Hiring Compliance

Hiring/Onboarding in ComplianceMeetings with SupervisorsStudent Onboarding ProcessHIRESupervisor Completes Work Authorization Request to Career ServicesVCSU Hiring Forms

I-9

W-4

Background Check*

International Paperwork*Work Authorization Signed by Career Services*Complete only if Applicable

Lets begin with the student hiring process.

First, the supervisor must complete a work authorization request. This form can be obtained in the Career Services Office and must be returned to the Career Services office when completed.

Next, the student needs to complete essential paperwork for hire with the Career Services Assistant.

Last, when the students paperwork is complete the Director of Career Services will sign off on the Work Authorization form and mail it back to the supervisor.

Congratulations! Receipt of the signed Work Authorization indicates your student is now eligible to begin working. Please remember to provide this student a timecard for completion to be paid.2Staff Onboarding ProcessSupervisor Request to Offer is approved by Cabinet.VCSU Hiring Forms

I-9

W-4

Background Check

Fraud VideoEntered to PeopleSoft.HIRE

The Staff Onboarding Process begins with a the supervisor, or chair of the committee, completing a Request to Offer form. This form is conveniently located on the Employee Services web page under hiring forms. The Request to Offer is reviewed by the Director of Human Resources and then forwarded with salary recommendation to the Cabinet. Upon approval from the cabinet an offer may be made.

Following acceptance of an offer, the new employee must complete the essential hiring forms. Please note the background check and viewing of the fraud video are mandatory for non-student employees. The employee is then entered to PeopleSoft after completion of their paperwork and is now effectively considered to be hired.

An ID number is generated and communicated to various locations on campus to begin their processes of preparing for the new employees arrival. Among the departments receiving communication of the employees hire are the Student Center so the employee may get their ID, Networking Services and IT so the employee may have an email account generated, receive a computer, and receive a phone number, and facilities services to prepare for keys, parking passes and space or office accommodations.

In the Employee Services office we prefer to complete all the new employees paperwork before they begin to ensure a smooth first date of employment. Paperwork can be completed as late as the first date of employment; however, failure to comply with this process may result in a delayed hire date.3VCSU Hiring FormsRequired for PeopleSoftPayroll Hire FormPayroll Direct Deposit

Required by PolicyCode of ConductReporting & Investigating FraudDesignated Medical Provider

Non-Student Employees OnlyAnnual Notification of PoliciesEmployment of RelativesConflict of Business InterestFraud Video

The first set of forms in the essential paperwork are the VCSU Hiring Forms. This includes the Payroll Hire Form which supplies information for entering to PeopleSoft, and the Direct Deposit Form. Employees must also read through the Code of Conduct and Fraud Policies and sign-off in acknowledgement of their agreement to comply with the policies. A designated medical provider form, or DMP, is the final form in this list for students.

Non-student employees are required to also read through a description of annual policies and acknowledge their agreement to comply, and disclose any employment of relatives or conflict of business interest. A fraud video must be watched in addition to reading of the fraud policy.4I-9Required by Federal Law Since November 6, 1986All new hires must completeEstablishes the persons identity and right to work in the US

LIST A

U.S. Passport or U.S. Passport Card Permanent Resident Card or Alien Registration Receipt Card (Form I-551)Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine- readable immigrant visa Employment Authorization Document that contains a photograph (Form I-766) In the case of a nonimmigrant alien authorized to work for a specific employer incident to status, a foreign passport with Form I-94 or Form I-94A bearing the same name as the passport and containing an endorsement of the alien's nonimmigrant status, as long as the period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI LIST B

Driver's license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and addressID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and addressSchool ID card with a photograph Voter's registration card U.S. Military card or draft record Military dependent's ID card U.S. Coast Guard Merchant Mariner Card Native American tribal document Driver's license issued by a Canadian government authority

For persons under age 18 who are unable to present a document listed above: School record or report card Clinic, doctor, or hospital recordDay-care or nursery school record

LIST C

Social Security Account Number card other than one that specifies on the face that the issuance of the card does not authorize employment in the United States Certification of Birth Abroad issued by the Department of State (Form FS-545) Certification of Report of Birth issued by the Department of State (Form DS-1350) Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal Native American tribal documentU.S. Citizen ID Card (Form I-197) Identification Card for Use of Resident Citizen in the United States (Form I-179) Employment authorization document issued by the Department of Homeland Security

In addition to VCSU Hiring Forms, employees must complete two federal forms. The first of these federal forms is called the I-9. The I-9 proves two things: (1) The person is eligible to work in the US, and (2) it proves the persons identity. This form requires we be presented documents from list A OR B&C, shown in the lists on the slide in front of you. Original documents are required by federal law unless noted in the list, and copies are not permitted. List A documents prove both identity and eligibility to work in the US all in one document. If a list A document cannot be provided, documents from list B AND C are required. One from each B &C is required because list B documents prove identity, and list C documents prove the right to work in the US.

5W-4Federal LawVerify Social Security Card for information.VCSU ProcedureVerify before employment begins.- Required to see Social Security Card because for tax purposes it must be correctVerifies Name (First, Middle, Last), Spelling, Social Security NumberErrors caught by this verification are frequent- Errors are costly and timely for these errors

The second federal form that must be completed is the W-4. For tax purposes, we require an original social security card to be viewed when completing the form to confirm the correct social security number and correct spelling of the name. It is important these are correct for tax purposes.6Background CheckSBHE Policy Selected position as outlined in 602.3 NDUS ProcedureVCSU ProcedureAll employees (Temp & Regular) before hireAll students as acknowledged above before hireRequired 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.Two Background checks:Lived in state for past seven (7) years:ND Bureau of Criminal Investigation (BCI) - $15.00Not lived in state for past seven (7) years:CastleBranch - $65.00

VCSU policy requires that background are completed 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.

If applicable to the position, background checks must be completed before the employee is hired in PeopleSoft.

7International PaperworkWe work with students to provide a variety of documents in addition to completing the previous forms.PassportVisaI-94Legal entry to countryI-20Dates permitted in country per RegistrarSocial Security CardDrive to Jamestown with Career Services to obtain for work purposes

International student employees require additional documents in order to prove employment eligibility. A few of these forms are listed on this slide which include a Passport from their home country, a Visa permitting their travel to the US, an I-94 stapled inside of their foreign passport which demonstrates they entered the country legally through an access point, an I-20 signed by the student which tells us the duration of status the Visa is applicable (which is usually four years for students to get through college), and a Social Security Card which is obtained by the student through a trip with Career Services to the Social Security Administration Office in Jamestown.

International employees are different depending upon the Visa type. Advisement will be provided by the Employee Services Office.8Questions??

If you have any questions please contact the Employee or Career Service Offices. We are are happy to assist you in ensuring a smooth hiring process. 9, track 10971.413, track 40019.496, track 94460.18, track 44956.383, track 51512.777, track 57677.355, track 16875.02, track 23640.889, track 54281.613, track 13897.085