New Resident Checklist

Congratulations on your new position and joining the GW community! Be sure to reach out to your manager if you have any questions regarding your onboarding process.
Safety, Care and Efficiency are the Service Priorities here at GW. They embody what we prioritize at GW. Acceptance of this offer of employment also constitutes your agreement that you will comply with university policies relevant to your positions, including all university policies on conflict of interest, the Title IX Sexual harassment and Related Conduct Policy, Policy on Prohibited Relationships with Students, Nepotism and Personal Relationships in Employment Policy, and Equal Opportunity, Nondiscrimination, Anti-Harassment and Non-Retaliation Policy. Links to university policies are available here. In addition, the university has adopted the Statement of Ethical Principles that outline the behaviors that we expect of our faculty and staff to support the values of the institution. You are encouraged to review this statement and it can be found here.
|
- Before Orientation
GWID
- Your GW ID Number (GWID) will be emailed to you when HRIS completes your employee record. This email will be sent to you on or near your start date from identity
gwu [dot] edu. Your GWID is used as your UserID for you to log in to university systems (MyGW Portal, wireless networks, GW email, and other GW systems), validate your university email address, obtain a GWorld Card, and access other benefits during your time at GW.
GW Email
- Your GW email address will be automatically formatted as firstname [dot] lastname
gwu [dot] edu.
- In the event there is more than one individual at the university with your same name, a number will be appended to your last name.
- You will receive an email from identity
gwu [dot] edu with a link to verify your account and reset your password.
- If you have additional questions, please contact GWIT by emailing ithelp
gwu [dot] edu (ithelp[at]gwu[dot]edu) or calling 202-994-4948
COVID-19
As described in your offer letter, GW recommends all members of our community be fully vaccinated with a U.S. FDA or World Health Organization-approved COVID-19 vaccine. Information on how to get a vaccine and details about university response can be found at:
You are joining a world-renowned university, and we thank you in advance for doing your part to keep our workplace and community safe.
- Your GW ID Number (GWID) will be emailed to you when HRIS completes your employee record. This email will be sent to you on or near your start date from identity
- Employment Verification
Note: You would need to have applied for a U.S. Social Security Number (SSN) prior to completing an I-9 as SSNs are required when completing the I-9 because GW participates in E-Verify (# 335965).
I-9 (Section 1- BEFORE orientation)
- Section 1 is completed online: Go to the Equifax I-9 Management portal
- Enter the employer code 14290 when prompted
- Once Section 1 is completed, the list of acceptable documents for Section 2 will be presented to you that you can bring to complete the in-person verification for Section 2.
I-9 (Section 2)
- Section 2 requires you to present your documentation in person at orientation
- If you would like to complete Section 2 before orientation, we ask that you register for a campus location and time slot before showing up. Click here to register for an appointment.
The University is required by federal law to verify eligibility of an employee to legally work in the United States and at GW and is necessary to complete within 3 days of hire. If you are not attending orientation, to facilitate the timely completion of your Form I-9, please view the instructions on the Employment Eligibility Verification page of the HR website.
Please contact HRIS directly with any questions or concerns about completing your I-9 at hris
gwu [dot] edu (hris[at]gwu[dot]edu) or 571-553-3679
- Section 1 is completed online: Go to the Equifax I-9 Management portal
- After Orientation
Complete your Payroll & Tax forms
- Once you have secured a local address, access the employee portal (often referred to as "GWeb") at it.gwu.edu/gweb and complete the steps below.
NOTE: Access will be available the day following your I-9 completion (Part 1 & Part 2). Due to the holiday during the week, login ability may take an extra day.
- Use the Direct Deposit setup instructions to enroll in Direct Deposit
- Your Check and W4 Address can be updated using the W4 Address Update Instructions
- Update your Work location using the Confirming/Updating Work Location Instructions
- Work location is where you work at least 50% of the time.
- Update your Federal Withholding using the Federal Withholding Update Instructions
- Set up State tax withholding - State Withholding set-up Instructions.
- Only DC/MD/VA can be set up online.
- For other states, please visit the Payroll Forms page and email the completed forms to payroll
gwu [dot] edu *If you need to email forms, you MUST use your official GWU email address.
- If you are a visa holder contact the Tax Department to submit your tax forms and determine your tax situation - tax
gwu [dot] edu (tax[at]gwu[dot]edu)
- Additional instructions regarding the GWeb, including how to review your pay stub or provide W2 electronic consent can be found on the Employee Self-Service page.
- For more information regarding Payroll, visit the Payroll website. You can also email payroll
gwu [dot] edu (payroll[at]gwu[dot]edu) or call 571-553-4277 for any payroll related questions.
GWeb
- Review and acknowledge DC Wage Notification in GWeb - Per the District of Columbia's Wage Theft Prevention Amendment Act, GW provides you with your current pay information.
