103 Employment Documentation
Approval: Approved by the President on January 1, 2005
Authority: Board of Governors Policy 1.2.040
Responsibility: Director of Human Resources
Purpose: In order to be employed by UCM, certain documents must be presented that establish identity, verify eligibility to work in the United States, and make provisions for appropriate federal and state tax withholding. Other information is required to establish a Personnel File.Required Forms for Faculty & Staff
- Federal Withholding W-4 Employee's Withholding Allowance Certificate, Internal Revenue Service
- State of Missouri Withholding W-4 Employee's Withholding Allowance Certificate, Missouri Department of Revenue
In order to complete the federal and state W-4 forms, individuals must have a U.S. Social Security Number or evidence that they have made application for a SSN. A copy of the Social Security card or numbered receipt from the Social Security Administration must be attached to the W-4 forms. The Office of Human Resources and the Payroll Services Office will not process the initial Payroll Action Form until the individual has properly completed both federal and state W-4 forms and submitted them to Payroll Services.
- I-9 Employment Eligibility Verification Form, Bureau of Immigration and Citizenship Services, Department of Homeland Security
Individuals must establish both identity and work eligibility via the federal I-9 form, by presenting one or two identified documents as printed on the back of the I-9 form. Departments may not place individuals on payroll and may not allow individuals to perform work, until this documentation has been presented. Allowing an individual to work more than three business days without having presented proper documentation may subject the hiring department to significant federal fines. For a list of Acceptable Documents to present with an I-9 form click here.
- Personnel Data Sheet, Human Resources database file
The information in the HR database file is used to compile statistical reports requested from various internal and external sources. It is confidential to the highest extent possible.
- Employee Personal Information, Office of Human Resources
This form is used to maintain an employee's emergency contact information and information for the Campus Telephone Directory.
- Immunization Form, U.S. Center for Disease Control, State of Missouri
The UCM Board of Governors, per recommendation of the U.S. Center for Disease Control and the Missouri Department of Health, requires all incoming freshman, transfer students, and employees to present documentation showing immunity to Measles, Mumps, and Rubella, and demonstrate a negative history for active tuberculosis. This form, when completed, is returned to the University Health Center. Please see Board of Governors Policy 1.2.110 for further information.
- Physical Examination/Drug Testing
Certain university positions require that the applicant meet specific health-related requirements of the job. Employees in specific positions on campus are subject to physical examinations and/or drug testing. Such requirements are identified in the position description, and include selected positions in the Physical Plant, the Multipurpose Building, and Skyhaven Airport. Of these positions, there are three situations when a physical examination/drug test may be required: pre-employment/post-offer physical examinations, mandatory random drug testing during employment, and post-accident drug testing. A final applicant whose drug screening test result is confirmed as positive will not be offered employment.
- Background Checks
Background checks may be conducted on job applicants applying for sensitive positions. These include positions involving security, child care, and financial responsibilities. The information collected is that pertaining to the quality and quantity of work performed by the applicant, the applicant's attendance record, education, and other issues that can impact the workplace. The university can make inquiries regarding criminal records during the pre-employment state. This information cannot be used as a basis for denying employment unless it is determined to be due to job-related issues or business necessity. The university can collect credit information consistent with the guidelines set forth by the Federal Credit Reporting Act. Information attained from background checks will be used as part of the employment process and kept confidential to the extent possible.