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
Letter of Offer Employee Information Form Form I-9 with Lists & Supporting Document(s)	Complete these forms and bring them to HR along with the required identification documents as outlined in the I-9 form. For remote employees who are unable to visit HR to complete the I-9 verification, follow the instructions below. Common Questions about the I-9

All Employees - Required Documents

Letter of Offer
Employee Information Form
Form I-9 with Lists & Supporting Document(s)

Complete these forms and bring them to HR along with the required identification documents as outlined in the I-9 form. For remote employees who are unable to visit HR to complete the I-9 verification, follow the instructions below.

Common Questions about the I-9

Resident Aliens - Additional Required Documents
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
Work Authorization Letter (F-1 and J-1 PSU Students) Employment Authorization Document 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.

Foreign Nationals - Additional Required Documents

Work Authorization Letter (F-1 and J-1 PSU Students)
Employment Authorization Document
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.

For benefit-eligible employees, the New Employee Orientation provides information on Payroll, Benefits, the University, and much more. Make sure you're able to attend an Orientation on, or soon after, your first day of work. Benefits-Only Information Sessions are also available for a deeper dive into the details of health insurance and optional benefits.

Instructions for 3rd Party I-9 Verification

The Authorized Representative (HR personnel of a public, federally accredited university/community college, or a notary public outside the state of California) must view the employee’s original, physical, ID documentation as per federal regulations and complete section 2 of the I-9 as if they were us at PSU. They should use their own name and title, but Portland State University as the organization name, and our address: 1600 SW 4th Ave suite 518 Portland, OR 97201.
(optional but preferred) The Authorized Representative (HR personnel of a public, federally accredited university/community college, or a notary public outside the state of California) can Email (askhrc@pdx.edu) or fax (503-725-5896) copies of the forms and ID documents to us as a placeholder until we receive the originals in the mail (see step 3). We cannot accept digital copies from the employee themselves.
Either the Authorized Representative (HR personnel of a public, federally accredited university/community college, or a notary public outside the state of California) or the employee must physically mail us the original forms and the original copies made of the ID documents.
1. Mail to: PSU Human Resources PO Box 751 Portland, OR 97207