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APPOINTMENT PAPERS FOR
FACULTY, ADMINISTRATIVE STAF, & PROFESSIONAL STAFF

red square graphic  Ethics Training Forms

red square graphic  Forms for New Employees**

red square graphic  Forms for Returning Employees**

red square graphic  Forms for Personal Data Changes

red square graphic  Form Descriptions


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URL:  http://www.siue.edu/PERSONNEL/Employment/apptpapers.html
Published by:  Offices of Human Resources, Southern Illinois University Edwardsville
Questions regarding this section of the web site should be directed to J. Chura.
 
 
 
 

COMPLETE THE FOLLOWING FORMS
FOR ALL NEW FACULTY, ADMINISTRATIVE STAFF, &
PROFESSIONAL STAFF EMPLOYEES
(click on each form title to find detailed descriptions/instructions)
DOWNLOAD
FORM TO PRINT & COMPLETE
Link to Form
(Word doc)
Link to Form
(Word doc)
(Final applicants for Security Sensitive Positions - those involving work with children, University funds, controlled substances, or master keys)
Link to Form
(Word doc)

(Adobe)
  • NRA Tax Status Information 
    • (Use in conjunction with the I-9 Form if employee marks that he/she is an alien authorized to work until a specific date, shown just above the employee's signature and date line)          

(Word doc)

Form Instructions



Link to Form
(Word doc)
Link to Form
(Word doc)
  • Official Transcript
    • -to confirm completion of highest degree
    (Sent directly from the University/College to either HR or the hiring unit; copies of transcripts and transcripts "issued to student" are not acceptable)  NOTE:  If degree information is available via SIS, HR can access degree completion information.
Employee is Responsible for requesting from the Granting Institution
Link to Form
(Word doc)
Link to Form
(Word doc)
  • Direct Deposit (EFT)
    • (This option remains in effect until revoked by employee.  Check will be mailed to employee's address if the EFT option is not selected)
Link to Form
(Excel doc)
Link to Form
(Word doc)
 
COMPLETE THE FOLLOWING FORMS
FOR ALL RETURNING FACULTY, ADMINISTRATIVE STAFF, &
PROFESSIONAL STAFF EMPLOYEES
WHEN THERE HAS BEEN A BREAK
IN SERVICE AS INDICATED BELOW
(click on each form title to find detailed descriptions/instructions)
DOWNLOAD
FORM TO PRINT & COMPLETE
  • Applicant Data Collection Form
    • (When education/experience needs to be updated, as well as the question near the end of the form regarding criminal activity.  The employee should initial and date changes to the original form).
Link to Form
(Word doc)

Employees hired after a “break in service” must complete a new I-9 Form. A break in pay status or contract status constitutes a "break in service”.

There are only two exceptions to this rule:

  1. Tenured track faculty members who do not teach during the summer semester.
  2. Regular (union) employees who return from a layoff period.

(Adobe)
  • NRA Tax Status Information 
    • (Use in conjunction with the I-9 Form if employee marks that he/she is an alien authorized to work until a specific date, shown just above the employee's signature and date line)         

(Word doc)

Form Instructions
  • W-4 Cards
    • after a break in service of 12 months or more
Link to Form
(Word doc)
 
COMPLETE THE FOLLOWING IF YOU HAVE
. . . . Changed Your Legal Name
(Click on each form title to find detailed descriptions/instructions)
FORM
  • W-4 Cards
    • NOTE:  W-4 cards can also be used to make address changes.
Link to Form
(Word doc)
Employee's
Responsibility
. . . . Have Other Personal Data Changes
(spouse, address, directory print code changes)
FORM
   

 
 
 
 

FACULTY, ADMINISTRATIVE STAFF, & PROFESSIONAL STAFF
APPOINTMENT PAPERS SUMMARY
All forms must be completed consistently with the employee's full legal name
(as shown on Social Security card)

 
Applicant Data Collection Form for  Administrative & Professional Staff, Faculty, & Graduate Assistants
This form is required prior to offering employment to final applicants in order to complete pre-employment resume checks.  The hiring unit should forward, in rank order, the forms for the top two final applicants to the Offices of Human Resources.  At the time of hire, the individual's form will become part of his/her personnel file.  After HR completes the background check, a verified copy of this form will be sent to the hiring department, and the original will be held in a file in HR.  After six months, any unmatched pre-employment forms will be returned to the department originating the background check and may be updated and returned to HR if an individual is later hired.  If an employee is returning to SIUE for employment, this form must be updated to include employment and degree accomplishments since their previous application.  After a break in service of two years, the last statement regarding felony/misdemeanor charges must be updated either by a memo from the individual, or by initialing and dating what was previously submitted. (This form may be duplicated as needed, back-to-back.)  NOTE:  The following form (...Cert. of Understanding...) may be needed in conjunction with the Applicant Data Collection form. 
When is the APPLICANT DATA COLLECTION FORM required?
NEW APPOINTMENTS
*RETURNING EMPLOYEES 
DATA CHANGE
  
*When education, experienc and/or criminal history need to be updated. 
Employee and Supervisor Certification of Understanding the Terms of Employment Prior to Completion of a Background Investigation    No-pay or honorarium Adjunct Faculty and Adjunct Staff who are allowed to work in advance of a completed resume check will need to complete this form.  (This form may be duplicated as needed.)
When is the EMPLOYEE AND SUPERVISOR CERTIFICATION FORM required?
*NEW APPOINTMENTS
RETURNING EMPLOYEES 
  
DATA CHANGE
  
*No-pay or honorarium Adjunct Faculty & Staff 
Authorization for Release of Information    All final applicants for security sensitive positions (those involving work with children, handling university funds or controlled substances, working as security agents, and/or having access to master keys) must complete this form in full.  It is then forwarded to the Offices of Human Resources for a criminal history investigation, which must be completed and approved prior to offering the position to any applicant.  (This form may be duplicated as needed.)
When is the AUTHORIZATION FOR RELEASE OF INFORMATION FORM required?
 
