Student Onboarding Process VCSU Hiring Forms I-9 Supervisor Completes Work Authorization Work Authorization W-4 Signed by Career Request to Career Background Check* Services Services International Paperwork* HIR E*Complete only if Applicable
VCSU Hiring Forms• Required for PeopleSoft – Payroll Hire Form – Payroll Direct Deposit• Required by Policy – Code of Conduct – Reporting & Investigating Fraud – Designated Medical Provider• Non-Student Employees Only – Annual Notification of Policies – Employment of Relatives – Conflict of Business Interest – Fraud Video
I-9 Required by Federal Law Since November 6, 1986 All new hires must complete Establishes the person’s identity and right to work in the US LIST A LIST B LIST C1. U.S. Passport or U.S. Passport Card 1. Drivers license or ID card issued 1. Social Security Account Number2. Permanent Resident Card or Alien by a State or outlying possession card other than one that specifies Registration Receipt Card (Form I- of the United States provided it on the face that the issuance of 551) contains a photograph or the card does not authorize3. Foreign passport that contains a information such as name, date employment in the United States temporary I-551 stamp or temporary of birth, gender, height, eye 2. Certification of Birth Abroad I-551 printed notation on a machine- color, and address issued by the Department of readable immigrant visa 2. ID card issued by federal, state State (Form FS-545)4. Employment Authorization or local government agencies or entities, provided it contains a 3. Certification of Report of Birth Document that contains a issued by the Department of photograph (Form I-766) photograph or information such as name, date of birth, gender, State (Form DS-1350)5. In the case of a nonimmigrant alien height, eye color, and address 4. Original or certified copy of birth authorized to work for a specific 3. School ID card with a photograph certificate issued by a State, employer incident to status, a foreign 4. Voters registration card county, municipal authority, or passport with Form I-94 or Form I- 94A bearing the same name as the 5. U.S. Military card or draft record territory of the United States passport and containing an bearing an official seal 6. Military dependents ID card endorsement of the aliens 5. Native American tribal document 7. U.S. Coast Guard Merchant nonimmigrant status, as long as the Mariner Card 6. U.S. Citizen ID Card (Form I- period of endorsement has not yet 197) expired and the proposed 8. Native American tribal document 9. Drivers license issued by a 7. Identification Card for Use of employment is not in conflict with Canadian government authority Resident Citizen in the United any restrictions or limitations States (Form I-179) identified on the form 8. Employment authorization6. Passport from the Federated States For persons under age 18 who are of Micronesia (FSM) or the Republic unable to present a document listed document issued by the of the Marshall Islands (RMI) with above: Department of Homeland Form I-94 or Form I-94A indicating Security 1. School record or report card nonimmigrant admission under the 2. Clinic, doctor, or hospital record Compact of Free Association Between the United States and the 3. Day-care or nursery school record
W-4- Required to see Social Security Card because for tax purposes it mustbe correct • Verifies Name (First, Middle, Last), Spelling, Social Security Number • Errors caught by this verification are frequent- Errors are costly and timely for these errorsFederal Law VCSU Procedure• Verify Social Security Card for • Verify before employment information. begins.
Background Check- Required for students with unsupervised access to students or children, or for students with unsupervised access to keys permitting this access. They are also required for all non-student employees.- Background Check Options (Paid by University): Lived in state for past seven (7) years: o ND Bureau of Criminal Investigation (BCI) - $15.00 Not lived in state for past seven (7) years: o CastleBranch - $65.00SBHE Policy VCSU Procedure• Selected position as outlined in • All employees (Temp & 602.3 NDUS Procedure Regular) before hire • All students as acknowledged above before hire
International Paperwork• We work with students to provide a variety of documents in addition to completing the previous forms. – Passport – Visa – I-94 • Legal entry to country – I-20 • Dates permitted in country per Registrar – Social Security Card • Drive to Jamestown with Career Services to obtain for work purposes