WVU-HR-35
PROCESSING FULL-TIME REGULAR EMPLOYEES POLICY
PURPOSE
To outline the means by which West Virginia University processes full-time regular employees for addition to the payroll and initiation of benefit coverage in accordance with WV Board of Trustees Series 35 and 62.
SCOPE
All new or transferring full-time regular employees are covered by this policy, including those on the regional campuses.
POLICY
Employees are not to provide service to, nor receive payment from the University unless properly authorized to do so in accordance with federal and state regulations, including requisite paperwork. The Controllers Office Tax Accounting Unit must authorize all non-resident alien forms prior to the employee working. Prior to issuance of a paycheck, the employing department must complete and process a Personnel Action Form/NTAA and a Personal Data Form when hiring any employee; and, externally hired individuals must also complete a federal tax form, and the appropriate state tax form. The hiring department is to ensure newly hired persons complete an Employment Eligibility Verification Form (I-9); a Drug Free Work Place Form; a Personal Information Form (PIF); and a Longevity Form.
The hiring department is to schedule new benefit eligible employees for a processing session through the Department of Human Resources. To process for benefit coverage, the employee must bring a copy of the completed Personnel Action and Gold Forms, the federal and appropriate state tax form, their Social Security Card and Visa (F1-J1), if applicable, to the session.
PROCEDURE
Additional information regarding this policy or the proper procedures to follow can be obtained in the Guidelines for Processing Full-Time Regular Employees.
RESPONSIBILITY FOR IMPLEMENTATION
The hiring department and the employee have the responsibility of ensuring that the appropriate forms are processed in accordance with this policy. The Benefit Office in the Department of Human Resources, at 293-5700 or P.O. Box 6640, is available to answer questions or provide additional information regarding this policy.
RESPONSIBILITY FOR INTERPRETATION
The responsibility for interpretation of this policy rests with the Director of Human Resources, West Virginia University.
EFFECTIVE DATE: September 10, 1998
APPROVED BY: Scott C. Kelley, Vice President
