New Hire Resources

Welcome and congratulations on your new position with Penn State! We are committed to guiding and supporting you during your transition to the Penn State family. Be sure to review the list of acceptable documents for form I-9.

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Below are resources for you to begin familiarizing yourself with Penn State. If you have any questions, please contact HR Services at 814-865-1473.

Child Abuse

All new Penn State employees are required to complete this online Reporting Child Abuse training. Those who are working with minors, known as Authorized Adults, must take the training prior to working with children and annually thereafter. Those who do not work with minors must take the training within the first 30 days of employment.

Title IX

All new Penn State employees are required to complete this online training. This training module that has been designed to ensure that all Penn State employees, graduate assistants, and those with graduate fellowships understand the applicable laws and University policies related to issues of sexual and/or gender-based harassment and misconduct, are cognizant of their responsibilities to report such incidents to the University’s Title IX Coordinator, and are aware of how to make a report, if the need should arise.


This notice makes new hires aware that the University’s annual security and safety compliance document is available, it explains how to locate the report and outlines the contents of the document.

HR 99

Employees must self-disclose any arrests (being charged with a misdemeanor or felony) and convictions within seventy-two (72) hours after an arrest or conviction.

Sexual Harassment Brochure

This brochure from Penn State’s Affirmative Action Office discusses sexual harassment including defining the behavior, prevention, actions to stop the behavior and resources.

Ethics & Compliance

Employees can report issues and/or ask questions via phone or online about workplace issues including financial matters and other misconduct or violations of University policy.

Family Medical Leave Act (FMLA)

This U.S. Department of Labor posting explains employee rights and responsibilities under the Family and Medical Leave Act.

New Hire Safety

This is a summary of important safety information from Environmental Health and Safety. It outlines how to handle safety concerns, where to find safety policies, evacuation guidelines, and other important information pertaining to your safety as an employee.


Penn State’s Office of the Vice Provost for Educational Equity offers information regarding fostering diversity and inclusion on their website including interest groups, resources, calendars, strategic planning, and policy information.

Americans with Disabilities Act (ADA)

This brochure outlines the rights and responsibilities of employees with disabilities and describes the resources offered to these individuals by the University.

University Policies

This resource contains the policies and guidelines that make up the University Policy Manual.

For Benefits-Eligible Employees

Your Benefits Summary

This is a summary of employee benefits that includes medical coverage, prescription drug coverage, dental coverage, long-term disability, retirement and more.

Health Advocate Brochure

This brochure outlines the benefits provided by Health Advocate; a service provided to benefits eligible employees at no cost to you. The plan features two programs: healthcare help and employee assistance program & work/life.

Dependent Verification Program

This information explains that all employees who are covering dependents on medical, dental, vision and/or tuition discount benefit plans are required to provide proof of eligibility for all enrolled dependents.

Making New Hire Elections in Workday

1. You must add a Social Security Number for your dependents

  • Workday will prompt for this field when adding the dependent; if you do not add it at this point, Workday will prompt for it again later in the process.
  • You need to either add the correct SSN or leave the SSN blank, but you CANNOT use your SSN for a dependent.
  • This causes the file to error at Aetna and CVS, resulting in a delay in enrollment.

2. Life Insurance

  • Workday will permit you to elect 3x salary, but guaranteed issue is $150,000.
  • Any amount over the $150,000 will go to Unum to request Evidence of Insurability (EOI).
  • If you do not want more than $150,000 OR you do not go through EOI, your amount will remain at $150,000 for the remainder of the calendar year.
  • You will be offered the opportunity during the next Benefits Open Enrollment to increase your coverage by 1x your salary without EOI.
  • The total amount insured will be a true salary increment beyond $150,000 as of January 1 the following year (maximum allowed is lesser of 8x salary or $1.5 million).

3. Mandatory Retirement Plan Election

  • Workday is set to the State Employees Retirement System (SERS) as the default mandatory retirement plan.
  • If you want TIAA, you need to ELECT TIAA and WAIVE SERS (this step must be completed or you will receive an error alert to do so).
  • For TIAA enrollments, you also must enter the percentage amount (listed on the screen).
4. Spousal Surcharge
  • You must answer this question or you will receive an error, as there is no default yes or no.

5. EAP and Wellness

  • Are automatically added as Elect to each eligible new hire enrollment.


Benefits Enrollment Process

  • You will be able to select your benefits in Workday no sooner than your first day of employment.
  • As a NEW employee, you are notified via a Workday Inbox notificiation and unless you have email notifications turned OFF in Workday, you will also receive an email notification telling you to log into Workday.
  • We strongly recommend that you attend New Employee Orientation BEFORE you select your benefits so that you are making fully-informed choices.
  • You will have 31 days from your date of hire (includes your date of hire) to enroll in all benefits through Workday.
  • You are required to participate in the mandatory retirement plan; this election is irrevocable and cannot be changes at a later date (see #3 below regarding defaulting to SERS if no election is made).
  • After you click the I Agree/Submit button to complete you elections, you CANNOT change your elections for the remainder of the calendar year.
  • The next opportunity to enroll in or change certain benefits will be Benefits Open Enrollment for a January 1 effective date, or due to an IRS qualifying event anytime throughout the year.