Human Resources
Quinn Administration, 03, 00076
p. 617-287-5150
f. 617-287-5179
Non-Benefited Employees
PRE-EMPLOYMENT PAPERWORK CHECKLIST INSTRUCTIONS
All new employees appointed to the University must complete Pre-Employment
paperwork in order to be placed on the University’s payroll. It
is recommended that you keep all of the documents together and return
to Human Resources for processing.
NOTE: Human Resources will not be able to process your paperwork
or issue you an employee number unless everything is completed and received
in a timely fashion.
SECTION ONE
Download all forms from section one with the 2008 Federal Tax Form-W4 (PDF 438KB)
Download the I-9 Form as required for all preemployment paperwork
1. Personal Data Questionnaire (PDQ)*
The appointee must complete both sides of the form, sign and date the bottom on the back of the form. Under “Education,” faculty appointees need only complete the information for degrees earned at higher education institutions.
2. State Tax Form (M-4)*
The appointee must complete the form, sign and date the bottom. There are instructions on the form to help him/her fill out correctly. Inform the appointee that he/she can change his/her tax exemptions as often as he/she wishes if not comfortable with the deductions.
3. Federal Tax Form (W-4)*
Same instructions as above, In addition, since some people are confused by the length of this form and feel compelled to complete it in its entirety, inform the appointee that the majority of the form is really a worksheet for determining the appropriate number of exemptions. Only the bottom half of the front page needs to be completed.
**Federal law mandates that Non-Resident Aliens adhere to specific requirements when completing the W-4 and/or Form 8233 (for tax treaties), please contact Human Resources, additional information may be requested.
4. Employment Eligibility Verification Form (I-9)***Please read instructions thoroughly ***
An appointee must provide documents within three days of employment that will verify identity as well as employment eligibility when completing the I-9 Form. Any one document that establishes both identity and employment eligibility (List A: e.g., U.S. Passport, Permanent Resident Card, Unexpired Foreign Passport) would satisfy the requirements for an I-9. Otherwise, a combination of documents is required to verify a person’s employment eligibility. One type of document needs to establish identity (List B: e.g., Driver’s license, School ID card with a photograph, voter’s registration card) while the other needs to establish employment eligibility (List C: e.g., U.S. social security card, original birth certificate, un-expired employment authorization document issued by the Department of Homeland Security).
SECTION TWO
(Download all forms from section two PDF 418KB)
1. Guide to the Conflict of Interest Law
The appointee will be given the Guide to the Conflict of Interest Law and will check off the appropriate box to acknowledge that he/she has received the guide and is responsible for understanding its contents.
2. Guide to Political Activity (Public Employees and Fundraising)
The appointee will be given the Guide to Political Activity (Public Employees and Fundraising) and will check off the appropriate box to acknowledge that he/she has received the guide and is responsible for understanding its contents.
3. Sexual Harassment Policy
The appointee will be given the University’s Sexual Harassment Policy and will check off the appropriate box to acknowledge that he/she has received the policy and is responsible for understanding its contents.
4. Drug-Free Workplace Policy
The appointee will be given the University’s Drug-Free Workplace Policy and will check off the appropriate box to acknowledge that he/she has received the policy and is responsible for understanding its contents.
5. University of Massachusetts Policy on Fraudulent Financial Activities
The appointee will be given the University of Massachusetts Policy on Fraudulent Financial Activities and will check off the appropriate box to acknowledge that he/she has received the policy and is responsible for understanding its contents.
6. University of Massachusetts Principles of Employee Conduct
The appointee will be given the University Of Massachusetts Principles Of Employee Conduct and will check off the appropriate box to acknowledge that he/she has received the policy and is responsible for understanding its contents.
SECTION THREE
(Download all forms from section one PDF 130KB)
1. Retirement Savings Plan:
Massachusetts Deferred Compensation SMART Plan
The federal government requires that every employee contribute to some form of retirement savings plan. Please make sure the form is filled out completely, this would allow for easy processing of your plan.” The only employees who are NOT required to contribute to the SMART Plan are employees who are participating members of the State Board of Retirement; employees retired from State service; employees age 70 or older who have elected to stop contributions to the State Retirement System; and students enrolled in and regularly attending classes in the institution in which they are employed (active UMass students enrolled in six or more credit courses). Employees who participate in the Massachusetts Teachers’ Retirement System are NOT exempt from paying into this plan.
2. Commonwealth Health Care Connector
The University of Massachusetts (UMASS) and The Commonwealth of Massachusetts have established a Section 125 ("cafeteria") plan for the state's employees who are not eligible to receive state-subsidized health insurance through the Group Insurance Commission (GIC)—for example, contract employees and most employees who work fewer than the required hours for GIC coverage in order to purchase health insurance on a pre-tax basis from the Commonwealth Choice Program available through the Commonwealth Health Connector.
This plan offers two significant benefits. First, through Commonwealth Choice, you can choose from an array of health insurance carriers that offer three different benefit levels, co-payments, and premiums. Commonwealth Choice plans are offered by major Massachusetts health insurance companies. All Commonwealth Choice plans carry a Seal of Approval from the state's Health Connector. This Seal of Approval ensures high quality and good value. Second, after you choose a plan, UMass will arrange for you to pay for this health insurance coverage by making pre-tax payroll deductions from your bi-weekly paycheck. This means that you will not have to pay state or federal income taxes on the cost of your health insurance premiums. While UMASS will not contribute to the cost of the plan you choose, purchasing plans on a pre-tax basis can make health coverage more affordable. We encourage you to take advantage of this program!
3. Direct Deposit
Your payroll check will be deposited directly into your account: checking, savings, credit union etc. The University now offers up to four simultaneous accounts you can have your payroll check deposited. On the bottom of your personnel check, to the left side, you will locate a nine-digit transit number, alongside these series of numbers will be your account number, place these EXACT numbers on the direct deposit form (**Note: A VOIDED check must be submitted for all checking accounts). If the appointee wishes to have his/her check deposited into a savings account, he/she should contact the bank to get the transit (routing) number and account number.
***NOTE: Direct Deposit will take effect in 2 pay cycles.