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HR-105 Employment Documentation


The University of Missouri employs full-time and part-time employees. This policy outlines the documentation requirements for newly hired employees, as well as other documentation and reporting requirements of Human Resources.

If any part of this policy does not reflect the Collected Rules and Regulations (CRR), the provisions of the CRR will govern.

HR Policy Provisions

  1. Employment Forms
    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. Individuals must complete the following in order to be employed:

    1. W-4
      Employee’s Withholding Allowance Certificate (Federal) Internal Revenue Service (IRS)
    2. MO W-4 
      Employee’s Withholding Allowance Certificate (State) Missouri Department of Revenue

      1. 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. The Human Resource Services/Payroll office will not process the initial PAF until the individual has properly completed both federal and state W-4 forms and submitted them to the Payroll department. 
      2. 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.
    3. I-9
      Employment Eligibility Verification Form (Federal) U.S. Citizenship and Immigration Services (USCIS)

      1. 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. 
      2. Departments may not place individuals on payroll-and may not allow individuals to perform work-until the individual has presented such documentation. 
      3. Employees must complete Section I of the I-9 no later than the first day of employment. 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. 
    4. PDF
      Personal Data Form – for statistical reporting purposes (University of Missouri System)
    5. Appointment Notification Form or Offer Letter
      Required for all new hires, rehires and certain employee transfers; student employees are excluded. These documents shall serve as official appointment documentation pursuant to CRR 320.020 and 320.070.
    6. Direct Deposit
      Employee payroll funds will be deposited directly to a bank or other financial institution specified by the employee. See HR-224 for more details.
  2. Pay Deferral Election form
    Eligible employees (i.e., 9-month faculty and students with graduate assistantships) may elect to defer compensation by making a deferral election. See HR-219 for more information including deadlines.

See Also

UM 269 Deferred Pay Option Election Form

HR-125 Employment Records
HR-219 Pay Periods
HR-224 Paycheck Distribution

CRR Section 320.020: President’s Authority
CRR Section 320.070: Academic Appointments

Created: 09/26/1997
Updated: 04/27/1998; 07/01/2000; 01/01/2002; 09/01/2006;09/01/2013; 07/21/2020; 05/16/2022

Reviewed 2022-05-18