PAYROLL PROCESSING
MANUAL
FOR CAMPUS DEPARTMENTS
TABLE OF CONTENTS
PAGE
INTRODUCTION





Purpose of Payroll Manual
History of Payroll Process
Synopsis of PS Payroll Implementation
Business Process Flow (New Hires)
Business Process Flow (Changes)
UMBC NEW HIRE AND PAYROLL CHANGE PROCESSES




UMBC Personnel Action Request (PAR) Form
Instructions for Completing the New Hire PAR Form
Instructions for Completing the Change PAR Report/Form
Instructions for Printing the Change PAR Report
SUPPORTING DOCUMENTATION






W-4 Instructions
I-9 Instructions
Substance Abuse Acknowledgement
Retirement Selection Requirements
Social Security Verification
Payroll Adjustment Form Instructions
ADDENDUM #1
-
W-4 Form
I-9 Form
Substance Abuse Acknowledgement Form
Retirement Selection Form
ADDENDUM #2
-
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Exempt and Non-Exempt New Hire Checklist
Faculty/PT Faculty New Hire Checklist
Contingent I/II New Hire Checklist
Graduate Assistant and Student New Hire Checklist
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UMBC PROPRIETARY AND CONFIDENTIAL
PURPOSE
The purpose of this manual is to provide each departmental Payroll Preparer with the proper knowledge
and comprehensive resources necessary to perform the tasks involved with processing payroll
information and changes for departmental employees.
SYNOPSIS
As a result of changes to the payroll system mandated by Central Payroll Bureau and USM Payroll Office,
each USM Institution will be responsible for the processing and maintenance of personnel and payroll
information for their respective campus. Specifically, the data entry, processing and transmittal of ALL
payroll documents and information will be the responsibility of the UMBC Human Resources Department.
These new processes will also allow for the on-line completion of payroll forms, eliminate the manual
calculation of exception time, overtime and shift differential. These new processes will entail the
following:

New Hire Personnel Action Request Form (PAR Form):
This form will replace the Payroll Entry document. The PAR form is an on-line form that has been
developed for departments to complete in order to place an employee on payroll. The
completion and submission of the New Hire PAR Form with supporting documentation must
remain in conjunction with deadlines for the payroll schedule. The HR Payroll Staff will enter the
new employee information into PS to finalize the hiring process and forward appropriate
supporting documentation (W-4, supporting Tax Treaty information, etc.) to USM/CPB for
processing.

UMBC Change PAR Process:
Departments will be able to go on-line to make changes to existing employee information. The
department Payroll Preparer will access PS Administer Workforce to make changes to employee
information. Once changes are made, the payroll preparer will print the PS Change PAR Report
which will outline all changes requested. The Payroll Preparer will sign the form, obtain the
Department Head’s signature and forward the Change PAR form to the HR Department (with
supporting documentation) for processing.

Supporting Documentation:
Based on State and Federal mandates, it will still be necessary to submit W-4 forms and forms
required for a Non-Resident Alien, I-9 forms and supporting documents, State of Maryland
Substance Abuse Policy, and Social Security Verification.
In addition, the approved Contract for Contingent I and II employees is required with the
submission of the New Hire PAR and/or Change PAR (for contract renewals).
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UMBC PROPRIETARY AND CONFIDENTIAL

