HR Checklist for New Pedagogical Employees

This checklist is for newly-hired non-supervisory pedagogical employees, including teachers, school counselors, social workers, psychologists (including PIT program participants), and school secretaries.

Key Tools and Resources

  • Use the HR Connect Web Portal to find answers to Human Resources-related questions, including information about benefits, leaves of absence, certification, HR forms, salary and payroll, personal and tax data changes, and more.
  • Use the Payroll Portal to view and manage many aspects of your salary
  • Employee Self-Service (ESS) allows you to view, manage, and make changes to your benefits and personal information.

Getting Started

If you are starting a new position after previously resigning or retiring from the NYCDOE, fill out an Application for Withdrawal of Resignation/Retirement, have your principal sign it, and mail it to: NYC Department of Education, Office of Salary Status, 65 Court Street, Room 815, Brooklyn, NY 11201.

Managing Your Employee Information

  • Make a note of your EIS ID number and your Employee ID number (these were included at the top of the welcome message you received) as they are required for many aspects of your onboarding process
  • Confirm your DOE login/Outlook ID and password. Your login should be created within 72 hours from when you receive your welcome message. To find it, and to reset your password, use the account confirmation tool. Be sure your password is easy to remember—you’ll need it to access important online tools, systems, and support pages.
  • Use Employee Self-Service (ESS) to manage your employee information. Log in using your 7-digit DOE Employee ID number (listed at the top of the welcome message you received). Note that you will not be able to access ESS until your first day of employment. 
    • Your temporary ESS password consists of:
      • the last two digits of your Social Security Number followed by an underscore ("_"), plus
      • the first three letters of your birth month (must be upper case), plus your birth day (including the leading zero, if applicable) and birth year.
        So, for example, the password for an employee with a SSN of XXX-XX-XX99 and a birth date of 01/02/1900 would be 99_JAN021900.
    • After logging in with your temporary password, you will be prompted to change it. Passwords must contain a minimum of eight characters, including at least one number, one letter and one of the following special characters:
      ! @ # $ % ^ & * ( ) - = + \ | [ ] { } ; : / ? . > < _ 
    • If you have trouble logging in, or if you need your Employee ID number, call HR Connect at (718) 935-4000.
    • To request a password reset, send an email with your name and Employee ID number to Your reset password will be sent to your DOE email address.
  • Use ESS to update your tax status and home address if necessary.
  • All DOE employees are required to have an employee ID card for safety and security purposes. You can also use it to take advantage of local incentives and discounts available to DOE employees. The DOE Photo ID Unit is currently closed for walk-ins. If you wish to obtain an employee ID card, please email for questions or concerns.​

Getting Paid

  • Your first paycheck should be ready on the pay date closest to the completion of your first two weeks of work. Your pay dates will be around the 1stand 15th of each month. If there are any delays in the processing of your payroll information, you’ll receive your check on the following pay date, with retroactive pay. Talk to your payroll secretary for more information.
  • Use the Payroll Portal to enroll in direct deposit (required), as well as to find pay stubs, get duplicate W-2 forms, see your payroll calendar, and more.
    • To log into the Payroll Portal:
      • Enter your Outlook (DOE) User ID;
      • Enter your Outlook (DOE) password; and
      • Enter either your Employee Identification Number (EIN) or your EIS Number (file number).
  • Beginning August 27, 2019, use the new Salary Application Portal to create a salary step application (note that the old salary application in the Payroll Portal is no longer in use). You must submit your salary step application within six (6) months of your appointment date (example: if your appointment date is September 4, 2018, you have until March 31, 2019 to apply without losing retroactivity). Read more about salary steps here.
  • You can also use the Salary Application Portal to apply for a salary differential if you have a Master’s degree or at least 30 credits beyond your Bachelor’s degree.
  • Applicants should not mail transcripts, verifications, or other documentation to the Office of Salary Services. All documentation must be uploaded to the application

Getting Your Benefits

  • Sign up for health benefits. Your health benefits will be retroactive to your first day of employment provided you enroll within 31 days of that date. If you were hired on or after July 1, 2019, you will be eligible to enroll only in EmblemHealth HIP-HMO Preferred Plan. You must apply for this plan in NYCAPS Employee Self-Service. You will not be able to access NYCAPS ESS until your first day of employment.
  • Use the Payroll Portal to enroll in Commuter Benefits.
  • Visit the UFT website to enroll in welfare fund benefits (dental, vision, prescription drugs, etc.).
  • Download the Teachers’ Retirement System Enrollment Application and submit the completed form to confirm your personal information and beneficiaries (TRS contributions are automatically deducted beginning with your first paycheck - learn more at the TRS website).
  • (Optional) Enroll in the TRS Tax Deferred Annuity (after you’ve submitted your TRS application).
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