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Hiring/Onboarding in Compliance

Explore the comprehensive hiring, onboarding, and compliance processes at VCSU, including legal requirements, background checks, and international paperwork. Stay informed about important HR practices.

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Hiring/Onboarding in Compliance

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  1. Hiring/Onboarding Compliance Hiring/Onboarding in Compliance Training for Supervisors Meetings with Supervisors

  2. Student Onboarding Process for Onboarding

  3. Student Onboarding Process VCSU Hiring Forms I-9 W-4 Background Check* International Paperwork* Work Authorization Signed by Career Services • Supervisor Completes Work Authorization Request to Career Services HIRE *Complete only if Applicable

  4. Staff Onboarding Process for Onboarding

  5. Staff Onboarding Process VCSU Hiring Forms I-9 W-4 Background Check Fraud Video Entered to PeopleSoft. • Supervisor Request to Offer is approved by Cabinet. HIRE

  6. Forms Legal Compliance

  7. VCSU Hiring Forms • Required for PeopleSoft • Payroll Hire Form • Payroll Direct Deposit • Required by Policy • Code of Conduct • Reporting & Investigating Fraud • Designated Medical Provider • Non-Student Employees Only • Annual Notification of Policies • Employment of Relatives • Conflict of Business Interest • Fraud Video

  8. Required by Federal Law Since November 6, 1986 • All new hires must complete • Establishes the person’s identity and right to work in the US I-9 LIST B • Driver's license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address • ID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address • School ID card with a photograph • Voter's registration card • U.S. Military card or draft record • Military dependent's ID card • U.S. Coast Guard Merchant Mariner Card • Native American tribal document • Driver's license issued by a Canadian government authority For persons under age 18 who are unable to present a document listed above: • School record or report card • Clinic, doctor, or hospital record • Day-care or nursery school record LIST C • Social Security Account Number card other than one that specifies on the face that the issuance of the card does not authorize employment in the United States • Certification of Birth Abroad issued by the Department of State (Form FS-545) • Certification of Report of Birth issued by the Department of State (Form DS-1350) • Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal • Native American tribal document • U.S. Citizen ID Card (Form I-197) • Identification Card for Use of Resident Citizen in the United States (Form I-179) • Employment authorization document issued by the Department of Homeland Security LIST A U.S. Passport or U.S. Passport Card Permanent Resident Card or Alien Registration Receipt Card (Form I-551) Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine- readable immigrant visa Employment Authorization Document that contains a photograph (Form I-766) In the case of a nonimmigrant alien authorized to work for a specific employer incident to status, a foreign passport with Form I-94 or Form I-94A bearing the same name as the passport and containing an endorsement of the alien's nonimmigrant status, as long as the period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI

  9. W-4 • - Required to see Social Security Card because for tax purposes it must be • correct • Verifies Name (First, Middle, Last), Spelling, Social Security Number • Errors caught by this verification are frequent • - Errors are costly and timely for these errors Federal Law VCSU Procedure Verify before employment begins. • Verify Social Security Card for information.

  10. Background Check • Required for students with unsupervised access to students or children, or for students with unsupervised access to keys permitting this access. They are also required for all non-student employees. • Background Check Options (Paid by University): • Lived in state for past seven (7) years: • ND Bureau of Criminal Investigation (BCI) - $15.00 • Not lived in state for past seven (7) years: • CastleBranch - $65.00 SBHE Policy VCSU Procedure All employees (Temp & Regular) before hire All students as acknowledged above before hire • Selected position as outlined in 602.3 NDUS Procedure

  11. International Paperwork • We work with students to provide a variety of documents in addition to completing the previous forms. • Passport • Visa • I-94 • Legal entry to country • I-20 • Dates permitted in country per Registrar • Social Security Card • Drive to Jamestown with Career Services to obtain for work purposes

  12. Questions??

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