- If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or to apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting The Equal Employment Office and Employee Relations) by email at accommodations
gwu [dot] edu (accommodations[at]gwu[dot]edu) or by phone at 202-994-9656, or by fax at 202-994-9658.
- If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or to apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting The Equal Employment Office and Employee Relations) by email at accommodations
- Update your work location address
- Work location is where you work at least 50% of the time.
- Enter your emergency contact information
- Review the University Payroll Calendar
- Commuter Benefits
Traveling between campuses
While taking the shuttles, all students, faculty, and staff will be required to show their GWorld Card to the driver upon request.
Campus Shuttles
- To Mount Vernon Campus
- Foggy Bottom
- Pickup: Tompkins Hall (23rd Street between G & H Street)
- Dropoff: E Street between 20th & 21st Street, Tompkins Hall (23rd Street between G & H Street)
- Mount Vernon
- Pickup and Dropoff: Between Acheson Science Center and Academic Building
- Dropoff Only: Campus Drive by the Southern end of the soccer field
- Foggy Bottom
- To VSTC Campus
- Foggy Bottom
- Funger Hall (G & 22nd)
- VSTC
- Enterprise Hall
- Innovation Hall
- Exploration Hall
- Foggy Bottom
Metro Transportation
- Orange, Blue, and Silver Metro lines have a stop on the Foggy Bottom campus
- Innovation Center Metro Shuttle
- The Innovation Center Metro Shuttle is operated in partnership with Loudoun County. Rides are $1. For information during inclement weather situations, riders should check Campus Advisories or download the GW Guardian app and sign up for weather alerts. You can also contact Innovation Center Shuttle Dispatch directly at 571-258-3464 for more.
- The Innovation Center Metro Station (located on the Silver Line) is the closest Metrorail station to VSTC.
- Innovation Center Stop:
- North Bus Bay G
- Virginia Science & Technology Campus Shuttle Stops:
- Enterprise Hall (44983 Knoll Square)
- Research Place (45155 Research Place)
- University Place/GW Boulevard
- Innovation Hall and (45085 University Drive)
- Exploration Hall (20101 Academic Way).
- Innovation Center Stop:
- SmartBenefits
- SmartBenefits allow you to set aside pre-tax dollars from your paycheck and apply it to your WMATA SmarTrip card to pay for work-related commuting expenses including Metrorail, Metrobus, and Metro parking. You do not have to use all of your SmartBenefits within a month's time. They remain on your card until you use them. Any funds not used will rollover into the next month. Due to IRS regulations, we do not process refunds for SmartBenefits even if you leave the area. You may elect payroll deductions in increments of $10 with a minimum of $40 up to the current IRS maximum per month of $325 Transit in 2025 and $325 Metro Parking in 2025. Visit the fares section of the WMATA site to estimate your cost. Contact WMATA with questions about your trips and parking.
- Visit How to Use SmartBenefits and the Smart Benefits FAQs on the WMATA site for more information, or contact payroll
gwu [dot] edu with any questions about SmartBenefits.
- Off-Campus and Occasional On-Campus Parking
- GW offers all benefits-eligible employees a pre-tax deduction for parking expenses. Elect an amount based on your estimated monthly parking expenses by going to go.gwu.edu/enroll4benefits. Once funds have been deducted from your paycheck, you can then go to Bank of America to claim a reimbursement.
- For information regarding on-campus contract parking contact Parking Services.
- To Mount Vernon Campus
- Benefits
- To help you understand the scope of your benefits and payroll procedures, we strongly encourage you to attend the Benefits webinar for New Employees. The 60-minute webinar provides a thorough overview of your benefits and pay and offers an opportunity to ask questions to our GW Benefits team members.
- Attend the Benefits webinar, held every Monday at 2 pm.
- Learn more about your benefits in the Benefits Guide.
- Unless otherwise noted, you have 30 calendar days from your Date of Hire to enroll online and submit any required supporting documentation for your health and welfare benefits.
- The coverage effective date for benefits is the date of hire.
- If you do not enroll at that time, you will need to wait until Annual Open Enrollment -unless you have a qualifying life event (QLE).
- Changes made during Annual Open Enrollment are effective January 1 of the following year.
- To help you understand the scope of your benefits and payroll procedures, we strongly encourage you to attend the Benefits webinar for New Employees. The 60-minute webinar provides a thorough overview of your benefits and pay and offers an opportunity to ask questions to our GW Benefits team members.
- Enroll in Health & Welfare Benefits
- First Step in Enrollment
- Log on to go.gwu.edu/enroll4benefits within 30 calendar days of your hire date (or change in benefits eligibility date) to enroll in your health and welfare benefits. This step-by-step Online Enrollment Guide can assist you with navigating the new system. Benefits elected become effective on your date of hire.
