Administration and Finance

Required Hiring Documents Checklist by Object Code

Below is a list of documents required by the Office of Administration and Finance in order to process new hires. Some documents may have to be resubmitted in cases when an employee transfers or is promoted into a position with a different object code.

Note that non-compliance with Form I-9 regulations can constitute a criminal offense. Please review the guide to completing Form I-9 carefully and contact us with any questions before any new employee's start date.

Individuals classified by the IRS as nonresident aliens must use GLACIER, the online nonresident alien tax compliance system, to determine their U.S. tax residency status. Payments made to nonresident aliens who fail to enter the required information into GLACIER will be subject to a 30% tax withholding rate. Responsibility for registering nonresident aliens into GLACIER varies by object code:

  • For Code 111, 112, and 113 employees, the employing department is responsible for registering nonresident aliens into GLACIER
  • For Code 118/119 student employees will be processed by The Wasserman Center for Career Development
  • All other codes will be processed by the Office of Administration and Finance

Key:
√ = Required
W = Submitted directly to The Wasserman Center for Career Development

Document Completed By 100 103 104 106 111 112 113 118 119 131
Request for Salary Approval for Full-time Temporary or Casual Employees Administrator √   √ √            
Resume or C.V. Applicant √ √ √ √ √ √ √     √
Approval Form for ALL Employees Charged to External Funding1 Administrator √ √ √ √ √ √ √ √ √ √
Employment Application Applicant √2   √2 √2            
Personal Data Form Applicant √ √ √ √ √ √ √ √ √ √
Form I-93 Applicant √ √ √ √ √ √ √ W W √
Form W-44 Applicant √ √ √ √ √ √ √ W W √
On-Campus Student Employee Application (hard copy from Wasserman) Applicant               √ √  
Appointment Review Form Administrator   √         √      
Policy Awareness Acknowledgment Form Applicant √ √ √ √ √ √ √     √
Pay Rate Confirmation Letter5 Administrator         √ √  √ √ √  
Oath Card Applicant           √        
 1 Grant-funded employees only.
 2 Temporary hires only. Permanent code 100, 104, and 106 hires are submitted via PeopleAdmin.
 3 This form is updated regularly and out of date forms are not acceptable. Always download this form to ensure that you are using the latest version.
 4 Nonresident aliens complete Form W-4 via GLACIER.
 5 Pay Rate Confirmation Letters must be completed for all new employees. Department administrators are responsible for student employees (codes 118/119), part-time research staff (code 113), graders/tutors (code 111), and adjunct instructors (code 112); Administration and Finance will complete Pay Rate Confirmation Letters for all other employees. 

 

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Updated April 17, 2012