UNC and Genetics Onboarding

Welcome to the University of North Carolina at Chapel Hill and the Department of Genetics!

During your first month with TISLab and UNC, there are many items that need to be completed to fully onboard. It is important you do these in a timely manner. Many sections also contain helpful links for future reference.

Helpful site for new UNC Employees: https://new.unc.edu/
UNC HR site with links to many helpful things related to time off, benefits, paychecks, etc: https://hr.unc.edu/ (note: many of these items are listed below for ease)
To get help with Benefits questions, contact Vincent Berry vincent_berry@unc.edu or benefits@unc.edu
For a full list of contacts in the Genetics Department administrative team see here.

Within the first 1 week

I-9

You will be contacted by HR to verify your U.S. work eligibility.
There are two parts to certification. Part 1 is submitting forms to an online verification system. Part 2 is on Zoom where you must show one of the approved docs to verify eligibility.
Do this within one week of hire, preferably within 3 days.
Not to worry about scheduling this yourself. You will receive communication about this via email with full directions.

Direct Deposit

Set up Direct Deposit as soon as possible. Instructions are here. This must be done within one week of your start date.
Calendar and pay schedules can be found here: https://finance.unc.edu/services/payroll-preparation-and-distribution/

2-Step Verification

You need both Microsoft Authenticator and Duo Mobile to access various UNC content.
Set these up in the first week. Find out how here.

Confidentiality Statement

You will recieve an email with a confidentiality statement from Sam Robinson (Genetics Department).
This must be signed and returned within one week of your start date.

New Employee Orientation

There is a virtual self-guided tour at https://go.unc.edu/som that can be done prior to orientation. This is best experienced on a phone or tablet. Give it a whole minute to load; use chrome.
There are two required virtual New Employee Orientations that must be attended.
1. University Orientation
2. School of Medicine

These are typically scheduled for your first day or the first Monday after your start date. You will recieve emails directly from the University about these orientations (including Zoom links).

There will be three forms they will share with you during orientation that must be completed and sent to orientationcoordinator@unc.edu. They are:
- Conditions of Employment (COE) - required
  - For the Military selective service, you need to check either A, B or C. Make sure you don’t check under 2 letters or leave it blank.
  - Ensure the name you list is your legal name
  - You may have also signed a COE from the department when you signed your offer letter. This COE also needs to be signed. Ensure the job title listed on this COE is the same as the Department COE
- Credible State Serivce (CSS) - required, even if you haven't worked for the states of NC before.
- Equal Opportunity Employment (EEO) - voluntary
Email orientationcoordinator@unc.edu for any questions about Orientation.

UNC Teleworking Request

A Telework request is required for all EHRA NF, SHRA, and Post Doc employees who are not going to work on the UNC campus.
See SOP for Telework Request here.

Within the first 2 weeks

ONYEN

Once you have been sent a PID (this is your employee ID) by email, create an ONYEN:
- https://its.unc.edu/onyen-services/
- Click on “Create or Reactivate ONYEN”
- Click on “Create ONYEN” – you DO NOT have a guest ID
- Your PID
- Follow the rest of the prompts.
The ONYEN will be used to log into nearly all UNC systems. It is important to make this in a timely manner.

UNC Portal

https://connectcarolina.unc.edu/
You will use the portal to sign up for benefits, submit forms, request time off, view paychecks, etc.
Use your ONYEN to log in.
When you first login, go to the Self Serivice section to update, or ensure accuracy, of your personal information.
Some university systems can only be used by way of VPN. VPN Instructions are here

UNC Email

Your UNC email is automatically created once you make an ONYEN.
UNC Email Alias(es) and Primary Alias
- Log into https://selfservice.unc.edu using your ONYEN in the format of youronyen@ad.unc.edu
  - Within the self service portal, you can make email alias(es) which are all connected under your single ONYEN account.
  - You will want to create an alias email address that can be used and shared with others.
  - IMPORTANT: Make sure you select "primary alias" on the address you want to be your primary account. We highly suggest your onyen@unc.edu alias be set as your primary since this will be the account you can Google enable (see below).
  - The default format for SOM is firstname_lastname@med.unc.edu. While you can make this alias, we do not recomend making this your primary alias since you can't Google enable this account. For simplicity, make onyen@unc.edu your primary. It will make your life easier.
Once you have your primary alias (onyen@unc.edu ), please submit a request to Google Enable your email address (onyen@unc.edu ).
- Submit the request through this form: http://tislab.org/request-unc-google
- For questions related to this please contact julie@tislab.org or sarah@tislab.org
Login to your email here: http://heelmail.unc.edu/

W4 & Tax Info

If you don't live in North Carolina, there is an employment tax difference. You must submit 1107.2.1f Notice of Employee Working Outside of North Carolina within 1 week of your start date.
- Under department contact, list Sam Robinson, 919-966-7036
- Send the completed for to multistatetax@unc.edu
Work in other states <30 days per year is not considered significant enough to warrant filing taxes in more locations than your primary home address.

