• Authorization for Release of Information (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF)
• Foreign Visitor Tax Assessment Form (PDF)
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Personal Data - Name Address Form (XLS)
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

Note: All forms except the Affirmative Action Hiring Record and PAF are completed by the employee at orientation.

• Civil Service Application Information
• Authorization for Release of Information (PDF) (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF) *
• Foreign Visitor Tax Assessment Form (PDF) *
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Personal Data - Name Address Form (XLS) *
• W-4 Forms*
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Only required if the employee has been separated from the university for a period of more than one year, however, make sure that the information on file in HRS is still current.

Note: All forms except the Affirmative Action Hiring Record and PAF are completed by the employee at orientation.

• Foreign Visitor Tax Assessment Form (PDF)
• Job Not Covered by Social Security (SSA Form 1945) (PDF)

• Benefit Usage (must be turned in for the final benefit payout)
• Resignation form (available to be signed in Human Resource Services)

• Authorization for Release of Information (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF)
• Foreign Visitor Tax Assessment Form (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Personal Data - Name Address Form (XLS)
• Resume
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* The top section of the I-9 must be filled out on the first day of employment. Section two must be filled out and copies of the documents must be made by the third day and sent to HRS immediately.

• Authorization for Release of Information (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF) *
• Foreign Visitor Tax Assessment Form (PDF) *
• Mandated Reporter Acknowledgment Form (PDF)
• Personal Data - Name Address Form (XLS) *
• Resume
• W-4 Forms*
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Only required if the employee has been separated from the university for a period of more than one
year, however, make sure that the information on file in HRS is still current.

• Application
• Foreign Visitor Tax Assessment Form (PDF)
• Resume

• 2 Letters of Recommendation
• 9 Over 12 Policy and Form (DOC)
• Authorization for Release of Information (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF)
• Foreign Visitor Tax Assessment Form (PDF)
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Official Offer Letter & Acceptance
• Official Transcript
• Personal Data - Name Address Form (XLS)
• Resume
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

• 2 Letters of Recommendation, if applicable
• 9 Over 12 Policy and Form (DOC)
• Authorization for Release of Information (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF) *
• Foreign Visitor Tax Assessment Form (PDF) *
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Official Offer Letter and Acceptance Letter
• Official Transcript, if applicable
• Personal Data - Name Address Form (XLS) *
• Resume, if applicable
• W-4 Forms*
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Only required if the employee has been separated from the university for a period of more than one
year, however, make sure that the information on file in HRS is still current.

• 2 Letters of Recommendation, if applicable
• 9 Over 12 Policy and Form (DOC)
• Employee's Acceptance Letter
• Foreign Visitor Tax Assessment Form (PDF)
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Official Offer Letter, if applicable
• Official Transcript, if applicable
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

• Benefit Usage form (must be turned in for the final benefit payout)
• Letter of Resignation/Retirement

• Authorization for Release of Information (PDF) - background check, if applicable *
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF)
• Federal Selective-Service Registration Compliance
  • Note: Form is page two of the Graduate Assistantship Application Form
• Foreign Visitor Tax Assessment Form (PDF)
• Graduate Assistant Assignment Approval Form (PDF)
• Graduate Assistantship Application Form (PDF)
• Graduate Assistantship Employment Application Evaluation (DOC)
• Mandated Reporter Acknowledgment Form (PDF)
• Graduate Assistant Offer Letter Templates
  • Graduate/Staff Assistant Offer Letter (DOC)
  • Graduate Research/Teaching Assistant Offer Letter (DOC)
  • Graduate/Staff Assistant for Law School Offer Letter (DOC)
  • Graduate Research/Teaching Assistant for Law School Offer Letter (DOC)
• Personal Data - Name Address Form (XLS)
• Personnel Action Form (PAF) (XLS)
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Required if hired into a security sensitive position.