Reporting:
Departments will have the ability to access PS to generate reports with position, payroll and other
job information. Access to employee information will depend upon PS Security authorization.
There will also be certain on-line inquiry access granted to departments to view information for
individual staff. Access will depend upon PS Security authorization.
The following pages outline the business process flow for the New Hire and Change PAR Process.
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UMBC PROPRIETARY AND CONFIDENTIAL
UMBC PAYROLL PROCESS
NEW HIRES
\
1. Department Payroll Preparer completes
appropriate documents to hire an employee
(New Hire PAR, W-4, I-9, etc.).
1. Upon receipt of new hire packet from
department, HR Payroll Staff review
required documents for accuracy and
completeness.
2. Once approval signatures are obtained,
Payroll Preparer forwards completed
packet to HR Payroll Office for
processing.
2. Once review of documents has occurred,
HR Payroll Staff complete bottom gray
section of New Hire PAR form and place
packet in designated bins for data entry.
1. Time Entry opens for departments to enter time
Worked, leave used, and pay adjustment updates
(see the Time & Leave Processing Manual for
business process flow of Time Entry).
1. Data Entry Staff enters new employee
information into PS for placement on the
Personnel Information (PI) file. **
2. PS Payroll processes run to generate
required file to submit UMBC Payroll to
USM Consolidation Site for PI File.
2. Once time entry closes, HR Payroll Staff run
processes to load time to PS Paysheets and
make requested manual adjustments or
corrections to pay not captured in Time Entry
or regular pay calculation.
3. File forwarded from USM to Central
Payroll Bureau (CPB) to create Master File.
1. HR Payroll Staff run final calculation processes
to transmit UMBC Gross Pay (ZT/RK) File to
CPB.
1. UMBC receives net pay file from CPB and
loads into PS.
2. HR Payroll runs appropriate processes to
close out the HR Pay Cycle, and alerts FS
Accounting Staff that they may begin close-out
of the pay cycle (pay distribution, GL, Projects.,
etc.).
2. CPB creates paychecks and loads Pay Run
File to server for retrieval by UMBC OIT Staff.
**In order for new hires to receive a paycheck, payroll information must be on the Payroll Master File (PI). If not, employee
will receive a paycheck on the next cycle. Coordination of effort between HR and hiring department during this process
is critical.
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UMBC PAYROLL PROCESS
EXISTING\ EMPLOYEES
(ADDITIONS, CHANGES, TERMINATIONS)
1. Department Payroll Preparer completes
on-line Change PAR process and report
to make specific payroll action/change
(add a job, change a pay rate, terminate
an employee, etc.).
1. Upon receipt of Change PAR packet from
department, HR Payroll Staff review
required documents for accuracy and
completeness. If there is a problem with
the report or supporting documentation,
HR Payroll Staff will contact the department
for correct information (minor updates) or
return the packet to the department for
correction.
2. Once approval signatures are obtained,
Payroll Preparer forwards Change PAR
Report and supporting documentation to
HR Payroll Office for review and processing.
2. Once review of documents has occurred,
HR Payroll Staff initial and date bottom
of Change PAR report and place the
packet in designated bins for data entry.
1. Time Entry opens for departments to enter time
Worked, leave used, and pay adjustment updates
(see the Time & Leave Processing Manual for
business process flow of Time Entry).
1. Data Entry Staff enters change/update
information into PS for placement on the
Personnel Information (PI) file. **
2. PS Payroll processes run to generate
required file to submit UMBC Payroll to
USM Consolidation Site for PI File.
2. Once time entry closes, HR Payroll Staff run
processes to load time to PS Paysheets and
make requested manual adjustments or
corrections to pay not captured in Time Entry
or regular pay calculation.
3. File forwarded from USM to Central
Payroll Bureau (CPB) to create Master File.
1. HR Payroll Staff run final calculation processes
to transmit UMBC Gross Pay (ZT/RK) File to
CPB.
1. UMBC receives net pay file from CPB and
loads into PS.
2. HR Payroll runs appropriate processes to
close out the HR Pay Cycle, and alerts FS
Accounting Staff that they may begin close-out
of the pay cycle (pay distribution, GL, Projects.,
etc.).
2. CPB creates paychecks and loads Pay Run
File to server for retrieval by UMBC OIT Staff.
**Any changes affecting employee pay must appear on the Payroll Master File (PI). If not, payment based upon updated
employee information will occur in the next pay cycle. Departments must adhere to established payroll deadlines.
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UMBC PROPRIETARY AND CONFIDENTIAL
COMPLETING THE NEW HIRE PAR FORM:
The UMBC Personnel Action Request Form (PAR) will be required to place all individuals on the
University Payroll. The following steps are required for the completion and submission of the UMBC PAR
form. Each field of the PAR Form contains “Help Text” to assist Payroll Preparers with the proper
completion of the form. The “Help” text can be viewed in the bottom left corner of the document screen.
In addition, each field of the PAR Form must be completed for first-time new hires/transfers.
HIRE INFORMATION:
Action (Select one of the following options)
Concurrent Job:
An existing active employee who is hired in a new position.
Hire:
New Employee- Never worked for USM. May also be used to Hire a
current employee into a secondary job at UMBC.
Rehire:
Previously employed at UMBC within the last year (there should be an
established EMPID in PeopleSoft).
.
Reinstatement:
New hire was previously employed at UMBC/USM within the last three
years; an established EMPID should exist in PeopleSoft; only applies to
faculty and staff with Regular appointment at the time of termination/
resignation.
Transfer within USM:
Click if transfer from UMB, UMCP, UMES, UMCES, UMUC, USM, UMBI,
Coppin, Bowie, Towson, U of B, Frostburg, OR Salisbury.
Transfer from other
State Agency:
Click if transferring from any other State of Maryland agency.
One Pay Appointment:
Select if new hire is to receive one lump sum for services rendered.
Reason:
Enter reason for hire.
Effective Date:
Effective Date of concurrent job/new hire/rehire/reinstatement/transfer;
must enter new hire/rehire date.
Employee ID:
If employee is a rehire or a concurrent job is being added, enter PS
EMPID (if known).
Prior UMS/State
Service Date:
Prior Agency Code:
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Enter the employee’s USM/State Service Date. In order to receive
credit for prior service, employee must submit an official letter from the
USM institution or State agency detailing the employee’s hire date, any
breaks in service and leave balances.
Select appropriate agency code from drop-down menu.
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UMBC PROPRIETARY AND CONFIDENTIAL
Supporting Documents:
W-4 (Federal/StateTax Employee Withholding Certificate). Additional
documents are required for Non-Resident aliens (Citizenship Status
Form, Proof of Citizenship; and if exempt from federal taxes, the
representation letter and an 8233).
Social Security Verification; required to establish employee taxation and
official name for payroll purposes.
State of Maryland Substance Abuse Policy Acknowledgement of Receipt
I-9 (Employment Eligibility verification) and Supporting Documents. List
of acceptable documents are identified on the I-9 document. The I-9
must be completed within 3 days from the first day of work in order to
sustain employment agreement.
Retirement Selection Form (Exempt and Faculty only), Retirement
Selection Form must be attached to ensure receipt of first paycheck.
(See Appendix for further information regarding the completion and
processing of these forms, as well as any other required documents)
PERSONAL DATA:
Name:
(First Name/ Middle Name/
Initial and Last Name)
Enter the Employee’s legal first name, middle name/initial and last
the name from the employee’s Social Security Card. Do not use
punctuation.
Suffix:
As necessary, select the employee’s appropriate suffix (e.g., Jr., Sr., II or
III).
Home Address:
Enter the employee’s home address including the number, street name,
and any supplemental information (e.g., apartment number, PO Box,
etc.). Do not use punctuation.
County:
