Benefits Administration
New Employee Checklist
When a new employee is hired, with or without previous service, it is important to give the employee all the necessary benefit information. See below for a checklist of steps to take upon hire of an employee.
Determine Employee Eligibility
If you need to verify or identify a new employee’s benefit eligibility prior to the position being entered into HRS, these links are available to assist you.
- Wisconsin Retirement System Eligibility
- Employee Trust Funds (ETF) On-line Network (ONE)
- Benefit Eligibility Decision Table
Employee Benefits Package
- You must provide all benefits eligible employees with It's Your Choice: Decision and Reference Guides. (Click on "Employee Forms" tab, then on "State Group Health")
- If you provide It’s Your Choice books electronically, you should provide the employee with an additional link to the COBRA notice (or a paper copy of the COBRA Notice).
- When deciding on distribution options for the It’s Your Choice books, consider whether the employee has access to a computer for their job. If not, provide paper copies.
- If you provide It’s Your Choice books electronically, you should provide the employee with an additional link to the COBRA notice (or a paper copy of the COBRA Notice).
- All employees (including students), must receive the Federal Marketplace Notice. You may provide this either electronically or in paper form. Follow your institution's distribution method.
- Complete Enrollment Deadline Worksheet and provide to employee. It is recommended that you meet with the employee to explain the Deadline Worksheet and obtain their signature on the copy that is placed in their benefits file.
- Distribute other suggested items upon hire:
The New Employee Orientation presentations can be used in your benefit orientations. They can be accessed in PDF or you can download and customize the PowerPoint version.
Faculty, Academic Staff, and Limited Appointees covered by the WRS
University Staff Employees covered by the WRS
Graduate Assistant Benefits
An Enrollment Deadline Worksheet should be completed for each new employee. Print two copies, one for the employee to keep and one for the employee to sign and return to you. The signed worksheet should be retained and filed in the employee’s benefit file. If ever needed, this can be used as verification that the employee understood their benefit options and deadlines.
Note: Click the "Enable Content" button in the worksheet in order to see all content. Further instructions are included on the worksheet in the first tab.