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PPM Section 3 - Employment Practices: New Employees

Employment eligibility verification (Form I-9)

  1. The Immigration Reform and Control Act of 1986 requires employers to verify that all new employees, including student employees, are legally eligible to work in the United States. A properly completed Form I-9 is used to provide this verification.
  2. The Immigration Reform and Control Act also prohibits discrimination against any individual (other than an unauthorized alien) in recruiting, hiring or discharging because of national origin or citizenship status.

Procedure

  1. The Form I-9 process is triggered by appointment form entry. Appointments must be received by Human Resources prior to the employment begin date for all employees.
  2. Employees must complete the employee verification and information section of the Form I-9 on or before the first day of employment.
  3. Employees must bring their original, unexpired documents to Human Resources for verification within three business days of their first date of employment.
  4. Detailed Form I-9 instructions are located on the Human Resources website.

W-4 Forms

All new University employees must complete a W-4 form (withholding exemption certificate), in compliance with the U.S. Department of Treasury. This form also provides payroll with necessary tax and withholding information. For additional information about completing a W-4 form, see payroll deductions in PPM Section 5 - Direct Compensation: Hours Worked and Pay.

New employee orientation

See new employee orientation in the employee handbook.

Procedure

  1. Human Resources sends an email to the new employee inviting them to participate in a new employee orientation session. The employee's supervisor is copied on this email. Supervisors must arrange for the new employee to attend this orientation session.
  2. For benefits eligible employees, Human Resources sends an email to the new employee with instructions for accessing and listening to the online benefits enrollment presentation via Benefits Enrollment.
  3. If an employee chooses, he or she may may view the online benefits enrollment presentation prior to their new employee orientation session and bring the completed benefits enrollment paperwork to the session where the forms will be reviewed by HR staff and any questions the new employee may have will be addressed.
  4. If not already completed, the supervisor should provide the employee with the time necessary to review the online benefits enrollment presentation during the first week of employment.
  5. If not completed at the weekly orientation session, a new employee should visit Human Resources to submit completed benefit enrollment forms. At that time, forms will be reviewed by HR staff and any questions the new employee may have will be addressed. No appointment is necessary.

Probationary period

  1. All new hires to the University serve a six-month probationary period.
  2. An employee who transfers, promotes or demotes to a new position is also subject to a probationary period of six months.
  3. During probation, management may release the employee with or without cause, and with or without notice, at management's sole discretion.
  4. See probation period in the employee handbook for more information.

Procedure

The employee's immediate supervisor completes a staff compensation system probationary report at two months, four months, and six months after the employee begins the new job. The probationary report form is available on the Forms page.

  1. Human Resources sends an email message to the employee's immediate supervisor approximately two weeks before each probationary report is due.
  2. The email message contains the Web address for probationary reports and instructions for completion.