It's all in the paperwork new employees need to file documents with HR

8:08:21 AM CDT - Thursday, August 26, 2004

By Amy Geiszler-Jones

When new employees start work at the university, their first stop should be the Human Resources Center to make sure all the necessary forms are on file, advise HR officials.

A new WSU policy went into effect this summer stating that all new employees, from faculty to staff to students, can't begin their jobs or do work for WSU until all required university forms are properly completed and on file with appropriate offices.

The new policy came about during a review of compliance issues, according to Frankie Brown, assistant director of human resources.

With this new policy, WSU is looking to comply with federal guidelines requiring employers to obtain certain documents from new employees to ensure they are eligible for employment. For example, HR officials are required to file what's called an I-9 form, an Immigration and Naturalization Services form, for both U.S. and non-U.S. citizens. The form is to be completed either before employees start their WSU job or within three business days. New employees also have to provide a Social Security card, for tax-withholding purposes, and a photo ID. Most employees tend to use their driver's license, say HR officials.

While the I-9 form is important, other forms are required as well, according to Nancy Thompson, records and transactions manager in human resources. The most important form initially is the OHR (Office of Human Resources) 300 form, an appointment form that must be sent to HR by the hiring department before an employee can begin their job. If the employee is filling a grant-funded position, OHR's form 320 is required. All forms can be found online at HR's Web site, http://webs.wichita.edu/?u=humanr&p=.

Consequences can be rather severe for incorrect or late documentation. WSU's new policy states that failure to comply will be grounds for immediate disciplinary action, including termination. Federal fines for late or incorrect documentation can range from $100 to $1,000. You can find section 3.20, which is this initiation of employment policy, in the online WSU Policies and Procedures Manual.

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