Select Maryland country from drop-down menu.
City
Enter the name of the city where the employee lives (e.g., Baltimore,
Ellicott, Randallstown, etc.). Do not use punctuation.
Postal (Zip)
Enter the zip code from where the employee lives (e.g., 21250, 21229).
State
Enter the 2 character postal abbreviation of where the employees lives
(e.g., MD, VA, DC, WV).
Campus Phone Number
Enter the employee’s campus phone number (e.g., 410-455-0000); if not
available at time of appointment, enter department main number..
Home Phone Number
Enter the employee’s home number (e.g., 410-111-2222). HR uses the
home phone number to contact the employee for verification of
information only. This number will not be published.
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UMBC PROPRIETARY AND CONFIDENTIAL
Gender
Select gender value from drop-down menu.
Highest Education Level:
Select highest education level completed from the drop-down menu.
Martial Status
Select the applicable employee martial status (e.g., Married, Single) from
the drop down box. This does not relate to marital status information for
taxation purposes.
Military Status:
Select applicable military status from drop-down menu.
US Citizen
Select one option (e.g., Yes or No) from the drop down box.
Date of Birth
Enter the employee’s date of birth in M/d/yyyy date format (e.g.,
01/01/0000).
Birth Country
Enter country of birth (USA, China, etc.).
Social Security Number
Enter the employee’s 9-digit Social Security Number (SSN). If the
employee is on a visa and has not been issued a permanent SSN, enter
temporary SSN, and attach the affidavit of Compliance with the
employee’s receipt from Social Security Administration as proof of
application.
Ethnic Group
American Indian//Alaskan Nature
Asian/Pacific Islander
Black
Hispanic
White
Visa Type
Select appropriate visa type from drop-down menu. Supporting
documentation must be attached.
JOB DATA:
Position Number
Enter 8-digit position number.
Department ID
Enter 5-digit PS department number.
Department Name
Enter department name.
Job Code/Title
Enter PS jobcode and payroll title assigned to the position.
Standard Hours/FTE
Enter weekly hours and percentage of time for position (40 hrs/100%; 20
hours/.50%, etc.).
Appt. End Date
Enter end date of contract/appointment.
Employee Class:
Select appropriate employee class from drop-down menu; must
correspond with position status (see employee class descriptions on
instruction sheet).
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UMBC PROPRIETARY AND CONFIDENTIAL
Payment Method
Select method of payment from drop-down menu.
Bi-weekly/Hourly Rate
Enter bi-weekly (for salaried employees) or hourly (for Contingent I,
Student employees) rate of pay.
Annual Salary:
Enter annual rate of pay for salaried employee (Regular or Contingent II
Exempt/Non- Exempt Staff, Faculty, Graduate Assistant employees).
EMERGENCY CONTACT INFORMATION:
Name
Relationship
Provide first and last name of person to contact in case of emergency.
Contact’s relationship to employee (mother, father, aunt, etc.).
Address
Enter address of emergency contact. If same as employee, check box.
Phone
Provide telephone/cellular phone number of emergency contact. If same
as employee, check box.
Comments
This section provided for additional notes/comments to alert data entry or
payroll staff to special circumstances for newly hired employee.
APPROVALS SECTION:
Completed By:
Name
Enter the name of the department representative who prepared the form.
Signature
Signature of the person who completed the form.
Date
Enter the date the form was completed. Use date format M/D/YYYY
(e.g., 01/00/0000).
Phone Number
For contact information, please enter the phone number of the person
completing this form.
E-Mail Address
Enter the E-Mail address of the person completing the form.
Signature Authority:
Name
After reviewing the form for accuracy and completeness, the person with
direct Signature Authority for this Department should print his/her name.
There may be a need for multiple department representatives to review
and approve the document based upon the particular practice of the
department. Follow the procedures established for your
department/division.
Signature
Signature of approving authority.
Date
Enter the date the form was completed. Use date format M/D/YYYY
(e.g., 01/00/0000).
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UMBC PROPRIETARY AND CONFIDENTIAL
Phone Number
For contact information, please enter the phone number of the
department representative having signature authority.
E-Mail Address
Enter the E-Mail address for the department representative having
signature authority.
Once all the appropriate signatures have been obtained, attach the UMBC New Hire PAR form to
supporting documentation and forward to the HR Payroll Office for review and processing. A sample of
the New Hire PAR Form is provided on the next page.
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UMBC PROPRIETARY AND CONFIDENTIAL
University of Maryland Baltimore County
1000 Hilltop Circle
Baltimore, MD 21250
Instructions: Please complete this form and attach all supporting
Documents. Forward to Human Resources – Payroll. HELP TEXT APPEAT
APPEARS IN THE BOTTOM LEFT CORNER OF THE SCREEN
1 Action
Select 1 Option
2 Reason
3 Supporting Documents
4 Effective Date
5 Employee ID (If Known)
6 Prior USM/State Service
Date
7 Prior Agency Code
(USM Transfer only)
Select 1 Option
W-4
PERSONAL DATA
8 First Name
Substance Abuse
Retirement Selection Form
Social Security Verification
Non-resident Alien/
Required Docs On File
Permanent Resident
9 Middle
Name/Initial
10 Last Name
12 Home Address
24 Date of
Birth
11 Suffix
Select 1 Option
13 County of Residence
Select 1 Option Other:
14 City
15 Postal (Zip)
19 Gender
Select 1 Option
I-9 & Supporting Documents
16 State
20 Highest Education Level
Select 1 Option
25 Birth
Country
26 Social Security
#
17 Campus Phone Number
21 Marital Status
Select 1 Option
22 Military Status
Select 1 Option
27 Ethnic Group
Select 1 Option
30 Department
ID
31 Department Name
32 Job Code/Title
/
29a
30a
31a
32a
29b
30b
31b
32b
36 Payment Method
Select 1 Option
EMERGENCY CONTACT INFORMATION
40 Name
41 Relationship
42 Address
Employee
23 US Citizen
Yes
No
28 Visa Type
Select 1 Option
JOB DATA
29 Position
Number
35 Employee Class
Select 1 Option
18 Home Phone Number
33 Standard HRS /
FTE
/
33a
34 Appt End
Date
33b
34b
38 Bi-weekly/Hourly
Rate
Same Address as
43 Phone
Employee
39 Annual Salary
Same Phone as
Omments:
THE APPROVALS SECTION MUST BE COMPLETED
COMPLETED BY
Name (Please Type or Print)
Signature
Date
Phone Number
E-mail Address
SIGNATURE AUTHORITY
Name (Please type or Print)
Date
Phone Number
E-mail Address
Signature
HR APPROVAL/VERFICATION (HR USE )
Pay Group
FICA Status
Pay Frequency
Data Entry Initials
Employee ID /Rcd
Date
34a
Comments
Retirement System
ORP - TIAA
Eligible
Not Eligible
ORP - Fidelity
Employee’s Pension
LEOPS
2%
Transfers
Employee’s
Employee’s
Only
Retirement 6%
2/12/2016 Retirement 5%
12
ORP - Valic
Teachers Pension 2%
Employee’s
Teacher’s
Teacher’s
Retirement 7%UMBCRetirement
5% AND CONFIDENTIAL
Retirement 7%
PROPRIETARY
COMPLETING THE CHANGE PAR FORM/REPORT:
Direct on-line access to PS will be provided to departmental Payroll Preparers to update personnel/
payroll information for existing employees. The actions provided on the Change PAR panels are those
which most frequently occur as part of the payroll process. The following process outlines instructions for
the completion of the Change PAR Form and generating the appropriate report to the HR Payroll Office to
update the employee’s Job Data in PS.
Navigation: Home > Administer Workforce > Administer Workforce (GBL) > Use > UMBC PAR
Changes
To access information for an existing employee in a department, one of the fields outlined in the screen
shot must be entered.
Emp ID:
Enter the Employee Identification Number assigned to the staff member. Once
the EmpID is provided, PS will display the Change PAR panels and update of
the employee information can commence.
Empl Rcd Nbr:
If the employee holds more than one job with the University, enter the Employee
Record Number which applies to the specific department where the change must
occur.
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UMBC PROPRIETARY AND CONFIDENTIAL
Name:
In instances where the Emp ID is unknown, enter the employee’s name as it
appears in PS. Click the Search key. PS will display the Change PAR panels
and data entry can begin.
Last Name:
If the full name of the employee is unknown, simply enter the individual’s last