Department Orientation

A Genetics Department Orientation will be help within one month of starting your position.
They will review a version of the these slides as well as introduce many of the people in the administration support team.

Conflict of Interest

Find directions to submit Conflict of Interest (CoI) form here: https://research.unc.edu/compliance/coi/
CoI is submitted through the AIR system. CoI training PDF can be downloaded from the AIR system as well.
Make sure to complete this promptly. Lack of COI training affects funding.
UNC Policy Office: https://universitypolicy.unc.edu/

ORCID

Many federal and private funding agencies require investigators to include their ORCID iD (Open Researcher and Contributor ID) in proposals.
Follow this link http://go.unc.edu/orcid to connect your UNC profile ONYEN to your ORCID. If you don't have an ORCID, the same link will also allow you to create one before linking it to your ONYEN.

Within the first month

Benefits: Medical / Dental / Vision

Employees are given 30 days from their start date to make a decision on this.

Not to worry, you will get multiple emails from HR about benefit enrollment and learn more in the University Orientation.
Quick links: https://hr.unc.edu/benefits/plans/
See section "Benefits - Confirm Enrollment" to confirm your enrollment choices.
Fun Facts:
- Open enrollment happens every October
- Deductibles reset every January 1st
- Vision and Dental are part of the NCFlex benefits
- The first month your health insurance premiums are deducted from your paycheck will likely be higher than typical (double). This is normal, but if things look off, reach out to Vincent Berry to confirm all is ok.

Benefits: Mandatory Retirement

Sign up for retirement. You must make a one time election for either the ORP or TSERS plan. Your decision can NOT CHANGE and is mandatory.

Employees are given 30 days from their start date to make a decision on this.

- Not to worry, you will get multiple emails from HR about benefit enrollment and learn more in the University Orientation.
- You may enroll in a additional Supplemental plans at anytime.
- Quick link: https://hr.unc.edu/benefits/plans/retirement/
- See section "Benefits - Confirm Enrollment" to confirm your enrollment choices.

Benefits: NC Flex

In addition to Medical, Dental, Vision, and Retirement, there are multiple optional benefits UNC employees can sign up for. This includes benefits such as:

Flexible Spending Accounts, Cancer and Specified Disease insurance, Critical Illness insurance, Accident Insurance, AD&D

Employees are given 30 days from their start date to make a decision on this.

- Not to worry, you will get multiple emails from HR about benefit enrollment and learn more in the University Orientation.
Quick links: https://hr.unc.edu/benefits/plans/
See section "Benefits - Confirm Enrollment" to confirm your enrollment choices.

Benefits: Confirm Enrollment

To confirm your benefits enrollment, follow these steps:

1st Portal State Enrollment Portal. You will follow this path:
- ConnectCarolina > Self-Service > My Benefits > Benefits Enrollment > State Enrollment Portal. Then you will click on the blue or green bar that says ENROLL NOW! In the middle of the screen you will see a blue ribbon with a button Print Your Benefits. Click that button and it will show your current and elected benefits.
2nd Portal UNC System Enrollment Portal:
- Connect Carolina>Self-Service>My Benefits tile>Benefits Enrollment>UNC System Enrollment Portal> it will then load a separate page, on the landing page you will see a block on the left of the picture that indicates: BENEFIT HISTORY> Click on it and you will see All Events listed. Click on the event (i.e. Open Enrollment) to see your benefit confirmation.

Required Training

There are multiple required trainings that should be done within one month of your start date. They are:

HIPPA Training: http://www.med.unc.edu/security/hipaa/hipaa-train
Security Awareness Training: https://safecomputing.unc.edu/data/information-security-awareness-training/
Preventing Harassment and Discrimination (either Supervisor or Non-supervisor edition): a unique link will be sent to your email
Environmental Health and Safety (EHS) Training: https://ehs.cloudapps.unc.edu/EHS/
- There are two required trainings - one is a general EHS training. The second is specific to your role. Both are found at this link.

Timesheet & Leave (TIM)

Familiarize yourself with the TIM system

The Time Information Management (TIM) system is where you record your leave at UNC. Access TIM through the UNC portal https://connectcarolina.unc.edu/
You learn about TIM during orientation, however, it is also encouraged you watch a quick orientation video found here.
See detailed instructions and learn more in the TIM: How to drop down on the UNC and Genetics Info Desk page.

Vacation & sick leave accruals

- Vacation monthly accrual - 16 hrs (i.e. 24 days / year)
- Sick leave monthly accrual - 8 hours (i.e. 12 days / year)
- State Paid Holiday schedule can be found here.

UNC OneCard

Sign up for a UNC OneCard. This is your University ID card. If you are mainly working remotely, opt for a digital (mobile) OneCard.
Sign up here: https://onecard.unc.edu/mobile-one-card/
You will need a recent photo with specific specifications, very similar to a drivers license or passport photo. More info is found at the link.

SOM Badge

Obtaining a School of Medicine Badge is low priority for fully remote employees. However, if you would like one, it can be mailed to you.
Find information on how to get a SOM Badge here.

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