New Hire Paperwork Instructions

New Hire Paperwork Instructions July 2025

        NEW HIRE PAPERWORK MUST BE COMPLETED IN-PERSON 

  • No appointment needed!
    • Humanities Building 203
    • Please visit our webpage for office/visitor hours.  Feel free to check in with us at HR@wwu.edu prior to visiting.
  • If you have worked for WWU in the past (excluding Dining Services or the Engagement Center) you may not need to complete new paperwork. Contact us to confirm

  • New staff/faculty: To ensure account set up by your start date, complete paperwork at least one week prior.

    WHAT TO BRING WITH YOU 

  • All supporting documents must be the unexpired, physical, original documents. Photocopies/pictures will not be accepted •
  • Please see the attached document for the full list of acceptable IDs
    • You must have one item from List A – or— one item from List B and List C •
      • Most common IDs: List A: Passport, Passport Card List B: Drivers License, WWU photo ID List C: Social Security Card, Birth Certificate
  • The HR front desk has all the necessary forms, no need for you to print out any paperwork 

  • International Faculty: Please reach out to rocamok@wwu.edu if you are in need of a work visa. You can complete the HR paperwork once your work authorization documents are finalized.

    IF YOU ARE NOT ABLE TO VIST OUR OFFICE ON CAMPUS 

  • Student Employees: If you are away from campus during break, please wait until you return to Bellingham 

  • Staff / Faculty / If you work entirely remotely: If you live near one of our Outreach Sites (Everett, Poulsbo, Bremerton, Renton), please let us know and we can provide more information. If you currently live out of state and do not plan to visit Bellingham at least two weeks before your start date, please let us know so we can discuss alternatives. 

    Please contact us at HR@wwu.edu with any questions!

Next Steps & FAQ's

New Employee Next Steps and FAQ's

CONTACT YOUR SUPERVISOR

  • Let your supervisor know that you have completed the HR paperwork. This will prompt them to send us further hiring forms

ACCOUNT ACCESS - mywestern.wwu.edu/web4u

  • Your job will be entered into the system based on your start date and when your department submits hiring forms to HR (not based on the day your I-9 is submitted)
    • You might not see the Employee Tab until after you start working . Contact your supervisor if it is not available before the end of your first pay period
       
  • Employee Account Access
    • Within 1-3 business days of your form I-9 completion with HR, you will receive an email from ATUS with your new account info.  If you do not receive this email, you can claim your new employee account and get access to Western systems by following the steps below:
    • Locate your new Western ID# (W#) and username/Western email: https://id-recovery.banner.wwu.edu/  
    • Claim your employee account: your email will be setup as follows: username@wwu.edu follow instructions at https://wwu.edu/password to verify your identity and set a new password for the account.

GETTING PAID - hr.wwu.edu/getting-paid-0

Depending on timing, it is possible that your first paycheck will be a physical check

  • Option 1: Direct Deposit
    • Sign up on Web4U once your employee tab is available (full instructions are available online)
      • Add your bank information under “Proposed Pay Distribution” (Accounts Payable is for reimbursements)
      • Call Payroll Services to confirm your enrollment (leave a voicemail with your name, W#, and bank name. You will not receive a return call) 360.650.2991
    • “Invalid routing number” error message: If you get this error, your bank has not been set up in our system
    • Why can’t I set up/change my direct deposit? Activations/changes cannot be made during the payroll processing period. If you do not see the option for direct deposit enrollment, check back in a few days
  • Option 2: Payroll Card
    • What is a Payroll Card? Paycheck funds will be loaded directly onto a Payroll card to use similarly to a debit card
      • The Payroll Card will be mailed to the address indicated on your W4 form
    • You will be auto enrolled if you do not sign up for direct deposit
    • Want to switch to Direct Deposit? PDF Step-by-Step instructions available on hr.wwu.edu/getting-paid-0
    • Issues with the Payroll Card?
  • FAQs: Pay periods / Pay Days / Timesheets / Accrued Leave:
    • First pay period is the 1st—15th: Paid on the 25th of that month.
    • Second pay period is the 16th—end of the month: Paid on the 10th of the following month
    • Timesheets are due on the last day of the pay period
    • Forgot to submit a timesheet? Contact your supervisor, there might still be time for your supervisor to return the time- sheet to you. Or late hours can be entered on the next timesheet
    • hr.wwu.edu/accrued-leave

ORIENTATIONS

Please visit our Orientations webpage for info.