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Payroll Hiring Process/Payroll Authorizations

How do I get a copy of a payroll authorization?
Contact Payroll located on the Payroll web page.

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When are Payroll Authorizations due?
The general rule for submission of Payroll Authorizations is two weeks prior to the effective date of the form. This is especially critical for new hires and terminations. Entry of the payroll authorization form generates a new employee's e-mail and system access.

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Why does a department need to complete and have the employee complete an I-9? What happens if there is no I-9 completed?
The purpose of this form is to document that each new employee (both citizen and noncitizen) hired after November 6, 1986 is authorized to work in the United States.

If the department does not complete an I-9 the employee will be terminated and not allowed to work until such time as an I-9 is completed. This applies to all hires, regular, temp, interns, students, etc. even if you know that the employee is a citizen or has the right to work.

Dartmouth College may be assessed severe financial penalties if we do not have accurate employment eligibility documents. And, the administrators responsible for oversight of this process may be arrested and imprisoned.

Foreign nationals who work without authorization are subject to deportation, arrest, and imprisonment per the law.

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Where do I send I-9's and W-4's?
All I-9s and W-4s need to be sent to the Payroll Office. Departments should not keep copies of these documents.

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What forms do I need to prepare to hire an employee?

  1. All - I-9 (Employment Eligibility Verification Form), and W-4 (Tax Withholding Form)
  2. Student Biweekly - W-4 and I-9 are the two documents that need to be completed by the supervisor and the employee.
  3. Student Monthly - Payroll Authorization, W-4 and I-9 are the three documents that need to be completed by the supervisor and the employee.
  4. Staff - Payroll Authorization, W-4 and I-9 are the three documents that need to be completed by the supervisor and the employee.
  5. International students/employees
    1. International students/employees may prepare an I-9 with the supervisor however; they must bring their Visa, Employment Authorization Document, Permanent Resident Alien card, I-94, DS-2019 or I-20 to Payroll.
    2. All non- U.S. citizens, except U.S. legal permanent residents must attend a check in session with the Office of Visa and Immigration Services(OVIS).
    3. Please contact them to arrange attendance at this session prior to beginning employment. Do not complete Form W-4 with your department; this will be completed with you in Payroll.

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Who is authorized to complete and sign an I-9 form? Who can eVerify a new employee?
Those authorized to complete and sign an I-9 form are those employees who are in the capacity of a full time regular position, whose normal core job duties include processing new hire paperwork which includes preparing I-9s and eVerify, and have completed and are certified through the I-9 and eVerify training. To view the most updated list of I-9 representatives, please click here. If you have inherited or was recently delegated the responsibility of preparing I-9s for your area(s), and need more information on becoming an I-9 representative, please contact Human Resources at (603) 646-3411 and ask to speak with the I-9 coordinator.

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Last Updated: 6/8/11