New Employee Checklist
1. Complete new hire paperwork requirements in Human Resources (TAC 120).
- I-9 form and proof of ability to work in the US.
- Personal Data Sheet
- W4 Federal Withholding Allowance declaration (DE4 state form optional)
- Direct Deposit enrollment
- Computer Usage Agreement
2. Receive your Pepperdine ID card.
Once you complete new hire paperwork, you may obtain an ID card from Human Resources. Your ID card will be programmed to:
- Access Malibu staff/faculty parking lots and buildings (if applicable to your position)
- Access Library, pool, and workout facilities
- Attain discounts at local businesses and theater tickets
- Be loaded with money for use at campus eating facilities
- Print and copy from Sharp copiers at all of our campuses
Your Pepperdine Campus Wide ID number (CWID) will be printed on your Pepperdine ID card. The CWID is a nine-digit number assigned to every person associated with Pepperdine. Each individual has only one CWID regardless of the number of different associations with the University (student, alumni, employee, etc.). If you were a Pepperdine student in the past, you already have a CWID.
ID cards are printed only in Human Resources at the Malibu campus. If you are working at the West LA campus, you may have your ID photo taken at Tech Support within the library. Please make Human Resources aware that your photo has been taken, and you will receive your ID card via campus mail.
3. RSVP to New Employee Orientation (NEO).
All new staff employees are required to attend New Employee Orientation. If you are temporary staff (with an assignment lasting less than two weeks) or a previous employee being rehired within one year of your separation date, you are welcome but not required to attend. Please RSVP to Human Resources by the Thursday prior to Orientation.
4. Receive your Pepperdine system username (or network ID) from your supervisor.
This is your username for WaveNet (Pepperdine's intranet), your computer, and most Pepperdine systems. Your username and a temporary password are emailed to your supervisor once Human Resources processes your paperwork.
5. Register for a Pepperdine University Parking permit.
- Malibu Campus: Register your vehicle(s) at Public Safety or online.
- West Los Angeles Campus: Lead Campus Coordinator (x5717).
- Irvine Campus: Irvine Campus Director (x5677).
- Encino Campus: Encino Campus Director (x1601).
- Westlake Village Campus: No parking permit required.
Please review Parking Rules and Regulations on the Public Safety website.
6. Ensure that your Pepperdine technology is up and running.
- Visit IT's Technology Guide for New Faculty and Staff webpage.
- Set up your email by logging into http://email.pepperdine.edu on any computer. Find out more about Pepperdine email by going to the email section of the IT website. Call the IT Service Desk for any questions you may have at 310-506-4357 (HELP).
- Set up your voicemail, change and set up your password, and record your voicemail greetings. This is particularly important if you inherited a previous employee's phone. Check with your supervisor or the Help Desk (x4357) if you need assistance with your phone.
- Request access to network printers or shared network drives. Check with your supervisor as he/she may have already done this for you.
- Inquire with your supervisor about a personal billing number (telephone access code) if you will be making long distance calls.
In Your First Week
1. Familiarize yourself with WaveNet, Pepperdine's intranet portal.
Through WaveNet, you may:
- Review your personal information
- Enter/review your emergency contact information
- Enroll in or update direct payroll deposit
- View your paystubs
- Change your tax withholdings
- Enter hours worked and/or leave taken in Kronos (Pepperdine's timekeeping system)
- Access your email and online data storage
- Add funds to your ID card
- Enroll in your benefits
The tabs you see in WaveNet are based upon your role at the University (faculty/staff/student) and your system authority.
2. Learn how to record your time in Kronos.
Kronos user guides can be found on the Payroll website, and timekeeping is also covered in New Employee Orientation. Contact Payroll (x4636) if you will be approving timesheets for your department.
3. Enroll in benefits.
If you are a benefits-eligible employee (non-temporary employee working 30+ hours per week) review and learn about Pepperdine's generous benefit plan options on the Benefits webpage. Pepperdine's plan, and any questions you have, will be discussed in detail at New Employee Orientation. If you have any questions after NEO, please contact the Benefits Specialist (x7358). Ensure you make your selections and enroll in benefits within your first 30 days.
4. Identify and register for job-specific training(s).
Work with your supervisor to identify which training(s) you will need for Pepperdine's systems. Some trainings are offered only once a month; early registration is recommended.
- WaveNet Training Calendar
- OmniUpdate training (department website management) (contact the IMC Web Manager at x4882)
- Harassment Prevention training (a link to this training will be e-mailed to you, and the training must be completed within your first two weeks of employment)
5. Review your personal information in the Faculty/Staff Directory.
Generally, your name and title are entered in the online Faculty/Staff Directory, but you will need to update your direct extension and ensure the information is complete and accurate. Please use the Update Data button within your record on the directory to submit changes.
6. Review the University Policy Manual and Code of Ethics.
Not only will the University Policy Manual and Code of Ethics acquaint you with the University's general operating procedures, it will provide insight into expectations for all faculty and staff and Pepperdine's culture.
7. Visit the Supervisor Tools on the Human Resources website, if you are a supervisor.
There are a number of resources on the Human Resources website to assist supervisors in their roles. Supervisors will also be invited to attend New Supervisor Orientation hosted biannually.
8. Read the Drivers Policy and submit a Driver Status Form, if you will drive on University business.
All employees must be an approved driver at least one week before operating a vehicle on University business. The Drivers Policy is section 35 in the University Policy Manual, and Driver Status Forms may be obtained through the Office of Insurance and Risk (x4996).
In Your First Month
1. Learn to navigate around campus.
2. Visit Pepperdine bookstores.
Bookstores are located in the Tyler Campus Center, School of Law, Drescher campus, and West Los Angeles campus. Employees get 20% off purchases during the year, and 30% off during faculty/staff appreciation days at the end of each semester.
3. Get involved!
Meet new colleagues at President Briefings, athletics events, Center for the Arts theater productions, the Weisman Museum, Volunteer Center, wellness events, professional development workshops, and Campus Recreation fitness classes.