name. In instances where the spelling is uncertain, enter the first two letters
of the individual’s name and click the Search key. PS will display all variations of
letters entered. Click the Search key for the desired employee name and
empl record and PS will display the Change PAR panels for data entry.
Personnel Status:
When none of the above information is known, click on the translate arrow and
select the status of “Employee” and PS will display all individuals currently
employed within the department (based on PS Security set-up). Click the Search
key once the name of the employee is located and PS will display the Change
PAR panels. Data entry can begin.
Once the Search has been completed, the Change PAR panels will appear. The personnel/payroll
information for the employee selected will appear at the top of the panel. The following panels will be
displayed for update of employee information:
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UMBC PROPRIETARY AND CONFIDENTIAL
A Change PAR panel is provided for each of the changes listed above. To begin data entry, click the
yellow “+” symbol to add a row.
Change Date:
Enter the date the change is to take effect. This is a required field.
If no new date is entered, the date will default to the current date.
Sequence #:
If multiple actions have the same effective date, enter the sequence
or order you wish the actions to take place (i.e., 0, 1, 2, etc.)
PAR Change:
Click the translate arrow to display the PAR Change you wish to make.
The PAR Changes listed are among the most common utilized to update
employee personnel/payroll information. The changes are:
-
Change in Compensation
Change in Department
Change in Employee Class
Change in Retirement Plan
Change in Standard Hours
Change in Visa status
Change in Pay Group
Name Change
New Contract
SSN Change
New Action/Reason
Termination
Depending upon the PAR Change selected, complete the panels as follows:
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UMBC PROPRIETARY AND CONFIDENTIAL
Change in Compensation:
Click on the Comp. Rate Panel (either click on yellow directional arrow
at the top to expand the panel views,; or click on the hyperlink displayed
at the bottom of the screen to access the panel)
Employee Type:
Enter the pay type of the employee: hourly or salaried (other two items
are PS delivered).
Comp Rate:
Enter the new salary or hourly rate for the employee.
Payment:
Enter whether the compensation is for annual, hourly, or biweekly (if annual is not provided).
Click the “Save” button.
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UMBC PROPRIETARY AND CONFIDENTIAL
Change in Department:
This action is generally accompanied by a Position Action Request.
Contact the HR Classification/Compensation Office if request is not
accompanied by appropriate approvals.
Department:
Enter the new Department Number. In instances where the Department
Number is not known, click the look-up (magnifying glass) to conduct a
Search for the appropriate department.
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Click on the appropriate Department. PS will automatically update the
Department field.
Click the “Save” button.
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UMBC PROPRIETARY AND CONFIDENTIAL
Change in Empl Class:
Employee Classification:
2/12/2016
Note that this action is generally made in conjunction with a
Position Action Request. Contact HR Classification/Compensation if
change in empl class is not accompanied by the appropriate
Classification Action Form.
Enter the new employee class. In instances where the employee class is
Not known, click on the “look-up” glass to obtain the appropriate value.
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UMBC PROPRIETARY AND CONFIDENTIAL
Click on the desired value and PS will automatically update the Employee
Classification Field on the panel.
Click the “Save” button.
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UMBC PROPRIETARY AND CONFIDENTIAL
Change in Retirement Plan: Click on the “Retirement” panel at the top of the page, or click the
hyperlink at the bottom.
Plan Type:
Enter the new retirement plan the employee has selected. If plan is
Unknown, click on the “looking glass” to conduct a search for the
Plan types. Available values are Employer Only (for ORP plans) and
Pension Plan US 1 (for MSRA plans). This panel will only be updated for
Exempt Staff and Faculty based on their eligibility to switch from the
MSRP to an ORP (if employee switches from MSRP to an ORP, they must
remain in the ORP); or between ORP plans.
Benefit Plan:
Enter the new retirement plan the employee has selected. Please note
that a Retirement Selection Form must accompany the Change PAR
Report when submitted to the HR Payroll Office. If the employee is
Switching from the MSRP to an ORP, an “Election Not to Participate
In the MSRP” must be submitted to the HR Benefits Unit.
Click “Save” button.
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Change in Std Hours:
Click on the “Std Hours” panel at the top of the page, or the hyperlink
at the bottom.
Standard Hours:
Enter the new Standard Hours for the employee. For example, if
Standard hours is changing from 40 to 20, enter the new value of 20.
Click “Save” button.
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UMBC PROPRIETARY AND CONFIDENTIAL
Change in Visa:
Select the “Visa” panel at the top of the page or click on the hyperlink
at the bottom of the page to begin data entry.
Country:
Enter the country of USA (country approving Visa).
Visa/Permit Type:
Enter the visa type of F1, J1, etc.
Click “Save” button.
*Please note that any Visa Status Changes/Updates must be accompanied by the appropriate supporting
documentation (I-94 card, I-20, IAP-66, etc.)
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Change of Paygroup:
Select the “Paygroup” panel at the top, or click on the hyperlink at the
bottom of the page.
Pay Group:
Enter the new paygroup (Hourly, Salaried or Contract Pay)
Compensation Rate:
Enter the new compensation rate based on new pay group.
Payment:
Enter payment type associated with the paygroup (i.e., 22 pay, Annual,
Hourly, or Bi-Weekly)
Click “Save” button.
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UMBC PROPRIETARY AND CONFIDENTIAL
Name Change:
Click on “Name” panel at the top or the hyperlink at the bottom of the
page.
First Name:
Enter employee’s new first name. If first name is not changing, enter
current name as it appears in PS.
Middle Name:
Enter employee’s new middle name or initial. If middle name/initial
Is not changing, enter current name as it appears in PS.
Last Name:
Enter employee’s new last name. If last name is not changing, enter
current name as it appears in PS.
Click “Save” to store change(s).
*For all name changes, employee must submit updated W-4 form, updated Social Security Card, and
legal documentation authorizing name change. In instances where a data entry error occurred (either in
HR Payroll or USM/CPB) documentation is not required to correct employee name.
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UMBC PROPRIETARY AND CONFIDENTIAL
New Contract:
Click on the “Contract” panel at the top of the page, or the hyperlink
at the bottom. This panel applies to 9 month Faculty and Graduate
Assistants (22 equal pays), Contingent II employees, and Contingent I
Employees (If and When Needed and Temporary Staff).
Start Date:
Enter start date of new contract for employee.
End Date:
Enter end date of the new contract.
Employee Type:
Enter whether new contract is for Hourly or Salaried employee.
Comp Rate:
Enter compensation rate for new contract.
Click “Save” to store changes.
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SSN Changes:
Click the “SSN” panel at the top, or the hyperlink at the bottom of the page
to begin data entry.
Social Security #:
Enter the new or corrected SSN for the employee. Please note that
SSN changes must be accompanied by a new Social Security Card.
Click “Save” to store change.
Proceed to the next section for instructions on printing PAR Changes.
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UMBC PROPRIETARY AND CONFIDENTIAL
New Action/Reason Changes:
Click the “New Action/Reason” panel at the top, or the hyperlink
at the bottom of the page to begin data entry. A table outlining
the new action/reasons that apply to UMBC employees follows
panel instructions.
Action:
Click on the drop-down to select the appropriate action. Actions pertaining to UMBC
employees are outlined on the following chart.
Reason:
Click on the “looking glass” to select reason that corresponds to the elected action.
Job Code:
Enter the employee’s 5 or 6 digit job code; if job code is changing as a result of the
action selected, click on “looking glass” to obtain appropriate job code.
Position Number: Enter the position number associated with the selected action (if applicable).
HR Account Code: Enter HR Account that will be charged for the funding of the position.
Comp Rate:
2/12/2016
Enter the new compensation rate (if applicable).
28
UMBC PROPRIETARY AND CONFIDENTIAL
ACTION/REASON TABLE, APPLICABLE TO UMBC EMPLOYEES, ON THE FOLLOWING PAGES:
DEFINITION
Employee hired into an additional
position outside of home
department
Non-Exempt employee has
completed 6 month probation
period
Employee has had a data change
(i.e., contractual conversion,
extension of temporary
REASON
ACTION
Add’l Job
LONG DESCRIPTION
Additional Job
Comp
Prob
Completion of Probation
Data Chg
Data Change
Demotion
Demotion
Employee demoted to lower level
FAC Lack of terminal Degree
STF Lack of Certification/License
USP Unsatisfactory Performance
LOA
Leave of Absence
Employee granted leave of
absence
APR
DIS
EDU
FML
HEA
MAT
MIL
PER
RES
SPC
UNA
USU
Layoff
Layoff
Employee Laid Off
RED Staff Reduction
SEA Seasonal Closure
TMP Temporary Closure
2/12/2016
29
ADL
PRC
CON
EXT
FIC
PER
PJC
PRE
STC
TEM
Contractual Conversion
Extension of Temporary Appt.
FICA Tax Change
Temporary to Permanent Appt
Primary Job Change
PrePay Deduction
Status Change
Permanent to Temporary Appt
Approved Leave Without Pay
Disciplinary Suspension
Education
Family and Medical Leave Act
Health Reasons
Maternity/Paternity
Military Service
Personal
Research
Suspension Unpaid
Unauthorized Absence-Unpaid
Suspension Pending Chrgs-Unpd
UMBC PROPRIETARY AND CONFIDENTIAL
Pay Rt Chg
Pay Rate Change
Change in Employee Pay Rate
ADJ Adjustment
ATB Across-The-Board
COL Cost-of Living Adjustment
EQU Equity
LYP Leap Year Pay Rate Change
MER Merit
Posn Chg
Position Change
Change in the title and/or status
of an employee’s position
SI1
Salary Increase(By Step)
SI2
Salary Increase(By Percent)
SI3
Salary Increase(By Amount)
INA Position Inactivated
JRC Job Re-Classification
NE
W
New Position
REO Re-Organization/Restructure
STA Position Status Change
TTL Title Change
UPD Position Data Update
XFR Transfer
Probation
Probation Status
Places employee on probation at
beginning of employment
EX
Extended
T
PR
B
Original Probation
PSC Status Change
Transfer
2/12/2016
Transfer
Transfer from BOR School
Transfer to Department on
Campus
Supervisor Level Advance
30
BOR Transfer from BOR School
CDT Transfer to dept on Campus
SLA Supervisor Level Advance
UMBC PROPRIETARY AND CONFIDENTIAL
Terminations:
Once the action of Termination is selected, click the panel to begin data entry.
Action:
The action of Termination will default from the Selection menu.
Reason Code:
Click on the “looking glass” to select the appropriate reason for the termination.
Reasons which apply to UMBC employees are outlined in the table following
Section.
Compensation:
Enter the employee’s compensation at the time of termination.
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UMBC PROPRIETARY AND CONFIDENTIAL
REASONS FOR TERMINATION OF UMBC EMPLOYEE:
Termination
Termination
Employee termination/
resignation from University
service
ATT
Attendance
COM Commuting Problems
CRC
Criminal Conviction
DEA Death
EFT
End of Fixed-Term Contract
ELI
Elimination of Position
ERT
Early Retirement
FAM Family Reasons
GMI
Gross Misconduct
GRD Graduation (Student/GA)
HEA Health Reasons
INS
Insubordination
JOB
Job Abandonment
LVE
Failure to Return from Leave
MIL
Military Service
OPP
More Opportunities
OTP
Resignation-Other Position
PAY
Dissatisfied with Pay
PER
Personal Reasons
RED
Staff Reduction
REJ
Rejection On Probation
REL
Relocation
RES
Resignation
RET
Return to School
RJC
Rejection on Probation
RTR
Retirement
TMP End Temporary Employment
UNS
Unsatisfactory Performance
VIO
Violation of Rules
WOR Dissatisfied w/Work Conditions
Proceed to the next section for instructions on printing PAR Changes.
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UMBC PROPRIETARY AND CONFIDENTIAL
PRINTING PAR CHANGES:
The previous section outlined the different types of changes that can be made to employee personnel/
payroll information utilizing the Change PAR pages. This section outlines instructions for printing the
Change PAR form(s) that will be submitted to the HR Payroll Office for the update of PS.
Navigation:
Home > Administer Workforce > Administer Workforce (GBL) > Report >
UMBC Change PAR Report
After following the appropriate navigation, the above-cited page in PS will appear.
Run Control ID:
2/12/2016
A Run Control ID will be created for your use, or a run control can be
created specific to the using department.
33
UMBC PROPRIETARY AND CONFIDENTIAL
Once Run Control ID has been entered the Change PAR Report page will appear for processing.
Language:
Enter the language required for the report. English will be the default.
PAR Selector:
Enter whether the report should be based on:
Department: if changes were made for numerous employees in a
single department and all changes have the SAME effective date,
select this option. Reports will print by Empl ID.
EmpID: choose this option if change(s) were made to only one
employee in the department.
As of Date:
Enter effective date of change (from original Change PAR update screen).
EmpID:
If PAR Selector for EmpID was selected, enter EmpID. If EmpID is
Not known, follow “look-up” instructions from previous pages.
Department:
If PAR Selector for Department was chosen, enter Department #. Follow
“look-up” instructions from previous pages.
Once fields are completed, click on the yellow “RUN” button to initiate
Compilation of the Change PAR Report.
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UMBC PROPRIETARY AND CONFIDENTIAL
Before the report is compiled the following PS Report page will appear:
This page is displayed to notify the user of the server the report will be sent to in the Process Scheduler.
Since this is a custom UMBC Report, the server information will default. Simply click on the “OK” button
to begin compilation of the report. Upon clicking the “OK” button, PS will return to the Change PAR
Report page.
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UMBC PROPRIETARY AND CONFIDENTIAL
PRINTING THE CHANGE PAR REPORT:
To view the results of the report, click on the Report Manager hyperlink.
The “Status” column of the Report Manager Report List should display “Posted.” This lets the user know
that the report has been compiled and is ready for viewing.*
Simply click on the “View” link and PS will take the user into the Adobe screens to view the Change PAR
Report. The top half of the page will display all current employee information. The bottom half of the
report will outline all the changes made to the employee’s personnel/payroll information via the Change
PAR pages.
1.
The Payroll Preparer will print the report(s), review the change(s) and sign.
2.
The report is forwarded (with applicable back-up documentation) to the individual with signature
authority for the department.
3.
The report is signed by the department official and then forwarded to the HR Department wiith
attached documentation) for review and update of PS. If change involves the update to
position data, a copy of the Change PAR Report goes to the HR Classification/Compensation
Unit.
*See sample of completed Change PAR Report on the following page.
2/12/2016
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UMBC PROPRIETARY AND CONFIDENTIAL
SUPPORTING DOCUMENTATION:
W-4 Form:
All new employees must complete a W-4 form. The form must be completed in black (or dark blue) ink.
All information must be printed (except the signature). Faxed or Xeroxed copies of W-4 forms, signed
and initialed by someone are not acceptable. In addition, there cannot be any corrections, strike-outs, or
white-out on the W-4 form. Failure to correctly complete a W-4 form will result in the delay placing the
employee on the University payroll, thus creating a delay in the receipt of a paycheck. Sample W-4 form
is attached as an addendum to this document.
Individuals who do not have a Social Security Number must complete and submit an Affadavit of
Compliance in order to be placed on payroll.
W-4 for a Non-Resident Alien:
There are countries that have tax treaties with the United States. These treaties entitle the non-resident
alien to be exempt from paying Federal taxes. The W-4 must be completed as follows:

The employee must pay State taxes.

A non-resident alien may only claim 0 or I exemption on line 5 for State taxes.

If the individual is totally or partially exempt from Federal taxes, please write, 1 or 0 on line 5
for Federal taxes.

On line 6, include additional withholding of $15.30 for all non-resident aliens who claim 1". (The
additional withholding is necessary to prevent under-withholding. The tax tables in the payroll
system include the standard deduction which is appropriate for citizens and resident aliens who
file a 1040, but non-resident aliens are not allowed to use standard deduction. The $15.30 will be
taken if there is any income in excess of the tax treaty provision.)
FORMS REQUIRED FOR NON-RESIDENT/RESIDENT ALIENS
CITIZENSHIP STATUS
FORMS
When Filed
W-4 Can Be
Completed:
Resident Alien for tax
Purposes
W-4
CSF
W-9
Every Calendar
Year Originals
Sent To Payroll
As a United States
Citizen
NRA for tax
purposes, no Tax
Treaty applies:
Researcher, Teacher,
Student, Grad Assist
W-4
CSF
Every Calendar
Year Originals
Sent To Payroll
Must file single
Federal is 0 or 1 &
$15.30.
State is 0 or 1.
Can not use line 7
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UMBC PROPRIETARY AND CONFIDENTIAL
NRA for tax
purposes, Tax Treaty
applies:
Researcher, Teacher,
Student, Grad Assist
FYI:
W-4
CSF
8233 (Oct,
1996)
Rep. Letter
Every Calendar
Year Originals
Sent To Payroll
Must file single
Federal is 0 or 1 &
$15.30.
State is 0 or 1.
Can not use line 7
NONRESIDENT ALIENS WITH A TEMPORARY SOCIAL SECURITY NUMBER CAN NOT USE
A TAX TREATY.
TAX TREATY FORMS MUST BE FILED CORRECTLY BY NOVEMBER 26 OF THE CURRENT
CALENDAR YEAR TO BE EXEMPT FROM FEDERAL TAXES ON JANUARY 1 OF THE NEW
YEAR
Key:
NRA=
W4=
CSF=
2/12/2016
Nonresident Alien
Employee withholding allowance certificate
Citizenship status form
38
UMBC PROPRIETARY AND CONFIDENTIAL
I-9 Form:
All new employees must complete and submit an I-9 form in order to be placed on the University payroll.
This form verifies the employee’s eligibility to work in the United States (in accordance with the US
Department of Justice Immigration and Naturalization Service). This form must be completed by the third
(3rd) day of employment. A sample of this form and instructions for completion are attached as an
addendum to this document.
Substance Abuse Policy and Acknowledgement of Receipt Form:
This receipt is required in accordance with the Governor’s Executive Order 01.01.1991.16 all employees
are required to read the policy and sign and submit the Acknowledgement of Receipt form stating that
they are aware of the State/University policy regarding substance and alcohol abuse. A sample of this
form is attached as an addendum to this document.
Social Security Card Verification:
A copy of the employee’s social security card depicting official name to be used on UMBC payroll for the
purpose of ensuring appropriate taxation (or exemption to taxation) of employee.
Retirement Selection Plan Form:
This form is required for Regular Exempt and Faculty employees for the selection of a retirement plan.
This form does not take the place of the actual retirement application. However, it serves to expedite the
processing of employee payroll (where a plan selection must be designated).
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UMBC PROPRIETARY AND CONFIDENTIAL
COMPLETION OF PAYROLL ADJUSTMENT FORM:
This form is to be used to submit payment adjustments for specific types of earnings that require
authorization and/or verification by the HR Payroll Staff.
Employee Name:
Enter employee first and last name as it appears in the PS System.
EMPID/Record:
Provide the PS Employee Identification Number and Job Record for which the payroll
adjustment will be made.
Department ID/:
Name
Enter 5-digit PS Department number and name.
Bi-Weekly Salary: Provide employee’s bi-weekly salary.
Pay Period:
Enter pay period in which the payroll adjustment will occur (e.g., PR-10).
Service Dates:
Enter date service(s) were rendered and payment/adjustment is owed.
Payroll Contact:
Provide name of individual completing the form.
Contact Phone:
Telephone number of contact person completing the form.
Tax Period:
Segmentation:
Number of pay periods for taxation (regular b/w salary + adjustment = total;
divide total into b/w salary to obtain number of pay periods for
tax segmentation). HR Payroll Office will verify number of pay periods for
segmentation.
Update remaining check boxes, hours, amounts, etc. where appropriate. Explanations for each earnings
code are provided. A sample of the Payroll Adjustment Form is provided on the following page.
2/12/2016
40
UMBC PROPRIETARY AND CONFIDENTIAL
Payroll Adjustment Form
University of Maryland, Baltimore County
This form should be used to submit payment adjustments for specific types of earnings that
require authorization and/or verification by HR- Payroll.
Employee Name
Empl ID/Record #
Department
ID/Name
Bi-weekly Salary
Tax Period
Segmentation
Pay Period
Service Dates
Payroll Contact
/
Contact Phone
Adjustments to Pay
Check
Type of Pay
Description
Regular Pay
Adjustment
Regular Position adjustment (retro
increase, new hire, contract payout
for retirement eligible earnings)
Employee is terminating or changing
status
Employee on work related injury for
less than 6 months
Employee on work related injury for
greater than 6 months
Additional pay (Benefit eligible
position) ex. Faculty Special Pay
Final Leave
Payout
Accident Pay
Accident Pay
Additional Pay
Check
Type of Pay
Description
Prior Pay Period
Adjustments
Adjustment to
Regular Pay
New hire/Pay not entered in Time
Entry (Hrly or contingent employee)
Positive Adjustment to Pay (nonbenefit eligible position) ex. Summer,
winter, flat pay
Earnings
Code
RAJ
Amount
Hours
LV1
ACC
ACE
ADL
Earnings
Code
REG *
Amount
ADJ *
Description:
Department
Preparer: _______________________________
Print
___________________________
Sign
______
Date
Department
Approver: _______________________________
Print
___________________________
Sign
______
Date
* These actions should be done in Time Entry unless Pay Segmentation is required. Refer to Pay
Segmentation Practice for details.
2/12/2016
41
UMBC PROPRIETARY AND CONFIDENTIAL
ADDENDUM 1:
-
2/12/2016
New Hire PAR Instructions
W-4 Form
I-9 Form
Substance Abuse Acknowledgement of Receipt Form
Retirement Selection Form (for Exempt and Faculty Only)
42
UMBC PROPRIETARY AND CONFIDENTIAL
Payroll Service Center
New Hire Payroll Action Request Instructions
Introduction
Complete the Personnel Action Request Form for the addition of Concurrent Jobs, New Hires, Rehires, and
Transfers. Use the chart to determine the required fields, appropriate actions/reason codes, and required documents
to submit.
The forms will be reviewed based on the guidelines below. If these requirements are not satisfied, payroll processing
could be delayed.
2.0 Action/Reason Table
2.1 Description: Hire
Hire a new employee that is not currently employed by
UMBC, USM or another State Agency
Hire, Additional Job

