U.S. Onboarding
This page contains tasks to be completed during your onboarding period (from pre-start to your first day). Follow this checklist and check the instructions of each task to ensure a smooth onboarding experience!
Pre-Onboarding Tasks
Checklist you must complete before your Start Date
- Complete your background check application using the link from Sterling. (See the “Background Check” tab for more details)
- Complete your Workday onboarding tasks prior to your start date. (See the “Workday Onboarding” tab for more details)
- Respond to the secure email you received from GTAOnboarding@wexinc.com with the documents you want to use for employment authorization. (See the “Employment Verification” tab for more Instructions)
1st Day Onboarding Tasks
Checklist you must complete on your First Day
- Log into your laptop on your start date – Do not attempt to log in before (See the Equipment Setup Instructions for more details)
- Attend New Hire Orientation (NHO) on your first day (See the “Day One at WEX” tab for more Instructions)
- Complete Form I-9 with an Onboarding Specialist within 3 business days of your start date. (See ”Employment Verification” tab for more details)
Contact GTAOnboarding@wexinc.com if you have any questions!
Successfully completing a background investigation is a prerequisite of your employment at WEX.
- You should have received an email from Sterling, our 3rd party background check provider, to complete a background check application. Please check your spam or junk folder if you don’t see it in your inbox. Please reach out to gtaonboarding@wexinc.com if you did not receive an email from Sterling within 24 hours of accepting your offer.
- Your start date may be delayed if your background check is not cleared one week before your start date.. To avoid this, please complete the background check application via the email link as soon as you receive it. It is also critical that you respond immediately to any additional requests for information from Sterling.
- If your role requires WEX Health access, you will be required to complete a drug screen. A separate email will be sent to you from Sterling with information about completing it with a lab in your area. It is important that you go to the lab as soon as possible to allow enough time for results to be processed. Drug screen orders expire 5 business days after being initiated.
Workday is the WEX employee portal
Within 24 hours of offer acceptance, you will receive two emails from wexinc@myworkday.com. The first will include your Workday username and the URL to access Workday. The second email will include your temporary password.
- Check the emails to login your first time
- Choose a new password
- Once you log in, you will see your onboarding tasks.
- If you are experiencing problems with your password, please contact us via email at Passwordreset@wexinc.com
- All tasks noted in this document should be completed before your start date
Check the Workday Task Help Guide to help you to complete these tasks.
Be sure to open and review each carefully as they include time sensitive details and information.
Note: You will need to complete the first 5 tasks for the others to become available. Below, you can check the main groups of tasks that will appear sequentially for completion.
Group 1 Tasks:
These tasks must be completed before the remaining onboarding tasks in Group 2 will populate in your Workday Inbox.
- Enter Personal Information
- Enter Contact Information
- Change Emergency Contacts
- Veteran Status Identification
- Submit Government ID (SSN for US)
Group 2 Tasks
- State and Local tax withholding Elections
- Federal tax withholding election
- Self Identification of Disability (U.S. Only)
- 401(k) Acknowledgment
- Payment Elections (Direct Deposit)
- Complete Form I-9 Section 1 (You will receive an email from GTAOnboarding@wexinc.com with instructions on how to complete Section 2)
- Company and Benefit Documents
- About WEX
- WEX Benefit Guide
- Benefit Enrollment User Guide
- Benefits program Overview
- WEX Policies Acknowledgement
- Change my Photo (Note: After you successfully upload your photo, it will not appear in your profile until after your start date
Form I-9
- U.S. Citizenship and Immigration Services (USCIS) requires all employers to properly complete and retain a Form I-9 for every person they hire for employment. Employees must provide documentation to their employers to show their identity and authorization to work.
Remote I-9 verification
- Given our largely remote workforce, Section 2 of your I-9 will be completed via a short video meeting with a WEX Onboarding Specialist.
- You will receive an email from the Onboarding Specialist providing instructions how to complete the process.
- Review the attached List of Acceptable Documents to choose the document(s) you would like to provide. Ensure the documents are valid (not expired and indicates correct legal name) and are in your possession. Copies are not acceptable.
Deadlines
- Section 1 – Must be complete by your first day of employment
- Section 2 – Must be completed correctly and submitted by the end of the 3rd business day after the employee’s first day of employment. If you start on Monday, it must be completed by Thursday at 5pm EST.
- WEX is unable to continue with employment if this deadline isn’t met and may place the employee on unpaid leave pending successful completion of Form I-9 and/or terminate their employment.
If you are experiencing problems with your password, please contact us via email at passwordreset@wexinc.com.
Equipment setup – prior to your start date
You will receive an email with a tracking number once the equipment has been shipped. Your signature is required to receive your equipment from FEDEX. When you receive your equipment, find a place where you want to have your workstation and set up your equipment using the set up for your equipment type.
Lenovo laptop (Windows User)
You will receive login credentials by email. If you do not receive them please join the New Hire Orientation during the technical support time to obtain them. You can check the correct time in the New Hire Orientation agenda, available in the U.S. 1st Day tab.
Logging in for the first time on your start date
STOP! Do not attempt to log into your computer until after 7:30 AM EST on your start date. Your system access will not be enabled until that time. Multiple failed login attempts will result in locking you out of your computer and require password reset assistance from our help desk.
Use the login credentials sent to you by your manager and the instructions below to login to your computer AND set up OKTA to securely access your WEX applications.
- Lenovo laptop (Windows User) – First time login and initial setup (video)
- Logging into Okta to access your WEX application
Click here if you have questions or need technical support
Day one at WEX!
On your first day at WEX, your initial task will be to log in to your computer!
Remember: Use the login information sent you from your manager. Do Not Attempt to login until your first day.
After your login, you will attend the New Hire Orientation at 11am EST, or at 9:30 EST for technical support.
![](https://www.wex-info.com/orientation-with-wex/wp-content/uploads/sites/6/2024/03/onboarding-day-one-schedule-table-1024x603.jpg)