New Hire Paperwork

The New Hire Paperwork Checklist‎ is an overview of the forms and important points to remember, including what documents you are required to bring to Human Resources prior to your first day of work.  Please pay close attention to this checklist as it will serve as a beneficial guide to assist you with the prompt and timely completion of your employment paperwork.

  1. New Hire Information Form
    This form allows us to keep a record of your personal information, department information, and emergency contact information.
  2. New Employee Self-Identification Form
    The University of St. Thomas is an equal opportunity/affirmative action employer and is subject to certain governmental record keeping and reporting requirements for the administration of civil rights and regulations.  One of the ways to capture a picture of our workforce is to invite our employees to self-identify their race, ethnicity, disability, and veteran status on a voluntary basis at the time of hire.  This information will be kept confidential and does not identify any specific individual.
  3. Form I-9
    As a condition of employment, all U.S. employers must complete and retain a Form I-9 for each individual they hire for employment in the United States - ORIGINAL and UNEXPIRED DOCUMENTS ARE REQUIRED - NO PHOTOCOPIES.  This includes citizens and non-citizens.  On the form, the employer must examine the employment eligibility and identify document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and relate to the individual.  Employers must also record the document information on the Form I-9.  This form must be completed in-person in the Human Resources department.  See the List of Acceptable Documents for Form I-9 for the types of acceptable documents.  Bring either one document from Column "A", or one each from Columns "B" and "C".
  4. W-4 Form
    This form allows Payroll to determine the proper federal income tax withholding from your pay.  Please complete the bottom half of this form.  If you have questions about the completion of this form, contact the Payroll Department at 651-962-6494.
  5. Privileged Access Confidentiality Agreement
    The University of St. Thomas is critically dependent upon information and information systems to fulfill the organization's missions.  Employees, students, and business associates expect that reasonable and prudent measures will be taken to safeguard information entrusted to the University.  You will be asked to certify your understanding of this expectation on this form.
  6. Financial Conflict of Interest Disclosure Form
    This form acknowledges that you have read the University of St. Thomas Conflict of Interest Policy and you understand it is your responsibility to comply.  This includes the disclosure of possible conflicts of interest.
  7. Written Notice of Rights and Remedies
    This form explains your rights to view your personnel file.
  8. Direct Deposit Form (optional)
    For your convenience, employees may choose to authorize automatic payroll and/or expense reimbursement to be deposited into their checking accounts at almost any bank or financial institution in the United States.  You may designate separate accounts for payroll and/or expense reimbursements.  Instructions on how to have your paycheck directly deposited into your account are included on this form.  If you have questions about the completion of this form, contact the Payroll Department at 651-962-6494. 
  9. Background Screening Disclosure Authorization and Release Form
    As a condition of employment, background screens are conducted prior to new faculty and staff beginning their employment.  This hard copy form is used in the event your written signature is requested to verify your authorization (i.e., educational institutions).  You may also receive an email from a contracted company called Orange Tree Employment Screening, Inc.  You will need to respond to the email and provide the information requested to initiate the process, even if you have already completed and returned a signed hard copy to Human Resources.