ADD
Reason Codes
INI
Initial Employment

XST
Other State Agency
Transfer from USM

XUM
Fields 1-4 and 8-42 must be complete for all new
hires. (Fields 6, 7 must be completed for USM and
State transfers)

New Hire PAR

W4

Completed I-9 with supporting documents

Social Security Number Verification

State of Maryland Substance Abuse Policy

See Additional Documentation Requirements
Section requirements based on employee
category
Fields to Complete
Required Documents
2.2 Description: Hire, One Pay Appointment
Hire a new employee who is to receive one lump
payment only

ONP One Pay Appointment
Reason Code
Fields to Complete
Fields 1-4, 8-16, 19, 23-28, and 29-36 must be
completed for all one pay appointments.




Required Documents
2/12/2016

43
New Hire PAR
W4
Completed I-9 with supporting documents
Social Security Number Verification
UMBC PROPRIETARY AND CONFIDENTIAL
2.3 Description: Concurrent Job
An existing active employee gets hired in a new
position regardless of the department

ADD – Hire, Additional Job

Action (1)

Reason (2)

Supporting Documentation (3)

Effective Date (4)

Empl ID -if known (5)

First Name (8)

Middle Name/Initial (9)

Last Name (10)

Position Number (29)
o Department ID (30)
o Department Name (31)
o Job Code/Title (32)
o Std Hours/FTE (33)

Appointment End Date (34)

Employee Class (35)

Payment Method (36)

Bi-weekly/Hourly Rate (37)

Annual Salary (38)

See Additional Documentation Requirements
Section for requirements based on employee
category
Reason Codes
Fields to Complete
Fields to Complete (continued)
Required Documents
2.4 Description: Rehire
Employee is returning to UMBC, previously terminated in
PeopleSoft
Rehire

REH
Reason Codes
Required Documents
2/12/2016
44

REI






New Hire PAR
W4
Completed I-9 with supporting documents
Social Security Number Verification
State of Maryland Substance Abuse Policy
See Additional Documentation Requirements
Section for requirements based on employee
category
Reinstatement
UMBC PROPRIETARY AND CONFIDENTIAL
3.0 Additional Documentation Requirements by Employee Type
In addition to the required documentation listed above for each Action/Reason, there are specific documents required
for new employees based on their category of employee. It is imperative that these documents be submitted to
payroll by the scheduled deadline. Failure to submit all the required paperwork may result in delayed payment.
Employee Category
Contingent I
Additional Documents Required

