HR New Hire Checklist for Staff Positions
This checklist was created to provide assistance when closing a requisition. The following documents MUST be forwarded to HR Operations (Records) before an employee is entered into the payroll system.
UChicago Profile
· Employee must sign the profile statement, which is located on UChicago Jobs.
Employment Survey
· Complete the Employment Survey which can be found at: http://humanresources.uchicago.edu/fpg/guides/managerstoolkit/EmploymentSurvey2013.doc
Employment Eligibility Verification Form (I-9)
· The form can be found online at:
http://humanresources.uchicago.edu/fpg/forms/staffing/EmploymentEligibilityVerificationI-9Form.pdf
· Section 1 is to be completed at the time of hire, which is the actual beginning of employment. Additionally, the I-9 is to be completed in its entirety within three days of employment.*
· Attach the completed original I-9 form along with photocopies of supporting document(s).
· Incomplete or incorrect I-9’s will be returned to departments for correction. This may delay the new employee being paid.
· Non-US citizens are required to complete an Alien Information Request Form (UPP 192) and forward the original and supporting documents directly to Payroll Services. The UPP 192 form is located at: https://adminet.uchicago.edu/adminforms/pdfs/pay_alien_tax_info_req_upp192.pdf
*Employees rehired after termination are required to complete a new I-9 form.
Policy Acknowledgement and Mandated Report Forms
· IDCFS Mandated Reporter Form can be found at: http://www.state.il.us/DCFS/docs/cants22.pdf
· Policy Acknowledgement Form can be found at: http://humanresources.uchicago.edu/fpg/policies/index.shtml
Tax Forms
· Federal W4 and State W4 withholdings should be updated via Employee Self Service.
Union Forms (if applicable)
· Union employees should be directed to the corresponding union to sign up for membership and dues.
· For questions or assistance, please email Employee & Labor Relations at .
Vehicle Use Acknowledgement Form (if applicable)
· Employees driving a University-owned vehicle must complete the form located at:
http://rmia.uchicago.edu/sites/rmia.uchicago.edu/files/uploads/pdfs/Vehicle%20Use%20Acknowlegment%20Form.pdf
· http://rmia.uchicago.edu/sites/rmia.uchicago.edu/files/uploads/Vehicle%20Use%20Aknowledgement%20Form%20%20Current%2014.doc
FOR BSD EMPLOYEES ONLY:
BSD Compliance Forms
• All BSD employees provide the signed authorization form and report.
• Contact BSD-HR at (773) 702-3054 to obtain the required forms.
HR New Hire Procedures for Staff Positions
Reference Checking
· Applicants that are considered finalists for a position are required to have at least two work-related reference checks conducted to determine the applicant’s appropriateness for a position. For assistance with the reference checking process, contact Recruitment at (773) 702-8903.
Clerical Testing
· Contact Recruitment at (773) 702-8903 to schedule an appointment for clerical testing.
New Hire Forms Deadline
· All paperwork for biweekly employees should be forwarded to HR Operations no later than the second Tuesday of the current pay period.
· All paperwork for monthly employees should be forward to HR Operations no later than the published Monthly Forms Deadline schedule.
· The forms deadline schedule can be found at: http://finserv.uchicago.edu/payroll/forms/BWMO2014PAYDATES_FINAL_12182013.pdf
New Hire Orientation
· New employees are encouraged to attend the Getting to Know UChicago new hire orientation, held every Wednesday at 6054 S. Drexel Avenue, 1st floor. The session begins at 8:45 a.m. and concludes by 12:00 p.m. There is an orientation at 2:00 p.m. for Local 743 Union employees.
· During orientation, the Benefits staff will provide a brief overview of the University of Chicago benefits program and spend a portion of time answering questions about the plans.
University of Chicago ID Cards
· University of Chicago identification cards can be obtained at the Identification & Privileges Office located in the first floor lobby of the Regenstein Library. For more information, visit http://ipo.uchicago.edu.
· All newly hired University employees in the BSD working in the Hospital need an additional identification badge. Please contact Occupational Health at (773) 702-6757.