New Employees: First Month Tasks

Non Portal Tasks & Tips

Where to CompleteÌýI-9 Section #2

Main I-9 Office

Administrative & Research Center (ARC) - Monday through Friday, 9Ìýam -Ìý3 pm*
Human »Æ¹ÏÊÓƵ, 3rd Floor
3100 Marine Street
Boulder, CO 80309ÌýÌý​​​​

Main Campus Location

Regent Administrative Center - Monday through Wednesday, 9Ìýam to 3Ìýpm*
Room 1B28, Basement
2055 Regent Drive
Boulder, CO 80309

What to Bring:ÌýThe employee should provideÌýacceptable documentsÌýto complete the I-9.ÌýÌý

*Appointments are not required.

Employees who are working out of the area or out of state should complete the Remote I-9 Assistance webform to request options for completing section #2 of the I-9 in their current location.ÌýAll federal timelines still apply.Ìý

For any other questions or issues related to completing the I-9, contact i-9forms@colorado.edu.Ìý

I-9 Employment Eligibility website

How to access:Ìý

    • Access your Office 365 online applications with a combination of your IdentiKey@colorado.edu and IdentiKey password. Please note: only IdentiKey@colorado.edu will work for accessing Office 365 applications, not the common preferred email address format of first.last@colorado.edu.Ìý
    • Access your GoogleÌýonline applications with a combination of your IdentiKey@colorado.edu and IdentiKey password. Please note: only IdentiKey@colorado.edu will work for accessing Google applications, not the common preferred email address format of first.last@colorado.edu.Ìý
    • Tip! When setting up a Google doc, sheet, slide, or form using a CU Boulder account, it will default that individuals it is shared with will need to be logged into to their colorado.edu Google account. This means if you receive a "Request Access" notice when you should have access, you may need to be logged into Google through your CU Boulder account.Ìý
  • Review the Acceptable Use of CU Boulder's IT »Æ¹ÏÊÓƵ policy. Ìý

Need IT assistance? Email oithelp@colorado.edu or call 303-735-HELP.Ìý

Your offer letter has a few key pieces of information that will help you with onboarding tasks as you get set-up at CU Boulder.Ìý

  • In the main letter, look for:Ìý
    • Type of appointment: paragraph two, first sentence.
      • Percent of time
      • Employee group: University Staff, Classified Staff, Research Faculty
  • Under Additional Terms & Conditions, look for:Ìý
    • Overtime EligibilityÌý

My Info & Pay

Log intoÌýtheÌýÌýÌýÌýFind drop-down menu on top-center of pageÌýÌýÌýSelect My Info & Pay

  • RegularÌýfaculty and staff in permanent positions are paid monthly.Ìý We get paid once a month, on the last business day of the month, unless that day falls on a weekend. Then it is the last business Friday. Exact paydates can be found on theÌýÌý
  • There is a lot of information on your pay advice. Learn how to understand your pay stubÌýon the Ìý

To view your pay advice:Ìý

  1. Log into theÌý.
  2. Open the top, centerÌýCU »Æ¹ÏÊÓƵ HomeÌýdropdown menu, then selectÌýMy Info and Pay.
  3. Click on theÌýPaychecksÌýtile. Your four most recent paycheck will display by default. To see past paychecks, use the filter button to select your desired dates and press theÌýDoneÌýbutton.Ìý

Direct deposit must set-up by the middleÌýof the month to ensure it is in the system before monthly payroll runs. If there is noÌýdirect deposit in the portal when payroll runs,Ìýyou will receive a paper check mailed to the address we have on file.ÌýWe recommend getting direct deposit set-up in the MyCUinfo portal as soon as possible. If you start with CU after payroll runs for the month, your department HR liaison can let you know when a partial paycheck may be received. In this case, we still recommend setting up Direct Deposit as soon as possible.Ìý

  • How to
  • Set-up your Federal Income Tax withholdings through the MyCUinfo portal. Review the .Ìý
  • If you are out of the country, you will be sent an email fromÌýCUIntlTax-noreply@Sprintax.comÌýwithin two weeks of your start date with instructions on getting your taxes set up accurately. Please reference theÌýfor more information and resources.Ìý

Verify and Update Personal Information

Verify and update personal information in theÌý

  1. Log into theÌý.
  2. Open the top centerÌýCU »Æ¹ÏÊÓƵ HomeÌýdrop-down menu, then selectÌýMy Info and Pay.
  3. Choose theÌýMy InfoÌýtile.

