New Employee Paperwork

All new employees need to complete the following forms. The first paycheck may be delayed if these forms are not completed in a timely manner. 

Employees who have not been paid by the university in one year or more also need to complete the New Hire Paperwork, including the I-9.

Remember to sign your employee up for New Employee Orientation

Do not complete paperwork (W-4, I-9, direct deposit) for nonresident aliens (NRA). This will be completed in HR.

Direct Deposit Authorization

This form authorizes the employee's paycheck to be deposited automatically into one or more accounts with financial institutions that receive electronic transfers.

  • The form needs to be signed and dated
  • The employee's identification number must be on the top of the form
  • Supporting documentation from the bank showing BOTH the routing number AND the account number must be provided

Earning Statement by Email

This information authorizes earning statements to be sent via email. Please be aware that email statements cannot be sent to the following providers: Windstream, Cox, Juno and Net Zero.

  • Can be updated on webBASIS by going to My Pay, then Earning Statement Options
  • Remember to validate and save

Form I-9

The Form I-9 confirms identity and documents eligibility to work in the United States, as governed by the Department of Homeland Security, U.S. Citizenship, and Immigration Services. 

Section One

  • Must be signed and dated on or before the employee's first date of employment
  • Must be completed on the current form
  • The employee must indicate if a preparer and/ or translator was used
  • All corrections must be initialed
  • If the employee indicates their citizenship/immigration status is a 2 or a 4, the NRA Tax coordinator in HR must be notified.

Section two

  • Must be completed within three business days of the employee's first date of employment
  • Must be completed on the current form
  • The person completing section 2 must see the original, unexpired, documents 

Information provided on Form I-9 is then confirmed through E-Verify.

Form W-4

The IRS has released the updated IRS withholding calculator in order to assist taxpayers to determine the appropriate withholding allowances for the new tax year. Human Resources strongly advises employees review their withholding to make sure the withholdings are accurate by using the IRS withholding calculator.

This form instructs the Payroll Office to withhold the correct amount of income tax from an employee's paychecks.

  • Can be updated on webBASIS by going to My Pay, then Income Tax Withholding (W4)

Personnel Data Form

Voluntary self-reported data is used in federal reporting. Employees can also enter an emergency contact information and request credit for prior state service.

  • Can be updated on webBASIS by going to My Personal Data
  • Remember to validate and save

University Acknowledgment of Policies Form

Completion of this form is required to satisfy notification compliance with the U.S. Drug Free Workplace Act of 1988 and documents an employee's notification of important employment-related policies.

Health Insurance Marketplace Coverage

To assist you as you evaluate options for you and your family, this notice provides some basic information about the new Marketplace and employment-based health coverage offered by your employer.