Human Resource Services

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New Hire Requirements

1. Creating a Unique Identification Number (UID)

A unique identification number (UID) is assigned to all employees. Rather than using the employee's Social Security Number, this unique number will be used campus-wide to identify employees. In most cases, the offer letter should provide specific instructions to the new employee on how to establish a UID and there is a link for creating a UID on the New Employees web page. Once the employee has accepted the position, the new employee should visit the Create My University ID (UID) and CatID web page. The department should NOT complete this step for the new employee and should never request, nor require, an employee to provide their Social Security Numbers or birthdates.


2. Pre-Employment Credential Verification and Background Checks

When the position requires a specific degree, certificate or license a credential verification must be completed once the offered candidate has accepted the offer. Ask the offered candidate to complete and send the Credential Background Form to Human Resource Services (HRS) by email to, by fax to (319)273-2927, or by mail to 027 Gilchrist, Cedar Falls, IA 50614-0034.

In addition, a criminal background check is required for all selected internal or external candidates unless once has successfully been completed through UNI in the last 12 months. The criminal background check needs to be completed prior to the employment start date and is only conducted after an offer has been accepted in writing. Other types of background checks may be required for certain positions. Once a signed offer letter is received by HRS, HRS will initiate the background check and the candidate will receive an email from UNI's background check vendor, HireRight, asking them to login to their secure website to provide information to be able to initiate the background check as well as to authorize the background check. The background check will not be initiated until the applicant has completed this authorization.


3. New Hire Paperwork

New hire paperwork is required for system access, payroll, and various employment policies and regulations. All new employees must report to Human Resource Services at 027 Gilchrist to complete new hire paperwork on or before the first day of employment. Federal law requires that the employee section of Form I-9 must be completed no later than the employee's first day of work. The employer verification section must be completed by the the employer or employer representative with the new employee presenting acceptable documentation to verify identity and eligibility to work in the United States, in person, by their third day of employment. If the new employee is not physically on campus to present the documents by their third day of employment because they are working remotely, they may follow the instructions for remote completion of this paperwork.