Information YouÌýCan Update Yourself:Ìý

  • Mailing Addresses:ÌýCorrect home addresses help determine state taxes and up-to-date mailing addresses ensure important documents, such as your W-2, quickly get to you by mail.
  • Contact Details:ÌýMake sure you can be reached: Add or update your phone numbers and email addresses.

Verify and update personal information in theÌý

  1. Log into theÌý.
  2. Ensure you are on theÌýCU »Æ¹ÏÊÓƵÌý(do not go to the Buff Portal if that is an option.)
  3. Open the top centerÌýCU »Æ¹ÏÊÓƵ HomeÌýdrop-down menu, then selectÌýMy Info and Pay.
  4. Choose theÌýMy InfoÌýtile.
  5. SelectÌýNameÌýtab.

Preferred Name: If you have a preferred first name, other than your legal first name you can update it here. View theÌýPreferred Name webpageÌýto learn what impacts making this update has.Ìý

  • Reference this Pronoun Quick Guide
  • How to Update Pronouns via Zoom:ÌýSign in to the Zoom web portal.ÌýIn the navigation panel, click Profile.ÌýOn the right side of your name, click Edit.ÌýIn the Pronouns field, enter your pronouns.
  • How to Update Pronouns via Teams:ÌýSelect your profile picture in the upper right corner of Teams, then select your name/email address. On your profile card, select + Pronouns or the pronouns listed below your name.ÌýTo add or change your pronouns, select from the examples (only available in English), or enter your own. To delete, remove your pronouns.

The University of Colorado Boulder is committed to achieving full equal opportunity and affirmative action for all applicants and employees. We are required to collect certain demographic information to meet federal reporting requirements. Learn more aboutÌýAffirmative Action. You have the ability to voluntarily self-identify in the MyCUinfo portal in the following areas:Ìý

  • Disability Status
  • Veteran Status
  • Race and/or Ethnicity

Please note that this information is used for reporting purposes. The race/ethnicity information will be used for compensation analysis under the Colorado Equal Pay for Equal Work Act. If you designate a disability and would like to seek accommodation, please contact theÌýADA office. Selecting a disability in the portal will not trigger the accommodation process and you can identify as having a disability without requiring a workplace accommodation.Ìý

This feature allows employees to self-identify their gender identity, allowing CU to accurately reflect the diverse makeup of its workforce. CU’s portal features align with federal and state government efforts to expand access to accurate ID documents and documentation. This is voluntary and you can choose to complete it at your discretion. Elections can only be seen by employees who have HCM access to this data, including department HR roles and some individuals in campus HR and IT offices.Ìý

If you would like to update your sex, please reach out to Human »Æ¹ÏÊÓƵ. Available sex markers:ÌýYou can select Male (M), Female (F), or U/X (another gender identity or unspecified) at this time.

How to update

  • Please reach out to Human »Æ¹ÏÊÓƵ, hrmail@colorado.edu
  • You must provide a passport or driver's license reflecting your sex.Ìý
  • These selections are deemed Highly Confidential in CU's . Only department HR roles can access this information. Sex selections are sent to insurance vendors as required for appropriate coverage and aggregated for federal reports.

Verify and update personal information in theÌý

  1. Log into theÌý.
  2. Open the top centerÌýCU »Æ¹ÏÊÓƵ HomeÌýdrop-down menu, then selectÌýMy Info and Pay.
  3. Choose theÌýMy InfoÌýtile.
  • Emergency Contacts:ÌýIn the event of an emergency, make sure your contacts can be reached by adding or updating their information.

ÌýÌýText Alert Preferences: You are opted in automatically. Verify you have a cell phone number on file. If not, change it in theÌýContact DetailsÌýtab.Ìý

Verify and update personal information in theÌý

  1. Log into theÌý.
  2. Ensure you are on theÌýCU »Æ¹ÏÊÓƵÌý(do not go to the Buff Portal if that is an option.)
  3. Open the top centerÌýCU »Æ¹ÏÊÓƵ HomeÌýdrop-down menu, then selectÌýMy Info and Pay.
  4. Choose theÌýMy InfoÌýtile.

For more information about campus alerts and alert levels reference theÌýÌýwebpage.

VisitÌýCampus SafetyÌýto learn more about preparedness and safety resources.

