Payroll Clerk’s Steps for New Hires:

1)Review all required Paperwork and Documentation (see appropriate list on next page) to assure:

  • All information is complete and correct;
  • All required signatures are in place;
  • Start date entered is feasible (based on when paperwork is submitted).

2)Complete Section 2 of I-9 Form and Verify documents.

3)Complete PAR form and check to be sure Position # matches Shriver Center Request for Position.

4)Complete DBE and/or CAR form if necessary.

5)Submit Complete Packet for approval signatures.

6)Make copy of HR Packet for Personnel File and create File.

7)Hand-carry HR Packet (originals) to UMBC Human Resources.

8)Create Personnel Record in Shriver Center ShadowSystem database.

9)Create Payroll Record(s) in Shriver Center ShadowSystem database.

CHECKLISTS FOR HR PACKETS

Non-Exempt New Hire Checklist

  • UMBC Personnel Action Request Form (Hire, Rehire, Reinstatement, and Transfer)
  • Copy of Approved Personnel Requisition form
  • W-4 (and supporting documents if employee is non-resident alien)
  • Completed I-9 and Copies of Supporting Documents
  • Social Security Number Verification
  • Signed Substance Abuse Acknowledgement of Receipt form

Exempt New Hire Checklist

  • UMBC Personnel Action Request Form (Hire, Rehire, Reinstatement, and Transfer
  • Copy of Approved Personnel Requisition Form
  • W-4 (and supporting documents if employee is non-resident alien)
  • Completed I-9 and Copies of Supporting Documents
  • Social Security Number Verification
  • Signed Substance Abuse Acknowledgement of Receipt form
  • Retirement Plan Selection Form

Contingent II (Contractual) New Hire Checklist

  • UMBC Personnel Action Request Form (Hire, Rehire, Reinstatement, and Transfer)
  • Photocopy of Personnel Requisition form with appropriate signatures
  • Original Contract
  • W-4 (and supporting documents if employee is non-resident alien)
  • Completed I-9 and Copies of Supporting Documents
  • Social Security Number Verification
  • Signed Substance Abuse Acknowledgement of Receipt form

Contingent I New Hire Checklist

(Intermittent/ If & When Needed and Temporary)

  • UMBC Personnel Action Request Form (Hire, Rehire, Reinstatement, and Transfer)
  • Photocopy of Contingent Category I Requisition and Agreement with appropriate signatures
  • W-4 (and supporting documents if employee is non-resident alien)
  • I-9 and Supporting Documents
  • Social Security Number Verification
  • Signed Substance Abuse Acknowledgement of Receipt form

Graduate Assistant New Hire Checklist

  • UMBC Personnel Action Request Form (Hire, Rehire, Reinstatement, and Transfer)
  • W-4 (and supporting documents if employee is non-resident alien)
  • Completed I-9 and Copies of Supporting Documents
  • Social Security Number Verification
  • Signed Substance Abuse Acknowledgement of Receipt form
  • Supplemental Personnel Data Information Form
  • FICA Exemption Form

Student New Hire Checklist

  • UMBC Personnel Action Request Form (Hire, Rehire, Reinstatement, and Transfer)
  • W-4 (and supporting documents if employee is non-resident alien)
  • Completed I-9 and Copies of Supporting Documents
  • Social Security Number Verification
  • Signed Substance Abuse Acknowledgement of Receipt form
  • FICA Exemption Form
  • Work Permit (Students 17 and under)

SUPPORTING DOCUMENTATION:

W-4 Form:

(click here for W-4 Instruction Sheet)

W-4 Maryland

W-4 Washington DC

W-4 West Virginia

I-9 Form:

All new employees must complete and submit an I-9 form in order to be placed on the University payroll. This form verifies the employee’s eligibility to work in the United States (in accordance with the US Department of Justice Immigration and Naturalization Service).

Substance Abuse Policy and Acknowledgement of Receipt Form:

This receipt is required in accordance with the Governor’s Executive Order 01.01.1991.16. that all employees receive a copy of the policy and sign and submit the Acknowledgement of Receipt form stating that they are aware of the State/University policy regarding substance and alcohol abuse. A sample of this form is attached as an addendum to this document.

Retirement Selection Plan Form:

This form is required for Regular Exempt and Faculty employees for the selection of a retirement plan. This form does not take the place of the actual retirement application. However, it serves to expedite the processing of employee payroll (where a plan selection must be designated).

Social Security Number Verification:

Verification of SSN number must accompany documents to place an employee on the University payroll. Note that this requirement is separate from the I-9 verification. If an employee does not have a Social Security card, another form of identification with the SNN may be used for verification (i.e., W-4, Transcript, School ID, etc.)

Other General Payroll Forms can be found at or click below for specific form or information:

Direct Deposit Authorization Form and Information

US Savings Bonds Payroll Savings Application and Information

Payroll Address Form

FORMS/DOCUMENTATION REQUIRED FOR NON-RESIDENT/RESIDENT ALIENS:

(click here for Chart of Tax Forms Required for Non-Resident Aliens by Visa Type )

All of the necessary forms and information for Non-Resident Alien (NRA) payroll requirements can be found at