Processing Aids: New Hire Documents Checklist


  1. Request to Recruit web form (sent to Payroll and Systems via webforms - Do not send a hard copy)
  2. Offer Status web form (sent to Payroll and Systems via webforms - Do not send a hard copy)
  3. HR Job Data (New Hire JED) Webform
  4. Employment Eligibility Verification (I-9 Form)*(signed by new hire and dept staff)

    Any new employee who is a non-U.S. citizen must complete his/her I-9 form and have the documents reviewed, verified and witnessed by the Payroll staff.

  5. W-4 Online Webform
  6. Copy of Social Security Card
  7. Backup to Direct Deposit Online Webform
    (Backup should be attached to the Webform or collected by department to send to Records Management. Backup Documentation: Voided check or savings statement with bank address and savings account number, or official bank letter including transit and account numbers.)
  8. Bayh-Dole Act Agreement *
  9. Work Permit, if applicable *

* These documents are to be completed, signed, and submitted together as one package to Payroll & Records Management two weeks prior to the start date of the newly hired employee. The package must be accompanied by the Support Documentation (pdf format) sheet.