New Hire Requirements

Supervisors at UNI provide an integral role in the success of our employees and our University. This page is intended to provide information and resources to enable supervisors to support our greatest resource, our employees. Consider this site your "first stop" for the latest policies, procedures, tools and best practices.

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Forms and Resources
Forms
Credential Release Form (PDF)
Personnel Data Form (PDF)
Federal W-4 (PDF)
State W-4 (PDF)
Direct Deposit Form (PDF)
I-9 Form

Instructional Resources
CatID (MyUNIverse) Password (PDF)
I-9 Remote Completion Instructions

Policies
13.12 Policy on Use of Social Security Numbers
4.30 Policy for Conducting Pre-Employment Checks

Related Resource
New Employee: Getting Started
 


Contact Information
Joan Johannes
P&S Employment Clerk IV
Human Resource Services
027 Gilchrist

(319) 273-3424

(319) 273-2927, fax
Joan.Johannes@uni.edu

Creating a Unique
Identification Number (UID)

A unique identification number (UID) is assigned to all employees. Rather than using the employee's Social Security Number, this unique number will be used  campus-wide to identify employees.  In most cases, the offer letter should provide specific instructions to the new employee on how to establish a UID and there is a link for creating a UID on the New Employees web page.

Once the employee has accepted the position, the new employee should visit the Create My University ID (UID) and CatID web page. The department should NOT complete this step for the new employee and should never request, nor require, an employee to provide their Social Security Numbers or birthdates.

Resources:




Step 1
Offer

Pre-Employment Credential Verification and Background Checks

When the position requires a specific degree, certificate or license a credential verification must be completed. In addition, all non-temporary positions filled by an external candidate require a criminal background check. The criminal background check needs to be completed prior to the start date of employment and is only conducted after an offer has been accepted in writing. Other types of background checks may be required for certain positions.Send a copy of the signed acceptance letter, along with a competed Credential Release Form to 027 Gilchrist or fax to 319-273-2927, ATTN: Joan Johannes. Once received, HRS will send an e-link to the candidate to complete the background check.


Resources:




Step 2
Post-Offer/
Acceptance

New Hire Paperwork

New hire paperwork is required for system access, payroll, and various employment policies and regulations. All new employees should report to Human Resources to complete new hire paper on or before the first day of employment.

This will include:

  1. Personnel Data Form (PDF)
  2. Federal W-4 (PDF)
  3. State W-4 (PDF)
  4. Direct Deposit Form (PDF)
  5. I-9 Form

Step 3
Post-Offer/
Acceptance




I-9 REQUIREMENTS
Click for I-9 Remote InstructionsFederal law requires that the I-9 Form is completed no later than the close of business on the third day of a new hire's employment. Failure to do so may result in the termination of their employment and fines to the hiring department. If the new employee is not physically available to complete this form on campus, please refer to the I-9 Remote Completion Instructions.




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Date Updated:November 25, 2013