Policy HR14 FORMS TO BE FILLED OUT BY AND FOR EACH NEW REGULAR EMPLOYEE

POLICY'S INITIAL DATE: March 15, 1954
THIS VERSION EFFECTIVE: January 18, 2008

Contents:

  • Purpose
  • Responsibility for Seeing that Forms are Completed
  • Forms to be Completed by Each New Regular Employee
  • Forms to be Completed by the Administrative Area for Each New Regular Employee

  • PURPOSE:

    To list the forms to be completed by and for each new regular employee.

    RESPONSIBILITY FOR SEEING THAT FORMS ARE COMPLETED:

    It is the responsibility of the dean or administrative officer to have each new employee fill out the forms listed below.

    The Records Management Coordinator is responsible for determining that no regular employee appears on the University payroll without having completed and signed an Employment Eligibility Verification (USCIS Form I-9)and accepted memberships in the applicable benefits plans.

    FORMS TO BE COMPLETED BY EACH NEW REGULAR EMPLOYEE:

    The following forms are to be completed by each new regular employee:

    1. Application for membership in a retirement system (if applicable).

      a. Application for Membership - State Employes' Retirement System and the Nomination of Beneficary form for members of the State Employes' Retirement System are available through the Employee Self-Service Information Center (ESSIC).

      -or-

      b. Enrollment Form for TIAA-CREF Group Supplemental Retirement Annuity Certificates is available through the Employee Self-Service Information Center (ESSIC).

    2. Enroll, if selected, in Healthcare, Dental, Vision, Life Insurance, Voluntary Accidental Death and Dismemberment, Flexible Benefits, and Long Term Disability through the Employee Self-Service Information Center (ESSIC).

    3. Employee's Withholding Allowance Certificate - W-4 Form.

    4. Salary Deposit Request

    5. Affirmative Action Applicant Data Card

    6. Employment Eligibility Verification Form (USCIS Form I-9)

    7. Telephone Directory Adjunct Listing Information Form (if applicable).

    8. Alien Information Request Form (if applicable).

    9. University Intellectual Property Agreement.

    10. Authorization for Deduction of Union Fees (applicable only to Technical-Service employees at University Park and environs). (Available from Office of Human Resources.)

    11. As applicable, Confirmation of Fixed-Term Appointment, Confirmation of HR-88 Appointment, or Memorandum of Personal Service.

    12. Workers' Compensation Employee Notification Form and Workers' Compensation Information Sheet.

    13. Biographical Data for University Academic Records.

    14. Authorization for Purchase of U. S. Savings Bonds (if desired; to be completed only if the employee desires to purchase bonds through payroll savings.)

    15. Credit Union Deposit Authorization (if desired).

    16. Authorization for Penn State id+ Card.

    17. Penn State Access Account Application for Faculty and Staff.

    FORMS TO BE COMPLETED BY THE ADMINISTRATIVE AREA FOR EACH NEW REGULAR EMPLOYEE:

    The following forms are to be completed by the hiring administrative area for each new regular employee.

    1. English Fluency Certification Form (required for academic appointments with teaching responsibilities in the classroom).

    2. New Appointment (IBIS Form "NAPP"). See the "New Appointment" section to the
      Integrated Business Information System (IBIS) Documentation.

    3. Budget Amendment (EASY Forms AABA, AABP, AABT, as applicable; to be completed only if sufficient funds are not available in the department's budget). See instructions.
    4. UPDATES:

      1/18/08 - Added the new Workers' Compensation Information Sheet to the list of Forms to be Completed by Each New Regular Employee


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