• Authorization for Release of Information (PDF) - background check, if applicable **
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF) *
• Federal Selective-Service Registration Compliance *
  • Note: Form is page 2 of the Graduate Assistantship Application Form
• Foreign Visitor Tax Assessment Form (PDF) *
• Graduate Assistant Assignment Approval Form (PDF)
• Graduate Assistantship Employment Application Evaluation (DOC)
• Graduate Assistantship Application Form (PDF)
• Graduate Assistant Offer Letter Templates
  • Graduate/Staff Assistant Offer Letter (DOC)
  • Graduate Research/Teaching Assistant Offer Letter (DOC)
  • Graduate/Staff Assistant for Law School Offer Letter (DOC)
  • Graduate Research/Teaching Assistant for Law School Offer Letter (DOC)
• Mandated Reporter Acknowledgment Form (PDF)
• Graduate/Staff Assistant Offer Letter (DOC)
• Graduate/Staff Assistant for Law School Offer Letter (DOC)
• Personal Data - Name Address Form (XLS) *
• Personnel Action Form (PAF) (XLS)
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Only required if the employee has been separated from the university for a period of more than one
year, however, make sure that the information on file in HRS is still current.

** Required if hired into a security sensitive position.

• Authorization for Release of Information (PDF) - background check, if applicable
• Employee's Acceptance Letter
• Federal Selective-Service Registration Compliance *
  • Note: Form is page two of the Graduate Assistantship Application Form
• Foreign Visitor Tax Assessment Form (PDF)
• Graduate Assistant Assignment Approval Form (PDF)
• Graduate Assistantship Application Form (PDF)
• Graduate Assistantship Employment Application Evaluation (DOC)
• Graduate Assistant Offer Letter Templates
  • Graduate/Staff Assistant Offer Letter (DOC)
  • Graduate Research/Teaching Assistant Offer Letter (DOC)
  • Graduate/Staff Assistant for Law School Offer Letter (DOC)
  • Graduate Research/Teaching Assistant for Law School Offer Letter (DOC)

* Required if transferring from a business unit which had not previously required this form or if not already on file.

Note: No Graduate Assistant already committed to a full-time appointment can be hired without the written release of the original employing department or unit.

• Independent Contractor Certified Work Statement (XLS)
• Independent Contractor Memorandum (DOC)
• Independent Contractor Questionnaire (PDF)

• 2 Letters of Recommendation
• 9 Over 12 Policy and Form (DOC)
• Authorization for Release of Information (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF)
• Foreign Visitor Tax Assessment Form (PDF)
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Official Offer Letter & Acceptance
• Official Transcript
• Personal Data - Name Address Form (XLS)
• Resume
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

• 2 Letters of Recommendation, if applicable
• 9 Over 12 Policy and Form (DOC)
• Authorization for Release of Information (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF) *
• Foreign Visitor Tax Assessment Form (PDF) *
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Official Offer Letter & Acceptance Letter
• Official Transcript, if applicable
• Personal Data - Name Address Form (XLS) *
• Resume, if applicable
• W-4 Forms*
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Only required if the employee has been separated from the university for a period of more than one
year, however, make sure that the information on file in HRS is still current.

• 2 Letters of Recommendation, if applicable
• 9 Over 12 Policy and Form (DOC)
• Employee's Acceptance Letter
• Foreign Visitor Tax Assessment Form (PDF)
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Official Offer Letter, if applicable
• Official Transcript, if applicable
• Resume, if applicable

• Benefit Usage form (must be turned in for the final benefit payout)
• Letter of Resignation or Retirement

• 2 Letters of Recommendation
• 9 Over 12 Policy and Form (DOC)
• Authorization for Release of Information (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF)
• Foreign Visitor Tax Assessment Form (PDF)
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Official Offer Letter & Acceptance
• Official Transcript
• Personal Data - Name Address Form (XLS)
• Resume
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

• 2 Letters of Recommendation, if applicable
• 9 Over 12 Policy and Form (DOC)
• Authorization for Release of Information (PDF) (PDF) - background check, if applicable
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF) *
• Foreign Visitor Tax Assessment Form (PDF) *
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Official Offer Letter & Acceptance Letter
• Official Transcript, if applicable
• Personal Data - Name Address Form (XLS) *
• Resume, if applicable
• W-4 Forms*
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Only required if the employee has been separated from the university for a period of more than one
year, however, make sure that the information on file in HRS is still current.

