Prime and Prepare Before Day 1
Access Exacthire Onboarding System
There is much you can accomplish before your first day at WVSU – and we’re here to help. You will receive an onboarding email with the title, “Welcome to West Virginia State University” in order for you to complete your new-hire paperwork electronically. The email will be sent to the email address that is listed on your resume and will contain a link so that you can create your account and access our new hire forms and tasks. If you would prefer to complete your new hire paperwork using an alternative method or you did not receive your onboarding email, please contact the Department of Human Resources at (304) 766-3156.
Return a signed Letter of Offer to your hiring manager
Provide HR with your information
Provide verification of your identity and right to work in the United States
Per the Immigration Reform and Control Act of 1986, we need to obtain documentation that establishes your identity and right to work in the United States. To meet this requirement, employers must obtain a completed I-9 form for every employee.
In order for you to work, you must bring in the appropriate documentation in order for us to complete the I-9 process. It is helpful if you bring this documentation on or before your first day of work, but it must be presented no later than the third day after you begin work. Employees usually provide a driver’s license and Social Security card, or substitute a passport.
Visit the Payroll Office (110 Cole Complex) to elect how you want to receive your pay
In support of the University’s sustainability goals and for the convenience of employees, we have the following electronic payment options:
- Direct deposit to your bank account (Direct Deposit); OR
- The WV Pay Card
If you elect to receive your pay via direct deposit, please visit the Payroll Office to complete your direct deposit payroll information. You will need to provide either a voided check or a letter from the Financial Institution (on FI letterhead) listing the account information, routing information and the employee’s printed name. THIS TASK MUST BE COMPLETED PRIOR TO YOUR FIRST DAY!
Federal Tax Form – W-4 – This form can be completed electronically within the onboarding system. However, it will have to be signed in person as the Auditor’s Office does not accept electronic signatures.
State Tax Form – WV/IT-104 – This form can be completed electronically within the onboarding system. However, it will have to be signed in person as the Auditor’s Office does not accept electronic signatures.
Be sure to mark that you have completed these tasks in ExactHire!
Submit Official Academic Transcripts (Faculty only)
Please make sure that your official transcripts have been submitted so that they can be placed in your personnel file. You may submit your official transcripts to Human Resources by scanning and emailing them or by hand-delivering them to our office.
Complete other miscellaneous tasks
The following tasks must be completed in the ExactHire Onboarding System:
- Read and review the WVSU Notifications form
- Read and review the WVSU Confidentiality form
- Read and review the WVSU Board of Governor’s Policy 19 – Sexual Harassment
- Familiarize yourself and acknowledge receipt of the WVSU Holiday Calendar
- Familiarize yourself and acknowledge receipt of the WVSU Payroll Pay Period Calendar