New Hire Resources

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START HERE | FIRST DAYS | GETTING ACCESS | RESOURCES FOR INSTRUCTORS | PSU REQUIRED TRAINING

We want to ensure that onboarding at PSU is as helpful as possible; welcoming employees who are ready to start their important work serving our students. The resources on this page are designed to guide new employees through the documents and processes necessary to get set up as a PSU employee.<br><br>Be sure to visit the Office of Human Resources on or before your first day of work to complete all the necessary paperwork for employment and payroll. If you are unable to do so please call our staff at 503-725-4926 to discuss how to complete your required documentation.

Before Your First Day

Return your signed Letter of Offer to your hiring manager.
Confirm your schedule and job duties with your manager.
Locate documents that prove your identity and employment authorization. You will need to bring these with you on your first day.
Review campus maps and directions.
Visit the Transportation & Parking website to determine your best commute and parking options.
Review your department’s homepage.

On Your First Day

Meet with your manager and/or department resource to complete the following tasks:

Visit Human Resources in the Richard and Maurine Neuberger Building (RMNC Suite 518) to fill out the required new hire forms:
1. Form I-9 (Show employment authorization documents). This form must be completed, without exception, on or before your first day of employment.
2. Employee Information form.
3. International Tax Package (as necessary).
Human Resources will assign you a PSU ID number and help you set up your employee accounts, including direct deposit, Form W-4, emergency contacts, PSU Alerts, and your directory profile.
Attend New Employee Orientation (if Benefits Eligible)
1. New Employee Orientation provides information on Payroll, Benefits, the University, and much more. Make sure you're able to attend an Orientation on, or soon after, your first day of work. Benefits-only information sessions are also available for a deeper dive into the details of health insurance and optional benefits.

New Employee Documents

Employees may not work without a valid Form I-9 on file with Human Resources.

Following is a list of the paperwork and documentation required to begin working at PSU.

Complete these forms and bring them to HR along with the required identification documents as outlined in the Form I-9.

Failure to complete required paperwork will lead to a delay in your paycheck, benefits enrollment, access to PSU email, and other systems tools.

Mandatory First Day Paperwork

New Hire Paperwork and Documentation requirements:

Letter of Offer (excludes student and summer positions)
Employee Information Form
Form I-9 with Lists & Supporting Document(s)

(For remote employees who are unable to visit HR to complete the I-9 verification, see instructions at the bottom of this page.)

Common Questions about the I-9

CO-NRA & Resident Guidelines

Resident Aliens - Additional Required Documents

Permanent Resident Card

A Permanent Resident Card is required for Resident Aliens and must be brought to HR with your completed mandatory forms.

Foreign Nationals - Additional Required Documents

Work Authorization Letter (F-1 and J-1 PSU Students)
- If you need sponsorship from PSU (such as J-1, H-1B, or TN status), then you and your hiring department will need to work closely with the Office of International Affairs as early as 3-6 months before your start date to make this possible. On your first day of work at PSU, you will need to be able to demonstrate that you are eligible to work in the U.S.
Employment Authorization Document
CO-NRA (Non-Resident Alien Tax Withholding Form)
- Non-Resident Alien Tax Treaties - If your home country has negotiated a treaty with the United States and you would like to claim treaty benefits, follow the instructions on the Tax Treaties & Non-Resident Alien Guidelines web page.

Non-Resident Alien web page

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Steps for 3rd Party I-9 Verification

The Authorized Representative (HR personnel of a public, federally accredited university/community college, or a notary public outside the state of California) must view the employee’s original, physical, ID documentation as per federal regulations and complete Section 2 of the I-9 as if they were us at PSU. They should use their own name and title, but Portland State University as the organization name, and our address: 1600 SW 4th Ave suite 518 Portland, OR 97201.
(optional but preferred) The Authorized Representative (HR personnel of a public, federally accredited university/community college, or a notary public outside the state of California) can Email (askhrc@pdx.edu) or fax (503-725-5896) copies of the forms and ID documents to us as a placeholder until we receive the originals in the mail (see step 3). We cannot accept digital copies from the employee themselves.
Either the Authorized Representative (HR personnel of a public, federally accredited university/community college, or a notary public outside the state of California) or the employee must physically mail us the original forms and the original copies made of the ID documents. We recommend the employee gets a tracking number when mailing the documents. Mail to: PSU Human Resources PO Box 751 Portland, OR 97207

In Your First Days

Enroll in healthcare and other benefits through the Public Employees’ Benefit Board (PEBB).
Clarify any performance or policy questions you may have.
Review PSU’s Mission and Values and how your role supports them.
Confirm that you can login to banweb, the PSU Employee Information System website (Employee Self-Serve) and update your employee record information under ‘My Account’.
Complete your required employee training.

Academic Affairs & Faculty Resources

Next Steps

Here are some important additional resources you should look into once you complete your new employee documents:

Explore the benefits of Direct Deposit and how to sign up

Direct Deposit highly recommended. This optional service provides you with the convenience of having your paycheck electronically deposited into your bank account, reducing the risk of lost checks in the mail. Enrolling and making changes are easy and can be done through Banweb.

Opt-in for Electronic W-2

Electronic W-2 opt-in is highly recommended. Accessing your Electronic W-2 through your Banweb account not only gives you earlier access to your tax documents, but allows you to print your official copy and reduces the risk of your sensitive information being lost in the mail. To select this option login to your banweb account and go to

Employee Services → Payroll Tax Forms → Electronic W-2 Consent.

Learn about building access, technology tools, and other resources

Know where to seek help for various topics such as: building access and keys, ID cards, Google tools, transportation, and more. See below to learn more.

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Getting Access

Visit ID Card Services for your PSU card

ID cards for employees can be picked up at the ID Services office in Fariborz Maseeh Hall (FMH) Student Services Lounge. The ID card can only be obtained once Human Resources has authorized it. A valid government issued ID is required to pick up your new card.

HOURS: Monday - Friday, 9am to 5pm

For more information on ID cards please visit the ID Services page.

Confirm with your department that you have all necessary keys and building access cards

Your PSU ID card can be used to gain electronic door access to certain buildings based upon your position's business needs, however in some cases you may need a separate access card. If you need access to specific areas or buildings please contact your department administrator and let them know. The Campus Public Safety Office is responsible for card access and provides information on building access and codes. Building Access Requests

In certain situations you may need a brass key to access interior doors. Facilities and Property Management process Key Requests. Work with your supervisor to figure out what keys you may need. Key Requests

Access your communication resources

Access to PSU Gmail and Google Tools

Employees are assigned an @pdx.edu email account that is tied to their Odin account. You can easily access email by visiting mail.pdx.edu and using your Odin credentials to log in. Besides access to email, you also have a variety of Google tools available to you as well, such as a calendar and google drive. Visit OIT's page for a full list of Google tools available.

Set up Your DUO Access Account

Duo Two-Factor Authentication (2FA) helps protect Odin accounts by adding a second layer of security when you sign in to certain systems, such as PSU's Virtual Private Network (VPN) or Single Sign-On (SSO). SSO is the system that enables you to use your Odin account to access certain university resources through a web browser, such as: Gmail, myPSU, Banweb, and Cognos. Duo 2FA is required for SSO for all employees.

Technology Related Services and Support

If you're having trouble with your Gmail account or any other technology related issues, please visit the Office of Information Technology's website. Their website contains an enormous amount of information and provides technical support to users on campus.