RESEARCH FOUNDATION GUIDELINES FOR NEW HIRES

The following guidelines are to be followed when hiring new employees. Once papers are properly submitted, it takes approximately 3 weeks for an individual to receive their first paycheck after submitting e-timesheets. Please be sure that the following sections are complete & legible;  recheck mathematical calculations because errors delay processing time.

PERSONNEL ACTION FORM (PAF):
1. Print or type name, address, S.S. #, and title.
2. Payroll – Complete all payroll information.  F/T individuals can be paid bi-weekly (35 hours per week) or hourly; P/T individuals are paid hourly.  Include RF #, start date, end date, biweekly or hourly rate of pay, number of hours per pay period (two weeks) if hourly, and encumbrance.
3. Signatures – The employee must sign the section accepting the position.  The Project Director & Department Chair must approve the assignment for all new hires by signing the PAF in the lower right hand section.

Personnel Data Form (PDF):
Print or type all information.  Check the appropriate boxes and have employee sign form.

Application For Employment:
An employment application must be completed by new hires in accordance with RF regulations.  All sections must be completed, especially Section E.  Project Director must sign at the bottom.

Tax Forms:
The employee must complete and sign the W-4 and IT-2104 or IT-2104E

Employment Eligibility Certification Form (I-9 Form):

• Section 1 – Have employee complete Section 1.  Check the appropriate box pertaining to citizenship.  Include Alien # and work authorization date if required.  Have employee sign and date I-9 no later than the PAF start date!
• Section 2 – List documents and numbers under List A, B or C which have been examined by you (the Project Director).  Photocopies of documentation are no longer required, except for copies of Social Security Card. All new hires must turn in a copy of their social security card.
• CERTIFICATION:  The Project Director must sign and date the I-9 within 3 days of the start date (this includes the start date on PAF as one day)!

FOR FOREIGN STUDENTS/ SCHOLARS [F-1 AND J-1]
In addition to the I-9 documentation, foreign students and/or scholars must submit photocopies of the following:
A. Departure Record, Form I-94
B. Foreign Student Verification Form (This form is provided by the International Student’s office at the College or the Graduate Center depending on student status).  They must update this information each semester.
C. IAP-66 Form (For J-1 Students only)

FOR H-1B PROPOSED EMPLOYEES:
For the present time, all questions regarding H-1B employees should be addressed to the Compliance Specialist of the Human Resources Department of the Research Foundation, Yemisi Ologe, by e-mail or phone at Ext. 8606

Note:  Individuals who presently hold B2 Visas are not authorized to work in the United States, and therefore, cannot be employed by the Research Foundation.  B2 Visa holders are individuals in the U.S. for travel/tourism.

TERMINATIONS:
If an employee terminates, please complete an on-line termination in the E-PAF section of the RF website. This will release all encumbrances and free up money for future use.  It should include the last day employee worked, and the reason for separation.   Be sure to check the employees time and leave card before terminating.  A resignation letter is required for employees who resign.

If any information is missing or incorrectly completed, the hiring process will be delayed.

If you have any questions, please call the Research Office at 997-5400.  Thank you for your cooperation.

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