NEW HIRE LETTER TEMPLATE – PRINT ON LETTERHEAD
Date
Name
Address
Dear Name,
Welcome to the NYU School of Medicine. This letter is intended to advise you of your responsibility in completing the
following steps to finalize the recruitment process and ensure your smooth transition to the Medical School. Please note
that the information contained within in this letter is contingent upon final confirmation of your Postdoctoral appointment
and compensated status.
All individuals to be paid on NYU School of Medicine payroll will be required to come to the NYU School of Medicine
Human Resources Administration Office to complete the new hire process.
It will be necessary for you to personally meet with a representative of NYU School of Medicine’s Human Resources
Administration Office in order to complete the necessary paperwork, no later than the appointment (hire) date. Failure to
complete all or any of the steps described in this letter, and/or to provide the required acceptable documents will prevent
us from placing you on payroll. This means you will not be able to start working until you fulfill this obligation. This will
impact our ability to pay salary and provide benefits to you, since the hire date determines the start of both.
To assist you in preparing for the completion of these necessary steps, we have included:
• Confirmation of your meeting time/appointment with Human Resources, and information on their location
and how to contact them.
• Brief description of the steps and the requirements that Human Resources will guide you through at your
meeting, including documents that you need to bring with you to your appointment.
• Additional forms required by Human Resources that you should complete and bring with you to your
appointment.
During your appointment with Human Resources, your representative will let you know what you will need to follow up
on and what you can expect regarding your paycheck and your benefits.
Should you have any questions regarding the new hire process, do not hesitate to contact the NYU School of Medicine’s
Human Resources Administration Office at (212) 404-3928.
Sincerely,
ADMINISTRATOR’S NAME
NEW HIRE PROCESS – NYU SCHOOL OF MEDICINE HUMAN RESOURCES ADMINISTRATION
OFFICE
You have been scheduled to meet with a representative from the NYU School of Medicine Administration Office on:
_______(DAY)____________, ________(DATE)_____________ at ____(TIME)________A.M./P.M.
Human Resources are located at 1 Park Avenue (between 33rd & 32nd Street), 16th Floor, New York N.Y., 10016.
If you need to confirm or change your appointment, please contact Ms. Joanne Ortiz directly at (212) 404-3928.
____ Your pre-employment physical exam has been scheduled for:_____________________________
____ Your pre-employment physical exam will be scheduled by the NYUSM HR Administration Representative when
you meet with a representative.
The Benefits Services Department Representative will provide you with directions to our Employee Health Services
Department.
Please make every attempt to keep your appointment with the NYUSM HR Administration Office, and to meet with
a representative prior to your scheduled hire (start) date. Be sure to bring the original documents required to
complete the necessary forms, as described below. A brief description of the main requirements and what to expect
during your appointment are listed below, to assist you in preparing for the completion of these necessary steps:
I-9 Verification Form: All new Postdocs to be paid on NYU School of Medicine payroll are required to complete
an I-9 form and submit proof of identity and eligibility for employment in the United States in accordance with the
Immigration Reform & Control Act of 1986. Enclosed is a form that lists a number of acceptable documents. The
documents under LIST A (Attachment at end of Handbook) establish both identity and employment eligibility. In
the absence of any of these documents, a combination of two documents would be required: one from LIST B
(Attachment at end of Handbook) to establish identity, and one from LIST C (Attachment at end of Handbook) to
prove employment eligibility. NOTE: If you are an individual who is on a VISA, you must make separate
arrangements to complete this step with the Immigration Department of Human Resources, prior to your hire (start)
date. They can be reached at (212) 404-3861.
Please be sure to bring the original documents to establish proof of identity and employment eligibility with you.
Pre-Employment Physical Examination: All new Postdocs are required to complete a pre-employment physical
examination as a condition of employment, conducted by our Employee Health Service Department. If not already
scheduled, the NYUSM HR Representative will schedule this appointment for you. Please note that you will be
responsible for following up with Employee Health Services to obtain the medical clearance form, and returning it
to this individual.
Background Check: All new Postdocs are required to sign a release in order for the School to conduct a
background check. Successful completion of the background check is necessary prior to the individual beginning
employment.
Identification Card: All new Postdocs are required to have a photo identification card. The NYUSM HR
Administration Representative will provide individuals with the necessary documentation and instructions on
arranging for the picture to be taken and the ID to be issued by our Security Department.
EMAIL Address: All new Postdocs are required to go to the IT Help Desk, once they have completed the new
hire process and have their photo identification badge, to arrange for an email address. Your NYUSM HR
Representative will provide you with information on completing this step.
Benefits Orientation: The NYUSM HR Administration Office will schedule an appointment for all eligible
Postdocs to attend a Benefits Orientation, where the benefit programs are reviewed and explained. Individuals are
also advised that a Benefits package will be prepared for them, along with an individualized worksheet that provides
the costs for the options available. This is generated once you have completed the required forms as part of the new
hire process and have been input into the Personnel/Payroll system.
Additional Forms: The representative in the NYUSM HR Administration Office will also have you fill out some
additional required forms (W-4 tax form, patent agreement, and confidentiality statement).
LISTS OF ACCEPTABLE DOCUMENTS FOR I-9 FORM
LIST A
Documents that Establish
Both Identity and
Employment Eligibility
1. U.S. Passport (unexpired or
expired) 2. Certificate of U.S.
Citizenship (INS Form N-560 or
N-561)
3. Certificate of Naturalization
4. Unexpired foreign passport,
with I-551 stamp or attached INS
Form I-94 indicating unexpired
employment authorization
5.
Permanent Resident Card or
Alien Registration Receipt Card
with photograph (INS Form I-151
or I-551)
6. Unexpired
Temporary Resident Card (INS
Form I-688)
7. Unexpired
Employment Authorization Card
(INS Form I-688A)
8.
Unexpired Reentry Permit (INS
Form I-327)
9. Unexpired
Refugee Travel Document (INS
Form I-571) 10. Unexpired
Employment Authorization
Document issued by the INS
which contains a photograph
(INS Form I-688B)
LIST B
Documents that Establish
Identity
LIST C
Documents that Establish
Employment Eligibility
AND
OR
1. Driver’s license of ID card issued
by a state or outlying possession of
the United States provided it
contains a photograph or
information such as name, date of
birth, gender, height, eye color and
address 2. ID card issued by
federal, state or local government
agencies or entities, provided it
contains a photograph or
information such as name, date of
birth, gender, height, eye color and
address
3. School ID card with a
photograph
4. Voter’s registration
card
5. U.S. Military card or draft
record
6. Military dependent’s ID
card
7. U.S. Coast Guard
Merchant Mariner
8. Native
American tribal document
9.
Driver’s license issued by a
Canadian government authority
10. School record or report card
11. Clinic, doctor or hospital record
12. Day-care or nursery school
record
1. U.S. social security card issued
by the Social Security
Administration (other than a card
stating it is not valid for
employment) 2. Certification of
Birth Abroad issued by the
Department of State (Form
FS-545 or Form DS-1350) 3.
Original or certified copy of a birth
certificate issued by a state,
county, municipal authority or
outlying possession of the United
States bearing an official seal
4.
Native American tribal document
5. U.S. Citizen ID card (INS Form
I-197)
6. ID card for use of
Resident Citizen in the United
States (INS Form I-179)
7.
Unexpired employment
authorization document issued by
the INS (other than those listed
under List A)