Human Resources Policy Manual

Employment

HR-105 Employment Documentation

Summary:

In order for individuals to be employed by the University, they must present certain documents that establish their identify, verify their eligibility to work in the United States, and make provisions for appropriate tax withholding so that required new hire paperwork may be completed.

Requested Forms :

Individuals must complete the following forms in order to be employed:
 

• W-4
  Employee’s Withholding Allowance Certificate (Federal) Internal Revenue Service (IRS)
   
• MO W-4
  Employee’s Withholding Allowance Certificate (State) Missouri Department of Revenue
   
  In order to complete the federal & state W-4 forms, individuals must have a U.S. Social Security Number (SSN), or evidence that they have made application for an SSN.  A copy of the Social Security card or numbered receipt from the Social Security Administration must be attached to the W-4 forms.The Social Security Administration issues original and replacement Social Security cards.  The Human Resource Services/Payroll office will not process the initial PAFuntil the individual has properly completed both federal and state W-4 forms and submitted them to the Payroll department with the attached copy of the Social Security card or numbered receipt from the Social Security Administration.  Nonresident alien employees who are work-eligible, but who do not have a social security number and are unable to apply for one until a date specified by the local Social Security Office, are exempted from these requirements at the time of hire.  Nonresident alien employees must promptly apply for a Social Security card and show it to the HR/Payroll Office on their campus immediately after its receipt.   Nonresident employees may be hired, work, and be paid without a Social Security number as long as their authorization for employment is valid according to the I-9 information provided below.
   
• I-9
  Employment Eligibility Verification Form (Federal) Immigration and Naturalization Services (INS)
   
  Individuals must establish both identity and work eligibility via the federal I-9 form, by presenting one or two acceptable documents.  A list of acceptable documents is printed on the back of the I-9 form.  Departments may not place individuals on payroll-and may not allow individuals to perform work-until the individual has presented such documentation.  Allowing an individual to work more than three (3) business days without having presented proper documentation may subject the hiring department to significant federal fines.  For complete compliance information, please consult the “Handbook for Employers: Instructions for Completing Form I-9,” available through your Payroll, Human Resource Services or local INS office.
   
• PDF
  Personal Data Form-for statistical reporting purposes (University of Missouri System)
   
• Appointment Notification Form
  Required for all new hires, rehires and certain employee transfers; student employees are excluded.
   
• Personnel Action Form
  Required for all new hires, rehires and other employment actions.

Rev. September 1, 2006