Separate fromÌýÌýstudents and employees with a Boulder, Colorado residential addresses are automatically opted-in toÌý, the emergency alert messaging system used by Boulder Police, Boulder Fire-Rescue, Boulder County Sheriff's Department and Longmont Department of Public Safety. Employees with residential addresses outside of Boulder can voluntarily opt-in to receive those alerts.

Leave and Time Tracking

  • A large portion of campus uses an application called My Leave for time tracking, but not all departments.Ìý
  • Verify with your supervisor, a colleague or department HR liaison to verify which system you use.Ìý
  • If you use My Leave, we provide an introduction. If you do not use My Leave, please use your department resources.Ìý

How to Determine Your Leave

  1. Review your offer letter to determine your position typeÌýand leave eligibility. Are you classified staff, university staff, faculty, research faculty? Is your appointment full-time or part-time?Ìý
  2. Visit the leave webpage to find what kind of leave you are eligible for and accrual information based on your position type.

Vacation & Sick Leave OverviewÌý

Visit the leave webpage for comprehensive leave information.

Classified StaffÌý

Vacation Leave

Classified employees accrue annual leave based on length of service. Full-time classified employees in years of service one through five accrue 8 hours of vacation/annual leave, for a maximum accrual of 192 hours.Ìý

  • Annual leave is for an employee’s personal needs and use is subject to the approval of the appointing authority.
  • The appointing authority may establish periods when annual leave will not be allowed, or must be taken, based on business necessity.
  • Note: Part-time employees who work regular, non-fluctuating schedules earn a pro-rated amount of leave based on their regular work schedules.

Sick Leave

Full-time employees accrue leave at 6.66 hrs./month, for a maximum accrual of 360 hours (45 days).​

  • Part-time employees will accrue sick leave on a pro-rated basis.Ìý
  • Leave administration for classified employees is governed by theÌý.

University Staff/ Research Faculty/ 12-month Faculty

Vacation Leave

Full-time university staff and faculty on twelve-month appointments are eligible to receive twenty-two (22) working days of paid vacation annually, earned as 14.67 hours per month.

  • Part-time university staff and faculty earn vacation on a prorated basis.
  • Upon approval by the supervisor, vacation may​​ be taken as earned. ÌýÌýÌý
  • The maximum number of hours an employee may accrue is forty-four (44) days, except as indicated in Regent Policy.
  • University staff employees must complete a monthly leave record (timesheets) to document the amount and type of leave taken.

Sick Leave

Per Regent Policy 11.E.Ìý full-time university staff and faculty on twelve-month appointments are eligible to receive fifteen (15) working days (120 hours) of paid sick leave annually, earned as 10 hours per month.

  • Part-time employees will accrue sick leave on a pro-rated basis.Ìý
  • There is no limit on how much sick leave an employee may accrue.
  • Sick leave will be earned upon hire date and accrued at the end of each payroll cycle.

Know your overtime eligibility to track time correctly

Check your offer letter to verify if you are eligible for overtime or not.Ìý

If you are eligible for overtime (non-exempt), you will track:

  • All hours worked
  • Exceptions (accrued leave, requested leave, comp time, overtime, ETC.)Ìý

If you'reÌýnot eligible for overtime (exempt), you will track:Ìý

  • Exceptions only (accrued leave, requested leave, ETC.)

My Leave can be found in theÌý

  1. Log into theÌý.
  2. Open the top centerÌýCU »Æ¹ÏÊÓƵ HomeÌýdrop-down menu, then selectÌýMy Info and Pay.
  3. Choose theÌýMy LeaveÌýtile.

Set-Up Preferences in My Leave as a first time user

ÌýCheck with your supervisor or department HR liaisons to verify which time tracking systemÌýyou use. Many departments use a system called My Leave, but not all.Ìý

  • If you use My Leave, please proceed.Ìý
  • If you do not use My Leave, please work with your supervisor or department HR liaisons on how to get set-up on your time tracking system.Ìý

All employees who use My Leave, including supervisors and approvers, need to set up their preferences in My Leave before they can enter time, request leave or approve timesheets.

