are required to enter and submit time before being paid for completed work. Please see the Workday Student Resources webpage for information on how to enter time in Workday.
- Undergraduate Research Assistants (URAs) with appointments in neuroscience labs: contact Carla Lanas with any questions.
