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 D:\533561659.doc Page 1 12/18/07 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 D:\533561659.doc Page 2 12/18/07