Instructions

View the fullÌý pages 2 - 4 for instructions with screen shots. View pages 15 - 19: Setting Up a Flexible (9/80) Work Schedule, if applicable.Ìý

  1. The first time you log into My Leave, the My Leave Preferences page appears with a message containing a link to a step-by-step guide.ÌýClick OK to close the message. The My Leave Preferences page appears. You can also find the preferences button at the top of the My Leave page.Ìý
  2. Holiday Schedule: From the Holiday Schedule drop-down list, select the correct holiday schedule for the Boulder campus. If you are employed in a position that is not paid holidays (such as a student), select No Holiday Schedule.Ìý
  3. Click Select Email Notifications. The first time you log into my leave, this button appears. You must click this button in order to save the preferences. The email notification options will display default values.
  4. Select email triggers for which you want to receive notifications, either as an employee or as a supervisor.
  5. From the Overtime/Comp Time Eligible drop-down list, select an option. If you are in a non-exempt position, select whether you receive compensatory time or paid overtime (CompTime). If you are in an exempt position and not eligible for comp or overtime, select Not Applicable. Students will default to Overtime.
  6. In the My Leave Start Date box, type your start date. If you are a new employee, enter your hire date as your start date. This directs My Leave when to start tracking time. If you are a rehired employee, the My Leave start date can be changed to your current rehire date.
  7. Leave the Weekly Schedule drop-down value as Standard Week. 8. From the Week Begin Day drop-down list, select the value as Sunday.
  8. In the scheduling grid, enter your regular schedule by selecting Work Days and Hours for each. You can set up the weekly schedule to reflect the normal hours you work. Setting up the default schedule lets you add time to My Leave using the Add Time button in My Leave Calendar View for a range of dates. If you are approved to work a flexible schedule, see Setting Up a Flexible Work Schedule on page 15 in theÌý.ÌýNote: Hours are entered using military time (24-hour clock).
  9. If you do not use your work email regularly, you may want to add your personal email in the CC All Emails To box.
  10. From the email triggers grid, select the activities for which you would like to receive messages, both as an employee and as a supervisor.
  11. Click Save & Return for your changes or additions to take effect. Preferences can be changed at any time if your job information has changed.

My Leave can be found in theÌý

  1. Log into theÌý.
  2. Open the top centerÌýCU »Æ¹ÏÊÓƵ HomeÌýdrop-down menu, then selectÌýMy Info and Pay.
  3. Choose theÌýMy LeaveÌýtile.

How to Enter Time

  • If you are eligible for overtime, view theÌý Ìý
    • Pages 6 - 8: Entering Time on Your Calendar
    • Page 10 - Entering All Time Worked - Non-Exempt Employees and Students
  • If you are NOT eligible for overtime, view theÌý Ìý
    • Pages 6 - 8: Entering Time on Your Calendar
    • Page 9:ÌýÌýEntering Exception Time - Exempt Employees

My Leave can be found in theÌý

  1. Log into theÌý.
  2. Open the top centerÌýCU »Æ¹ÏÊÓƵ HomeÌýdrop-down menu, then selectÌýMy Info and Pay.
  3. Choose theÌýMy LeaveÌýtile.

Submitting timesheets at the end of the pay period

  • Ask your supervisor or department HR liaison about when timesheets should be submitted.Ìý
  • Ìý pages 11 - 12: Submitting time sheets at the end of the pay period.

Enroll/Waive Benefits

Verify in your offer letter if you are eligible for benefits. Generally, permanent appointments that are 50% or greater are eligible.

Instructions

If you are eligible for benefits, you must choose whether to enroll in or waive your offered benefitsÌýwithin 31 daysÌýof your hire date.ÌýSome benefits will enroll you automatically if you take no action, so please review all your options. You can easily waive or enroll in your benefits by using the benefits enrollment tool in yourÌý. As a new hire, your elections will remain effective for the remainder of the plan year (July 1– June 30).

  • Enroll in or waive your health, vision, dental, and retirement benefits through yourÌý.Ìý
  • If your hire date is the first of the month, your coverage will begin immediately, regardless of the date you actually enroll. If your hire date is any other day than the first of the month, your coverage will begin the first of the following month.
  • Join an Employee Services representative for an in-person orientation surrounding pay and benefits. Sessions are generally offered every other Monday from 2:30-4:00 PM in the Administrative & Research Center (ARC) on East Campus in UCB 346. Please use to register! For any questions please contact benefits@cu.edu or 303-860-4200, option 3.

MyCUinfo Portal Tasks: Training

Log intoÌýthe ÌýÌýÌýFind drop-down menu on top-center of pageÌýÌýÌýSelect Training

ÌýÌýMandatory Discrimination and Sexual MisconductÌýTraining

This training is offered by the CU Boulder Office of Institutional Equity and Compliance (OIEC). CU BoulderÌýrequires all employees (faculty, staff, and student staff) and affiliates to complete the required OIEC training on Discrimination and Sexual MisconductÌýevery three yearsÌýafter initial completion when new to the Boulder campus. Some departmentsÌýrequire employees to complete the training more frequently.