• 2 Letters of Recommendation, if applicable
• 9 Over 12 Policy and Form (DOC)
• Employee Acceptance Letter
• Foreign Visitor Tax Assessment Form (PDF)
• Job Not Covered by Social Security (SSA Form 1945) (PDF)
• Official Offer Letter, if applicable
• Official Transcript, if applicable
• Resume, if applicable

• Benefit Usage form (must be turned in for the final benefit payout)
• Letter of Resignation or Retirement

• Authorization for Release of Information (PDF) (PDF) - background check, if applicable *
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF)
• Foreign Visitor Tax Assessment Form (PDF)
• Mandated Reporter Acknowledgment Form (PDF)
• Personal Data - Name Address Form (XLS)
• Personnel Action Form (PAF) (XLS)
• W-4 Forms
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Required if hired into a security sensitive position.

Please note: A department can use a spreadsheet to do a salary adjustment, correction to pay rate, appointment end date change or termination for five or more students. Fill out one PAF, leaving the employee ID, name and position number blank. Attach a spreadsheet with the name, employee ID and position number of each student to whom the change should apply.

• Authorization for Release of Information (PDF) - background check, if applicable **
• Declaration of Status (PDF)
• Ethics Orientation for New Hires (PDF) *
• Foreign Visitor Tax Assessment Form (PDF) *
• Mandated Reporter Acknowledgment Form (PDF)
• Personal Data - Name Address Form (XLS) *
• Personnel Action Form (PAF) (XLS)
• W-4 Forms*
  • Federal W-4 (PDF)
  • Illinois W-4 (PDF)

* Only required if the employee has been separated from the university for a period of more than one
year, however, make sure that the information on file in HRS is still current.

** Required if hired into a security sensitive position.

Please note: A department can use a spreadsheet to do a salary adjustment, correction to pay rate, appointment end date change or termination for five or more students. Fill out one PAF, leaving the employee ID, name and position number blank. Attach a spreadsheet with the name, employee ID and position number of each student to whom the change should apply.

• Authorization for Release of Information (PDF) - background check, if applicable
• Foreign Visitor Tax Assessment Form (PDF)
• Personnel Action Form (PAF) (XLS)

Please note: A department can use a spreadsheet to do a salary adjustment, correction to pay rate, appointment end date change or termination for five or more students. Fill out one PAF, leaving the employee ID, name and position number blank. Attach a spreadsheet with the name, employee ID and position number of each student to whom the change should apply.

• Personnel Action Form (PAF) (XLS) *

* Only required if termination differs from the appointment end date on original PAF.

Please note: A department can use a spreadsheet to do a salary adjustment, correction to pay rate, appointment end date change or termination for five or more students. Fill out one PAF, leaving the employee ID, name and position number blank. Attach a spreadsheet with the name, employee ID and position number of each student to whom the change should apply.

• Volunteer Agreement *
  • Instructional - Volunteer Agreement for Adjunct Faculty (XLS)
  • Non-Instructional - Volunteer Services Agreement (XLS)
• Authorization for Release of Information (PDF) - background check, if applicable
• Mandated Reporter Acknowledgment Form (PDF)

* If non-resident, need copy of insurance coverage while in the US. Access to IT resources should be requested through DOIT forms.

• Volunteer Agreement *
  • Instructional - Volunteer Agreement for Adjunct Faculty (XLS)
  • Non-instructional - Volunteer Services Agreement (XLS)

* If non-resident, need copy of insurance coverage while in the US. Access to IT resources should be extended by submitting a new request using the DOIT forms.

Transfer

• Volunteer Agreement *
  • Instructional - Volunteer Agreement for Adjunct Faculty (XLS)
  • Non-instructional - Volunteer Services Agreement (XLS)

* If non-resident, need copy of insurance coverage while in the US. Access to IT resources should be extended by submitting a new request using the DOIT forms.

• Joint Appointments - Research (XLS)

Note: If non-resident, need copy of insurance coverage while in the US. Access to IT resources should be extended by submitting a new request using the DOIT forms.

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