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New Employee Documents

Below is a summary of the paperwork and documentation needed to begin work at PSU. Check out the New Employee Checklist to make your startup experience at PSU a positive one.

Be sure to visit us at the Office of Human Resources on or before your first day of work to complete all the necessary paperwork for employment and payroll. If you are unable to do so please call our staff at 503.725.4926 to discuss how to complete the required documentation. Failure to complete the required paperwork will lead to a delay in your paycheck, benefits enrollment, access to PSU email, and other systems tools. The following table lists the New Hire Paperwork and Documentation requirements:

All Employees - Required Documents
  1. Letter of Offer
  2. Employee Information Form
  3. W-4 Form
  4. I-9 Work Authorization Form & Supporting Document(s)
  5. Social Security Card

Complete these forms and bring them to HR along with the required identification documents as outlined in the I-9 form AND your Social Security Card. For remote employees who are unable to visit HR to complete the I-9 verification, follow the instructions on the Remote Hire I-9 Verification Form.

Common Questions about the I-9

Resident Aliens - Additional Required Documents
  1. Permanent Resident Card
A Permanent Resident Card is required for Resident Aliens and must be brought to HR with your completed mandatory forms.
Foreign Nationals - Additional Required Documents
  1. Work Authorization Letter (F-1 and J-1 PSU Students)
  2. Employment Authorization Document
  3. CO-NRA (Non-Resident Alien Tax Withholding Form)

If you need sponsorship from PSU (such as J-1, H-1B, or TN status), you and your hiring department will need to work closely with the Office of International Affairs as early as 3-6 months before your start date to make this possible. On your first day of work at PSU, you will need to be able to demonstrate that you are eligible to work in the U.S.

Non-Resident Alien Tax Treaties - If your home country has negotiated a treaty with the United States and you would like to claim treaty benefits, follow the instructions at Tax Treaties & Non-Resident Alien Guidelines.


 

Next Steps

Check out the New Employee Checklist if you haven't already done so. It's filled with information to help you smoothly transition into your position here at PSU. Here are some additional resources you should look into once you complete your new employee documents:

  • Explore the benefits of Direct Deposit and how to sign up

    Direct Deposit is optional but highly recommended. It provides you with the convenience of having your paycheck electronically deposited into your bank account. Enrolling and making changes are easy and can be done through Banweb.

  • Learn about building access, technology tools, and other resources

    We've created a small page to help new individuals know where to seek help for various topics such as: building access and keys, ID cards, Google tools, transportation, and more. The page will give you a brief overview of each subject and direct you to where you can learn more about them.

  • Sign up for a new employee briefing

    For benefit eligible employees, at the new employee briefing you'll be informed of topics such as Payroll, Benefits, The University, and much more. Your manager should make sure you're able to attend a breifing before or soon after your first day of work. Make sure you're signed up for an upcoming session.