Instructions:ÌýSelect the Boulder campus and after logging in, the course will automatically load in a separate window. The course title isÌý"Discrimination and Sexual Misconduct,ÌýCU Boulder and System."ÌýAfter successfully passing the course, it takes approximately 3 business days for the score to be reflected in an employee’s training record.

Direct Course Link:Ìý

CU: Information Security Awareness

This 30-minute course will provide an overview of information security principles and will address the key security behaviors that will protect data for individuals and the institution.

In this course you will learn how to:Ìý

  • Determine the sensitivity of data for special handling.
  • Recognize and report phishing scams.
  • Choose strong credentials for logging into your accounts.
  • Protect data on portable devices.
  • Recognize signs of an insider threat.

Training requirements:ÌýThis training is required to be taken by all CU employees within 60 days of hire and every two years after their first completion.Ìý

Instructions:ÌýSelect the Boulder campus and after logging in, the course will automatically load in a separate window.Ìý

Access Based Training

Check with your supervisor or department HR liaisonsÌýabout applications or systems access (e.g. CU-SIS, HCM, CU Finance, CU-Data, Marketplace) you need access to for your role:

  • Visit the to understand training requirements to request access.
  • Common Systems:

Campus Security Authority Training

For those designated as a Campus Security Authority - Designated in the Offer Letter

Ìýtraining is required for all campus security authorities, including CU faculty and staff members with significant responsibility for student and campus activities. It focuses on learning the crime-reporting requirements under the Clery Act. The Clery Act requires gathering crime data from a wide variety of campus security authorities (CSA) and publishing it to ensure students know about dangers on campus.

New Employee Welcome Experience

At theÌýNew Employee Welcome Experience, participants will:

  • Gain knowledge of the history and present-day operations of CU Boulder
  • Connect with other new CU Boulder employees
  • Begin to build affinity with CU Boulder

Who Should Attend

Due to limited capacity, thisÌýprogram is offered to new, permanent employees.

  • Ideally, hires in their first fewÌýmonthsÌýof employment, however, the program is designed for hires to attend within their first year at CU Boulder
  • Rehires that haveÌýbeen away for three or more years
  • Student employeesÌýwho are hired into permanent staff or facultyÌýpositionsÌý
  • Temporary employees who are hired intoÌýpermanent staff or facultyÌýpositions

What to Expect

The program starts and ends at the University Memorial Center (UMC). The session includes:Ìý

  • An overview of CU Boulder and the CU System, including theÌýhistory of the university and campus leadership
  • Visits toÌýthe CU Art Museum and Heritage Center
  • Lunch provided by our partners at Elevations Credit Union
  • Campus historical and operational tour
  • Executive leader meet and greet

Participants should be prepared to:Ìý

  • Walk/travelÌýabout 2.25Ìýmiles total.ÌýIf you require an accommodation, please let us know by contactingÌýnewatcu@colorado.eduÌýbyÌýthe close of business one week prior to the session and we will follow up with you to determine an accommodation to meet your needs.
  • Be outdoors in the elements for mostÌýof the tour.Ìý

Upcoming 2025ÌýSessions

Location: University Memorial Center (UMC)

Time: 9:00 am to 3:30 pm

  • January 15 (UMC 386)
  • January 29 (UMC 247)
  • February 14 (CASE E351)
  • February 26 (UMC 247)

Ìý

What is CU Discover?

The CU Discover webinars are a component of the comprehensive, year-long onboarding program offered to new employees at CU Boulder. They are free one-hour Zoom webinars facilitatedÌýby campus partners who present on topics that explain many facets unique to higher education and CU Boulder. Topics include: Tuition Assistance Benefit, What makes Higher Education Unique, Academic Traditions, CU Boulder Benefits & Perks, just to name a few!

By attending the CU Discover webinars, participants will:

  • Meet and connect with fellow new employees throughout the first year of employment at CU Boulder
  • Learn about what makes working in Higher Ed and at CU Boulder unique
  • Explore topics and places on campus that enhance their personal employment experience

The CU Discover webinars are below; click the link to sign up! ContactÌýnewatcu@colorado.edu if you have any questions.Ìý

CU Discover Webinars