New Employees FAQ
As a new employee, we understand you may have questions about your onboarding journey. Below, you’ll find answers to some of the most frequently asked questions, along with guidance to help address any issues that may arise.
If you are still unsure about a part of your onboarding journey, please do not hesitate to reach out to us at hr@bu.edu.
BU Account Creation & RedCarpet
- What if I had previous BU affiliation (rehire/student/affiliate) and cannot remember my old BU account information? The IT Help Center can provide new employees (former affiliation only) with their BU login information and reset their password if necessary.
- What if I had a previous BU affiliation and BUID but was given a new BUID? If you believe a duplicate BUID has been created for you, please have your manager reach out to our HRIS team (hrsys@bu.edu) to resolve the duplicate ID issue.
- I have completed all my tasks in the RedCarpet Onboarding Portal but I am still being told I have one task to complete: There is one final, not-visible task that we use to keep RedCarpet access open for 90 days. If you have completed the final “complete & submit” task, you are all set. Please note that onboarding tasks are expected to be completed within first 10 days of your employment.
- The RedCarpet Onboarding Portal will not allow me to sign off on a task: Your name needs to be signed as it shows in the Red Carpet Onboarding tasks. This means that in some cases, it is signed in all capital letters (ie: JOE SMITH). If tasks are not showing the correct name (e.g. because of a spelling error), then the onboarding tasks need to be completed with the incorrect name. Then, new employees should contact the HR Service Center to update their name to the correct spelling. Please note that we are not able to differentiate capitalization in our system (ie. Mccarthy v McCarthy).
Form I-9
- I have completed my form I-9 and am still receiving an email reminder that I need to complete the form? The “I-9 not yet completed” emails are automated reminder emails that are sent out to all new hires. If a new employee receives a confirmation email from hr@bu.edu that their I-9 has been PROCESSED, they can disregard the reminder email. If they submitted their I-9 but did not receive a confirmation email from hr@bu.edu that their Form I-9 is complete, they should check both their BU email and personal email for an update.
- *Please note that sending remote I-9 materials to the HR Service Center does not mean it has been processed. The HR Service Center processes I-9s in the order they receive them. New employees should not wait until their third day (when access is revoked) to submit documents, as corrections are sometimes needed. Once a remote I-9 has been processed, the HR Service Center will send a confirmation email.
- I worked for BU previously, do I still need to complete a new Form I-9? Rehires do not need to complete a new I-9 if the current one on file was completed less than 3 years prior to the re-hire date AND the identification documents used to complete that I-9 are still current and have not expired. However, we encourage new employees to reach out to the HR Service Center to confirm that their Form I-9 is still active to avoid account deactivation.
- Who is my Authorized Representative? If you are submitting your Form I-9 remotely, your Authorized Representative can be a spouse, neighbor, friend, or anyone who is able to inspect your chosen supporting documents in-person. If your document is being completed at the BUHR office, then a BUHR representative can be your Authorized Representative.
- How do I access the secure email? All Form I-9 documents should be sent via secure email using DataMotion to either onboard@bu.edu or hr@bu.edu. For more information, please refer to the Remote I–9 instructions sent to your personal email.
BU Identification Card: Terrier Card
- How do I get my BUID Terrier Card? All employees of Boston University are required to request their official BU ID card. Employees on the Charles River or Fenway campuses may request their Terrier Card remotely by completing the form on this page or by coming to the Human Resources Office (25 Buick Street, 2nd floor) during regular business hours (Monday to Friday, 8:30am–5pm). Medical campus employees who need a Terrier Card should contact the Medical campus ID office (617-358-7603 | MEDID@bu.edu) located on the ground floor of 650 Albany Street.
- I have my Terrier Card but I am unable to access my building/office: Your department’s administrator sets up all building and door access. If your Terrier Card is not working, you or your manager should reach out to your administrator to confirm your access has been set up. If further issues arise, please complete the form linked above to request a replacement card. Please note that card integration into our systems can take up to 24 hours and all parking access is handled by Parking & Transportation (if there are issues regarding lot access).
Benefits
- Who do I contact with benefits (health, dental, retirement, etc.) questions? The Human Resources Service Center (HRSC) is your best point of contact for day-to-day questions about topics such as benefits, Form I-9s, the employee self-service portal (BUWorks), general payroll questions, and more. If they can’t answer your question, then they are available to direct your question to the appropriate specialized section of HR or within the University!
- What if I do not enroll in benefits as a new employee, but find myself needing benefits (health & dental) later on? Certain life or career events allow you to enroll in benefits outside of open enrollment and make changes to your benefit elections. However, please note that with marriage or birth life events, you will not be able to enroll for the first time in medical or dental insurance if you are not already enrolled in these benefits. For more information about qualifying events, please visit Life and Career Events.
Orientation
- Who qualifies to attend orientation? If you are a regular (non-temporary) new employee working at least 50 percent of a full-time schedule with an assignment duration of at least 9 months, you will be scheduled for a New Employee orientation session. Additionally, the following employees are eligible to attend orientation:
- An employee who transitions from a non-compensated to a benefits-eligible compensated position, working at least 50% of a full-time schedule and with a 9-month assignment or longer.
- An employee who transitions from a temporary position to a non-temporary benefits-eligible position, working at least 50% of a full-time schedule and with a 9–month assignment or longer.
- When is my virtual Zoom orientation? New employees generally attend New Employee Orientation on their start date. However, orientation is scheduled by either Talent Recruitment Services (for staff) or your hiring department (for faculty). If you are unsure about when to attend orientation, please reach out to your hiring manager. Please note that you cannot attend orientation prior to your hire date.
- What happens if I cannot attend my scheduled New Employee Orientation session? Please reach out to the HR Service Center to reschedule your orientation session and copy your manager.
- When will I receive the Zoom link for New Employee Orientation? The invitation to New Employee Orientation is generally sent out after 2pm on the Friday prior to your scheduled orientation.
Payroll
- Where do I set up my W-4 Tax Withholding Elections? Your W-4 should be completed electronically through the BUWorks Employee Self-Service (ESS) portal under the “Pay” menu. If you do not make any selections for your federal or state tax withholdings, the default is Single and Zero Allowances.
- How do I set up my direct deposit? New employees are tasked with setting up their direct deposit elections through their RedCarpet onboarding portal. However, you can also add and edit your elections via your BUworks ESS portal. For further guidance, please reference our Direct Deposit Instructions.
- What happens if I set up my direct deposit late/past the pay period? Paper checks are mailed to an employee’s address on file if their direct deposit elections are made after the close of their respective pay period. Since payroll checks are processed by the Payroll Office, please contact them at 617-363-2270 or at bupay@bu.edu for assistance on the status of your payroll check, including where it was mailed and the date that it was mailed. You can confirm your address on file by reviewing the “Personal Information” section of the BUWorks ESS portal.