Completing New Hire Paperwork

Scope

This procedure covers the steps for completing payroll paperwork.
This procedure does not apply to Student Assistants and Contract Employees.

Types of Employees that Complete the Packet

1. The following employees complete new hire paperwork in the Human Resources Department.
   1. Full-time Staff
   2. Part-time Staff (benefits eligible - 20 hours per week or more)
   3. Part-time Staff (not benefits eligible – 19 hours per week or less)
   4. Temporary Staff
   5. Full-time Faculty
   6. Part-time Faculty
   7. Adjunct Faculty
   8. Graduate Teaching Assistants (GTA)
   9. Graduate Research Assistants (GRA)
   10. Graduate Assistants (GA)
2. Rehired employees must complete the packet
3. The following employees do not complete the new hire packet in the Office of Human Resources.
   1. Student Assistants
      1. paperwork completed in Student Employment
   2. Contract
      1. paperwork processed through their own company

Area(s) Responsible for the Packet

1. Human Resources Sr. Administrative Assistant
   1. Responsible for
      1. Maintaining the new hire packets to distribute to new employees
      2. Distributing the packet to new employees
      3. Verifying the packet is completed.
         1. Incomplete packets held at the front desk until completed
            1. All forms must be completed
            2. Will notify department/employee if packet is incomplete
               1. Payroll will also send email to Academic Affairs advising them that packet is not complete
      4. Human Resources Sr. Administrative Assistant enters the social security number in the pilot program
2. Human Resources Employment Department
   1. Include a new hire packet with the offer letter with instructions to submit the completed packet to the Human Resources Department by the third day of employment.
3. Human Resources Payroll/Records Department
   1. Responsible for entering the paperwork into Oracle.

Contents of Packet

1. TWU Biographical Data Form.
2. FORM I-9
   1. Employee only has three days to complete.
3. Election to Disclose Information Form
4. Direct Deposit Form
5. Direct Deposit Declination Statement
6. State of Texas New Hire Reporting Form
7. Form W-4
8. Oath of Office Form
9. Prior Texas State Service Agreement
10. English Language Proficiency of Faculty Form

Process for Processing Packet

1. Distribution of packet to employee
   1. A new hire packet is included with the offer letter with instructions to submit the completed packet to the Human Resources Department by the third day of employment, or
   2. New employees picks up a packet from the Human Resources Department
2. Completion of forms
   1. TWU Biographical Data Form.
   2. FORM I-9
      1. The Human Resources Department must complete Section 2 by examining evidence of identify and employment eligibility within three (3) business days of the date employment begins. 
   3. Election to Disclose Information Form
   4. Direct Deposit Form
   5. Direct Deposit Declination Statement
   6. State of Texas New Hire Reporting Form
   7. Form W-4
   8. Oath of Office Form
   9. Prior Texas State Service Agreement
   10. English Language Proficiency of Faculty Form
   11. Only new employees that will be teaching classes will complete the form.
3. Submitting packet for processing
   1. Verify packet is complete
      1. Incomplete packet
         1. Human Resources Sr. Administrative Assistant holds packet at the Human Resources front desk until all forms are complete
      2. Completed packet
         1. Human Resources Sr. Administrative Assistant enters the social security number in the pilot program
         2. Verifies number and name matches
         3. Forward completed packet to Payroll
   2. Enter data from packet into Oracle.