19.10 New Employees

Overview

1. Before a new employee can receive a paycheck:
   1. The department must complete the appropriate hiring documentation and obtain the required approvals. The prospective employee's social security number (SSN) must be included on the hiring documentation. If the employee does not have a SSN they must supply a copy of a letter or receipt from the Social Security Administration Office stating that they have applied for a number. The employee should be instructed to apply for a Social Security number immediately (see section 4 for how to apply for a SSN). Based on the IRS regulations an individual must provide an SSN to perform services as an employee.
      
      
   2. J-1 visa holders must be in the United States at least 30 days to be hired as an employee. If they are here less time see FRS Manual 9.16. The waiting period is because the Social Security Administration (SSA) official has to verify immigration status in the Department of Homeland Security's SAVE* VIS* database before the SSN can be issued. If they are going to be here more than 30 days, they may apply after they have been here 10 days.

   3. The new employee must complete an I-9 form on or before the first day of work. The I-9 verifies the prospective employee's identity and certifies that he or she is eligible to be employed under U.S. Citizenship and Immigration Services guidelines. An I-9 that can be downloaded and instructions is available at:
      http://uscis.gov/graphics/formsfee/forms/i-9.htm.

      The completed form and copies of the required supporting documentation must be turned in to Systems Control.

      The I-9 is good for three years. If an employee is hired, terminates and is rehired within three years a new I-9 does not have to be completed. If an employee is rehired after three years from completion of the original I-9, a new I- 9 must be completed.

   4. The new employee must complete a "Sign Up Packet." This packet includes an Employee Information Sheet, the Loyalty Oath, the International Employee Information Sheet and the W-4 form. The W-4 form is used to indicate an employee's status for income tax withholding purposes. The International Employee Information Sheet is only needed when the employee is not a citizen of the United States.
      1. Employees that attend New Employee Orientation can complete the packet at that session.

      2. The department may obtain a copy of the packet from Employee Records and have the employee complete the forms. These forms are also available from the Systems Control Web page (http://syscon.web.arizona.edu). In this case, return the completed packet to Systems Control with the hiring documentation and the I-9.

2. IMPORTANT: The employee cannot be paid until the hiring documentation, the I-9 form (with supporting documentation) and the Sign Up Packet are completed and turned in to Systems Control. If any of this information is missing, the employee will not receive a paycheck. If a paycheck is produced by the system, the check will be re-routed and held by the Operations office until the required information is turned in.

3. Click here to access an Employee Fact Sheet that can be printed and distributed to each employee. The Employee Fact Sheet contains the departmental Payroll Representative’s name and phone number as well as information regarding paychecks, vacation and sick leave and overtime.

   Social Security Number
   

   The University of Arizona will restrict the use of your SSN to authorized users who engage in business, legal and federally mandated reporting activities on your behalf. No employee may work without supplying his or her SSN or a copy of the receipt provided by the Social Security Administration showing that they applied for the SSN. Employees on any type of visa are required to provide an SSN to work.
   

4. To apply for a SSN, an employee must apply in person at a Social Security Administration Office. There are two locations in Tucson:
   • 3500 N Campbell (Campbell and Prince) 9 am-4 pm Monday - Friday and
   • 2716 South 6th Avenue 9 am-4 pm Monday - Friday

   1. US Citizens applying for a SSN must provide the following documentation:

      1. Original birth certificate, AND
      2. A photo identification, such as a photo driver's license.

   2. If the person is not a US citizen, the following documentation must be provided:

      1. Original DS-2019 or I-20
      2. Completed Form SS-5,
      3. I-94 Departure Card (white card stapled to passport)
      4. Passport, AND
      5. A letter from the University of Arizona’s International Students/Faculty office verifying your eligibility for the Social Security card.

5. When the social security card is received, the employee must take the original card to Systems Control. If the employee is not a US citizen, the employee must also take their passport. Systems Control will make a photocopy of the social security card and enter the employee’s SSN in the PSOS system.

   Employee Identification Number (EID)

6. Each employee is issued an Employee Identification Number as the official internal and external tracking number for reporting of transactions, business services and within on-line systems. Your EID will not be identical to your Social Security Number (SSN) unless you expressly request to use your SSN as your EID. It is recommended that you NOT use your SSN as your Employee Identification (EID) number.
   
   1. Once your information is in the University Personnel and Payroll System (PSOS) you will receive a letter at your campus address, which will serve as your official notification of your assigned EID.
      
      
   2. If you would like to have the University assign your SSN as your EID, you may download a SSN/EID Replacement Request Form from the Information Security web page at http://www.arizona.edu/security/ or contact your department’s business office to obtain a hard copy. You have 30 days from the date of hire to make this request. Forward your Request for EID replacement to Systems Control, University Services Building 888 n. Euclid Room 401, PO Box 210158.
      
      
   3. Additional information regarding EID numbers and other security and privacy guidelines please refer to the Information Security web page at http://www.arizona.edu/security/.

maintained by: Michelle Meyer
last reviewed: 6/30/04