Initiate a New Employee Welcome Packet

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Sending your new eligible employee a welcome packet provides the tools needed to start utilizing the services UB has to offer.

Determine Employee Eligibility For a Welcome Packet

Eligible Employees

  • Paid by the State and Research Foundation
  • Paid through UB Foundation (UBF)
  • Full and part-time
  • Salaried and hourly

Ineligible Employees

  • Volunteers
  • Students
  • Employees that work semester by semester 

Getting Started With New Employee Application

If this is your first use of the New Employee application, you must get access to data and take the New Employee Welcome online tutorial. Successful completion of the tutorial results in access to the application.

The Welcome Packet Includes

  • President’s welcome letter
  • UBITName and password instructions
  • Parking tag
  • Temporary UB Card
  • Informational brochures

Plan the Best Time to Request a Welcome Packet

Best Time to Request a Packet

  • After the employee has accepted your position
  • Three (3) or more days before the electronic personnel transaction form (ePTF) is created
  • A maximum of six (6) months before the employee's start date

Response Time to Receive Packet

  • Allow at least one (1) week for processing
  • Call the HR customer service office with concerns 

Gather the Information to Submit Your Request

Required Biographical Information

  • Social Security number is required unless the employee does not yet have one
  • Person number (if available)
  • First Name
  • Last Name
  • Date of Birth
  • Gender
  • Appointment type
  • Pay basis
  • Negotiating unit
  • Appointment begin date
  • Department name
  • Campus or home mailing address for the employee
Answer the Question

Has the applicant been a UB student or employee?

Keep In Mind When Deciding Which Address to Use

Only United States addresses will be accepted.

Consider using the campus address if the employee is moving soon.

Optional Information

  • Salutation
  • Middle name
  • Former name
  • Suffix
  • FTE in the 1.0 format
Save Time

Enter the optional information to save time when you create the ePTF.

Check for Errors

Double your check data entry! It can take up to two (2) weeks to correct errors.

Contact an Expert

We at UB's HR Customer Service are knowledgeable and eager to help you with your employment-related questions or problems. Stop in during our business hours or contact us by phone, email or fax.  

Stop In Monday Through Friday, 8:00 a.m. - 5:00 p.m.

Customer Service
120 Crofts Hall   
University at Buffalo
Buffalo, NY 14260-7022

By Phone

Customer Service
716-645-7777

By Email

Customer Service
ub-hr@buffalo.edu

By Fax

Customer Service
716-645-2724

Use Your Person Number

Use your UB Person Number to identify yourself.
Don't send your Social Security number in email or by fax.

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