Copy of Contingent I Requisition and
Agreement
Graduate Assistant








Non-Exempt
Part-time Faculty



Student


Contingent II
Exempt
Faculty
Copy of Personnel Requisition Form
Original Contract
Copy of Personnel Requisition Form
Retirement Plan Selection Form
Copy of Approved Appointment Letter
Retirement Plan Selection Form
Faculty Supplemental Form
Graduate Assistant Acceptance Letter
(signed by the student & Graduate School)
Student FICA Exemption Form
Copy of Personnel Requisition Form
Copy of Part-time Supplemental Faculty
Appointment
Faculty Supplemental Form
Student FICA Exemption Form
4.0 Guideline for Coding Employee Classification (Box 35)
Employee Class
Determined by
Description
Exempt, Contingent I
Title, requisition and Contingent I
agreement
Exempt, Contingent II
Title, requisition and contract
Exempt, Regular
Title, personnel requisition and
benefit forms
Faculty NonTenure Continuing
Contract
Faculty, Not Tenured Not on Track
Title code
An exempt employee that is on
an if and when needed or
temporary contract
Any exempt employee on a
contractual basis. These
employees may be eligible for
leave benefits (refer to
departmental guidelines for
leave eligibility).
Any exempt employee that is
hired on a regular position and
is benefit eligible (health,
retirement, etc.)
Only faculty Librarians
Faculty, Not Tenured on Track
Appointment Letter, Faculty Data
Form
Faculty, Tenured
Appointment Letter, Faculty Data
Form
2/12/2016
Appointment Letter, Faculty Data
Form
45
Faculty members who are on a
contract for a specified period
of time and are not seeking
tenure
Permanent faculty members
who are working towards
becoming tenured.
Permanent faculty granted
tenure.
UMBC PROPRIETARY AND CONFIDENTIAL
Faculty, Contractual
Appointment Letter, Faculty Data
Form
Graduate Assistant, Bi-weekly
Title code
Non-exempt, Contingent I
Title code (begins with 02 through
15) and Contingent I agreement
Non-exempt, Contingent II
Title code (begins with 02 through
15) and contract
Non-exempt, Regular
Title code (begins with 02 through
15)
2/12/2016
46
All non-benefit eligible,
primarily part-time faculty or
visiting faculty that are not on a
regular line
All graduate research/teaching
assistants
An non-exempt employee that
is on an if and when needed or
temporary contract
Any non-exempt employee on
a contractual basis. These
employees may be eligible for
leave benefits (refer to
departmental guidelines for
leave eligibility).
Any non-exempt employee
that is hired on a regular
position and is benefit eligible
(health, retirement, etc.)
UMBC PROPRIETARY AND CONFIDENTIAL
2/12/2016
47
UMBC PROPRIETARY AND CONFIDENTIAL
2/12/2016
48
UMBC PROPRIETARY AND CONFIDENTIAL
2/12/2016
49
UMBC PROPRIETARY AND CONFIDENTIAL
ADDENDUM 2:
CHECKLIST FOR APPOINTMENTS
Non-Exempt New Hire Checklist

UMBC Personnel Action Request Form (Hire, Hire/Concurrent Job, Hire/One Pay Appointment
Rehire, Reinstatement, and Transfer)

Copy of Approved Personnel Requisition form

W -4 (and supporting documents if employee is non-resident alien)

Completed I-9 and Copies of Supporting Documents

Social Security Number Verification

Signed Substance Abuse Acknowledgement of Receipt form
Exempt New Hire Checklist

UMBC Personnel Action Request Form (Hire, Hire/Concurrent Job, Hire/One Pay Appointment
Rehire, Reinstatement, and Transfer)

Copy of Approved Personnel Requisition form

W -4 (and supporting documents if employee is non-resident alien)

Completed I-9 and Copies of Supporting Documents

Social Security Number Verification

Signed Substance Abuse Acknowledgement of Receipt form

Retirement Plan Selection Form
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UMBC PROPRIETARY AND CONFIDENTIAL
Faculty New Hire Checklist

UMBC Personnel Action Request Form (Hire, Hire/Concurrent Job, Hire/One Pay Appointment
Rehire, Reinstatement, and Transfer)

Copy of Approved Faculty Appointment Letter

Faculty Supplemental Form (completed by Office of the Provost for all Regular Faculty)

W -4 (and supporting documents if employee is non-resident alien)

Completed I-9 and Copies of Supporting Documents

Social Security Number Verification

Signed Substance Abuse Acknowledgement of Receipt form

Retirement Plan Selection Form
Part-time Faculty New Hire Checklist

UMBC Personnel Action Request Form (Hire, Hire/Concurrent Job, Hire/One Pay Appointment
Rehire, Reinstatement, and Transfer)

Copy of Approved Faculty Appointment Letter

Faculty Supplemental Form (completed by hiring department for non-regular faculty)

W -4 (and supporting documents if employee is non-resident alien)

Completed I-9 and Copies of Supporting Documents

Social Security Number Verification

Signed Substance Abuse Acknowledgement of Receipt form
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51
UMBC PROPRIETARY AND CONFIDENTIAL
Contingent II (Contractual) New Hire Checklist

UMBC Personnel Action Request Form (Hire, Hire/Concurrent Job, Hire/One Pay Appointment
Rehire, Reinstatement, and Transfer)

Copy of Approved Personnel Requisition form

Copy of Personal Services Contract

W -4 (and supporting documents if employee is non-resident alien)

Completed I-9 and Copies of Supporting Documents

Social Security Number Verification

Signed Substance Abuse Acknowledgement of Receipt form
Contingent I New Hire Checklist
(Intermittent/ If & When Needed and Temporary)

UMBC Personnel Action Request Form (Hire, Hire/Concurrent Job, Hire/One Pay Appointment
Rehire, Reinstatement, and Transfer)

Photocopy of Contingent Category I Requisition and Agreement with appropriate signatures

W-4 (and supporting documents if employee is non-resident alien)

I-9 and Supporting Documents

Social Security Number Verification

Signed Substance Abuse Acknowledgement of Receipt form
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52
UMBC PROPRIETARY AND CONFIDENTIAL
Graduate Assistant New Hire Checklist

UMBC Personnel Action Request Form (Hire, Hire/Concurrent Job, Hire/One Pay Appointment
Rehire, Reinstatement, and Transfer)

W-4 (and supporting documents if employee is non-resident alien)

Completed I-9 and Copies of Supporting Documents

Social Security Number Verification

Signed Substance Abuse Acknowledgement of Receipt form

Supplemental Personnel Data Information Form

Student FICA Exemption Form
Student New Hire Checklist

UMBC Personnel Action Request Form (Hire, Hire/Concurrent Job, Hire/One Pay Appointment
Rehire, Reinstatement, and Transfer)

W-4 (and supporting documents if employee is non-resident alien)

Completed I-9 and Copies of Supporting Documents

Social Security Number Verification

Signed Substance Abuse Acknowledgement of Receipt form

Student FICA Exemption Form

Work Permit (Students 17 and under)
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UMBC PROPRIETARY AND CONFIDENTIAL