Faculty New Hire
Starting with the New Hire Checklist will ensure that you have all paperwork together no
matter which employee type you are hiring. Below is a brief summary of the forms listed
on the New Hire Checklist:
Completion of the Notification of New Employee lets Campus Computing, system security
and Benefits know that they have a new employee to set up.
Payroll/HR Documents
Personnel/Payroll Action Form (PAF) is an internal pay document used to record the
account(s) the employee will be paid from, the employee's job class number and other
information related to how the individual will be paid. Additional documents will be
needed depending on the reason for the contract.
The contract is called the Terms of Employment and contains all pertinent contractual
information such as dates of employment, class to be taught and/or duties to be
performed, type of employment, salary, tenure eligibility, etc. The Terms of Employment
must be signed by the Dean and Appointing Authority for administrative and academic
faculty and postdoctoral fellows. The Dean must sign for Letters of Appointment.
The Oath must be signed by all new administrative and academic faculty and notarized.
Those on J (teacher exchange program) visa do not have to take oath.
The Form I-9 is federally mandated, must be completed and signed within three days of
employment and must be on file in all HR offices where the employee is contracted.
Basic Instructions for Form I-9 also lists reasons the I-9 will be returned to the Dean.
U.S. Citizenship and Immigration
Form W-4 is for recording Income Tax deductions. Please contact Payroll for futher
information
The Personal Data Form is as the name implies a record of the employee's personal
information (nickname, address, emergency contact, etc.) and a record of personal
information we need (gender, date of birth, education, etc.).
Donnie Andrews
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New administrative and academic faculty and postdoctoral fellows are required to have
Official Transcripts in their personnel files. The transcripts should be sent directly to
Human Resources from the granting institution prior to date of hire.
Visa Documents are required for all immigrant faculty. The employment contract is
contingent upon the employee maintaining appropriate work authorization/visa status to
work in the United States. The Office of International Students and Scholars (OISS) can
assist with this.
Common Visa Types:

J1 Exchange Visitor (requires DS2019)

F1 Student (requires I-20)

H1B Visiting Scholar of distinguished merit and ability (requires I-797)
Information on Search/Offer Documents can be found at Placement Committee and
Search Committee
Donnie Andrews
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