New Hire Paperwork

New Hire Paperwork Packet

Download the Staff New Hire Checklist and work with your employee to complete the new hire paperwork as soon as you receive approval from HR.

The paperwork listed in the Staff New Hire Checklist is required to be completed on or before the first day of employment, unless otherwise noted. Failure to do so on a timely basis can cause delays in employee pay, benefit eligibility, access to UC systems and other employment-related tasks.

Once the employment forms are completed and signed, please upload them to the New Hire Paperwork BOX Folder. Please combine and upload all hiring documents as one file, and include the employee's name in the file name.

New Hire Forms – see Staff New Hire Checklist for more details and forms

• Oath (Required)
• Compensatory Time Off (CTO) Agreement Forms (Select Appropriate Form)
• Statement Concerning Social Security (Student & Limited Term Hires Only)

Additional Forms (If Applicable):

• Child Abuse Notification
• Elder Abuse Notification

Form I-9:

The employee can complete Section 1 of the online form as early as day the employee has accepted an offer of employment, but no later than the employee’s first day. Section 2 of the online form must be completed by the designated employer representative (usually the supervisor or hiring manager) within 3 business days of the employee’s date of hire. Both the employee and designated employer representative will receive an email from I-9 Tracker with instructions on how to access the online form.

I-9 List of Acceptable Documents(2023)

Additional training for locations can be found at:  I-9 Tracker Training

Position Descriptions:

Locations are responsible for obtaining a copy of the new hire’s job description (JD) from JDX Job Builder. (All staff positions other than students.)

JDX Job Builder job descriptions can be found in your My Employees Quick Link and you can Preview Pane and download a copy for printing.

As a reminder, supervisors are expected to review the position description with the new hire on their first day.

If you have questions about position descriptions, please reach out to your HR Analyst.

ADDITIONAL NEW HIRE INFORMATION

Background Verification and Fingerprinting

Background Investigation Manual - Risk Management

Employee Collective Bargaining and Probationary Period Information

Collective Bargaining Contracts

Probation Report Instructions & Summary

Employee Probationary Report Form

Benefits Information

Benefits Eligibility

Systemwide Benefits Information

New Employee Benefits Orientation  

Workers' Compensation - English

Workers' Compensation - Spanish

Workers' Compensation Notification - Pharmacy Benefit Network (English/Spanish)