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_____________________________________________________________________________________New Student Employee Check-In Procedures
University of Colorado Colorado Springs
Employee Name: ____________________________________________________________
Department Name: _________________________Supervisor: _______________________
Department Supervisor Responsibilities
** To be completed BEFORE the employee’s first day. **
|Date |Completed |Action Item |
| | |Notify employee of their first day of work and to bring: |
| | |voided check or deposit slip/authorization form |
| | |proper identification documents for I-9 |
| | |(i.e. social security card, driver license, passport -- refer to List of Acceptable Documents on the second page of the I-9) |
| | |Direct new employee to the Forms area of the Student Employment web site to fill out the necessary forms for hire: |
| | |Personal Data Worksheet (PDW) - W-4 (CU Resources tab in portal) |
| | |I-9 - Direct deposit form |
| | |Affirmation of Legal Work Status (Top Portion ONLY) |
| | |Complete the Student Employee Position Offer (SEPO) found at and send it with the student to the |
| | |Office of Student Employment in Cragmor Hall 104 when they bring their completed initial hire paperwork (PDW, I-9,Direct Deposit, and |
| | |Affirmation). PURSUANT TO FEDERAL LAW ALL PAPERWORK MUST BE COMPLETE OR STUDENT EMPLOYEE WILL NOT BE ENTERED INTO THE SYSTEM AND IS NOT |
| | |ELIGIBLE TO WORK. |
| | |If non-US Citizen Student Employee, instruct them to bring the I20 and the F1 Certificate of Eligibility for non-immigrant status. |
** To be completed on or before the employee’s first day of work. **
|Date |Completed |Action Item |
| | |Provide employee with a hardcopy of this checklist. |
| | |Review the checklist with employee and answer any questions about the process. |
| | |Allow the employee the opportunity to complete their section/second page of this checklist, fill out necessary hire forms, take the |
| | |completed forms to the Office of Student Employment and see a Student Employment Advisor. |
| | |Personal Data Worksheet (PDW) - W-4 (CU Resources tab in portal) |
| | |I-9 - Direct deposit form |
| | |Affirmation of Legal Work Status (Top Portion ONLY) |
| | |Issue keys or access codes and begin computer program access process. |
| | |Department Specific Action Items (write in): |
** To be completed within 30 days of hire. **
|Date |Completed |Action Item |
| | |Ensure that employee has taken all required trainings (i.e. sexual harassment & information/security training—both on the SkillSoft System |
| | |in the myUCCS portal.) |
| | | |
| | |m |
| | |Review the checklist; ensure employee has completed the Check - In Procedures. |
New Employee Responsibilities
|Date |Completed |Action Item |
| | |Be sure to bring all of the following with you to complete your hire process: |
| | |voided check or deposit slip/authorization form |
| | |proper identification documents for I-9 |
| | |(i.e. social security card, driver license, passport -- refer to List of Acceptable Documents on the second page of the I-9) |
| | |Then go to the Forms area of the Student Employment Website |
| | |and complete required hire forms: |
| | |Personal Data Worksheet (PDW) |
| | |I-9 |
| | |Direct deposit form |
| | |Affirmation of Legal Work Status (Top Portion ONLY) |
| | |Log into your myUCCS portal to fill out the W-4 form. This form can be found under the CU Resources tab within 7 days of turning in |
| | |your initial hire paperwork. |
| | |This is a VERY IMPORTANT step – This form needs to be filled out to ensure your tax information is set up correctly through UCCS. |
| | |Your supervisor will complete an additional form called a Student Employee Position Offer (SEPO) which you will sign as well. Bring |
| | |the SEPO to the Student Emplyment Office with your New Hire Paperwork (from above). See a Student Employment Advisor for a brief new|
| | |hire orientation when you bring in all of your paperwork. |
| | |Visit the CU Resources tab in your myUCCS portal and use this as a reference tool for various information about work, compensation, |
| | |training, etc. Find your employee ID number under Employee Information. |
| | |Complete the following required on-line training courses/certifications within 30 days of starting your work. The courses are |
| | |available in the CU Resources tab in your myUCCS portal. To access the courses click on: Training ( StartSkillSoft |
| | |( Human Resources ( CU- Discrimination and Harassment |
| | |( Information Security ( CU- Information Security and Privacy |
| | |Complete the Conflict of Interest Disclosure Survey at: |
| | |uccs.edu/compliance/conflict-of-interest.html |
| | |Fill out any necessary retirement program paperwork. You will be required to complete this paperwork IF you fall below half-time |
| | |credits; (for a student: undergraduate half-time is 6 credits, graduate half-time is 3 credits) or IF you regularly work 40 hours per|
| | |week. |
| | |If you are working at an additional job(s) on campus, please indicate departments and supervisors here. |
| | |Department Specific Action Item (write in): |
Certification
Employee Name ____________________________Employee ID #_______________________
Employee Signature __________________________________ Date _____________________
Supervisor Name _____________________________Title ______________________________
Supervisor Signature___________________________________ Date ____________________
*Have your supervisor file this form in your departmental personnel file.*
Office of Financial Aid, Student Employment and Scholarships ( 1420 Austin Bluffs Parkway ( Colorado Springs, CO 80918
uccs.edu/stuemp ( (719) 255-3454 or 1-800-990-8227 ext 3454 ( Fax (719) 255-3650 ( Email: stuemp@uccs.edu
Last Updated: 04/17/13
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