- Add Dependents
- If you are adding dependents to your coverage, you must also submit supporting documentation to GW Benefits within 30 calendar days of your hire date to complete their enrollment. Examples of supporting documentation are provided in the next section. You can upload documentation directly into the Benefits Enrollment System after electing your benefits.
- Please note: Dependent coverage is contingent on GW Benefits’ receipt of all required documentation within the required 30-calendar day timeframe.
- Please note: Dependent coverage is contingent on GW Benefits’ receipt of all required documentation within the required 30-calendar day timeframe.
- If you are adding dependents to your coverage, you must also submit supporting documentation to GW Benefits within 30 calendar days of your hire date to complete their enrollment. Examples of supporting documentation are provided in the next section. You can upload documentation directly into the Benefits Enrollment System after electing your benefits.
- First Step in Enrollment
- Enroll in GW Retirement Savings Plan(s)
- Log on to NetBenefits.com/GW at any time to enroll in the GW 403(b) Retirement Savings Plan, for which you are immediately eligible (the sooner you start saving, the better). The 403(b) Plan allows you to make pre-tax or post-tax (Roth) contributions, and you may select Fidelity Investments and/or TIAA as your investment provider(s).
- Enrollment Note:
- Whether you select Fidelity or TIAA as your investment provider, your initial enrollment will be completed through the Fidelity NetBenefits portal. You are not required to enroll in the GW 403(b) Retirement Savings Plan within 30 calendar days of your hire date. You may enroll in the 403(b) at any time throughout the year.
- Enrollment Note:
- GW Base and Matching Contributions
- Once you have completed two years of benefits-eligible service at GW, you are eligible for the 401(a) Retirement Plan, which governs the university base and matching contributions.
- Prior Higher Education Service
- If you have prior higher education service, you may be eligible to have some or all of the two-year waiting period for the 401(a) Plan waived. If you believe prior university service could apply to your two-year waiting period, submit the 401(a) Prior Employment Verification form to your former employer before submitting the completed form to Benefits via email or fax.
- If you have prior higher education service, you may be eligible to have some or all of the two-year waiting period for the 401(a) Plan waived. If you believe prior university service could apply to your two-year waiting period, submit the 401(a) Prior Employment Verification form to your former employer before submitting the completed form to Benefits via email or fax.
- Log on to NetBenefits.com/GW at any time to enroll in the GW 403(b) Retirement Savings Plan, for which you are immediately eligible (the sooner you start saving, the better). The 403(b) Plan allows you to make pre-tax or post-tax (Roth) contributions, and you may select Fidelity Investments and/or TIAA as your investment provider(s).
- Supporting Documentation
- If you are adding dependents to your coverage, you must also submit supporting documentation to GW Benefits within 30 calendar days of your hire date to complete their enrollment. You can submit documentation in two ways.
- You can upload documents in your Employee Profile on the confirmation page (at the top of the screen, click My Profile, then click Employee File) after making your benefit elections in the Benefits Enrollment System; or,
- You may submit your supporting documentation via secure email at benefits
gwu [dot] edu or fax at (571) 553-8385.
- If you are adding dependents to your coverage, you must also submit supporting documentation to GW Benefits within 30 calendar days of your hire date to complete their enrollment. You can submit documentation in two ways.
Examples of supporting documentation are provided below
If you have a question as to whether a particular document would qualify, please contact GW Benefits in advance of your enrollment deadline.
Relationship with dependent you are adding to your health and welfare benefits coverage Supporting documentation that must be submitted to GW Benefits for review Spouse Copy of marriage certificate or a copy of last year’s tax returns Copy of marriage certificate or a copy of last year’s tax returns Completed Declaration of Domestic Partnership form. Note: You must also provide the three required documents that are listed in this form Dependent Child Copy of birth certificate or adoption papers Contact Information
If you have any questions about this information or the details discussed during the Benefits and Payroll New Employee webinar, please feel free to contact us directly.
Benefits Call Center
The Benefits Call Center can be reached at (833) 698-0324. This is the first point of contact for questions related to your health and welfare benefits plan, enrollment and eligibility.
Hours:
Mon - Fri, 8 a.m. - 8 p.m. (ET)GW Benefits Payroll Services 44983 Knoll Square
Suite 391
Ashburn, VA 2014744983 Knoll Square
Suite 391
Ashburn, VA 20147benefits gwu [dot] edu (benefits[at]gwu[dot]edu)
payroll gwu [dot] edu (payroll[at]gwu[dot]edu)
Phone: (571) 553-8382 Phone: (571) 553-4277 Fax: (571) 553-8385 Fax: (571) 553-4406 Hours: Mon - Fri, 8:30 a.m. - 5 p.m. (ET) Hours: Mon - Fri, 8:30 a.m. - 5 p.m. (ET) hr.gwu.edu/benefits hr.gwu.edu/payroll Twitter @gw_benefits Twitter @gw_payroll Blog YouTube