NEW APPOINTMENTS
*RETURNING EMPLOYEES 
DATA CHANGE
  

*If previous appointment(s) were not security sensitive.
Social Security Card New employees must present a signed social security card in the name they wish to use at SIUE.  A new social security card must be presented (together with new W-4 cards) to change an employee's name.  This requirement is independent of the I-9.  Please submit a legible copy. 
When must the employee present his/her SOCIAL SECURITY CARD?
NEW APPOINTMENTS
*RETURNING EMPLOYEES
DATA CHANGE
 *If previous employment was under a different name.
I-9  Employment Eligibility Verification Form    New employees (with the exception of student workers and Graduate assistants) must arrive, in person, to the Offices of Human Resources, Rendleman Hall, Room 3210, to complete the I-9 form. The I-9 form must be completed by, but no later than, the close of business on the first day in pay status. The hiring department is responsible for sending the employee to the Offices of Human Resources with a memorandum indicating the start date and end date of employment. In addition, the department should provide the new employee with the List of Acceptable Documents needed to complete the form.  New employees failing to follow this procedure CANNOT be placed on pay status. For further information and clarification, please contact the Offices of Human Resources. 
When is the I-9 - EMPLOYMENT ELIGIBILITY VERIFICATION FORM required?
*NEW APPOINTMENTS
*RETURNING EMPLOYEES 
+DATA CHANGE
Non Resident Alien Tax Status Information Form    Please see the instructions first.  NRA employees, student workers, and graduate assistants must complete this form, attach required copies and submit them to the Payroll office so that SIUE may determine their proper tax status and whether treaty benefits are avilable.  NRA employees, student workers, and graduate assistants will then be contacted by Payroll to complete the required tax forms.  Employees being brought in to SIUE employment with an H1B visa do not need to complete this form.  Note - this form is additional information needed to assist the NRA employee, student worker, and graduate assistant in completion of their required W-4.  It is not necessary to send with offer letters and may be completed prior to their first date of employment.  Please contact the Payroll department with futher questions. 
When is the NON RESIDENT ALIEN TAX STATUS INFORMATION FORM required?
*NEW APPOINTMENTS
*RETURNING EMPLOYEES 
DATA CHANGE
  
 *Appropriately in conjunction with the I-9 form
W-4 Cards (federal and state)    Required for all new appointments or when there has been a break in service of 12 months or more.  It is also necessary to complete new W-4s in order to change the employee's name of record (together with a new social security card).  Changes in federal and state tax withholdings also require completion of new W-4 cards.  Address changes can also be made by submitting the new address on W-4 cards. 
When are W-4 CARDS required?
NEW APPOINTMENTS
RETURNING EMPLOYEES
(after 12-mo. break) 
*DATA CHANGE
*Legal name change or withholding change(s)
Employee and Graduate Assistant Data Collection & Data Change Form
This form must be completed after the offer of employment has been accepted.  Changes to contact information and marital status should be submitted on this form.  Changes in name and tax withholding must be made on W-4 cards (social security card must also be presented for a name change). 
When is the EMPLOYEE & GRADUATE ASSISTANT DATA COLLECTION & DATA CHANGE FORM required?
NEW APPOINTMENTS
RETURNING EMPLOYEES 
  
DATA CHANGE
  
Official Transcript    An official degree-bearing transcript for the highest earned degree must be sent to the hiring unit or to the Offices of Human Resources directly from the institution granting the degree.  The Board of Trustees requires that an official transcript be a part of the personnel file when a degree is a requirement of the position. Transcripts "Issued to Student" cannot be accepted.
When is an OFFICIAL TRANSCRIPT required?
*NEW APPOINTMENTS
*RETURNING EMPLOYEES 
DATA CHANGE
  
*For any employee who is beginning a position that requires a degree
Educational Loan Default Statement    This state required statement needs to be filed with the initial appointment papers.  Only forms containing the original signatures can be accepted. (This form may be duplicated as needed.)
When is the EDUCATION LOAN DEFULT FORM required?
NEW APPOINTMENTS
RETURNING EMPLOYEES 
  
DATA CHANGE
  
Oral English Proficiency Certification    This state required document needs to be filed with the initial appointment papers of employees who are hired to teach credit courses.  (This form may be duplicated as needed.)
When is the ORAL ENGLISH PROFICIENCY FORM required?
NEW APPOINTMENTS
RETURNING EMPLOYEES 
  
DATA CHANGE
  
Authorization for Direct Deposit of Recurring Payments (EFT)    This form is necessary for directly depositing a paycheck into the employee's personal bank account.  If the employee chooses not to have his or her check directly deposited, their check will be mailed to the mailing address provided by the employee.  Direct deposit remains in effect until this option is revoked by the employee.  (This form may be duplicated as needed.)
When is AUTHORIZATION FOR DIRECT DEPOSIT an option?
*NEW APPOINTMENTS
*RETURNING EMPLOYEES 
DATA CHANGE
  
*Initial authorization is in effect until revoked by the employee.  Bank routing changes need to be made by submitting a new form.
Waiver of Payment  This is generally used by adjunct appointees who, for various reasons, cannot or prefer not to receive payment for their affiliation with the university. (This form may be duplicated as needed.)
When is the WAIVER OF PAYMENT FORM required?
*NEW APPOINTMENTS
  *RETURNING EMPLOYEES
DATA CHANGE
  
*If returning as classified in the above description