Info for New Hires

All new employees, upon acceptance of employment, are furnished with the required forms from the Human Resources Office.

These forms must be completed and returned in person to either the Human Resource Office, Payroll Office or other designated location. The forms are as follows:

Immigration and Naturalization Service (INS) Form I-9, Employment Eligibility Verification (PDF). The employee cannot be authorized to work without a completed and signed document. This is a Federal regulation, which requires Saint Mary's College to collect and maintain this documentation on each new employee. These I-9 forms are subject to review at any time by Federal agents. The purpose of the form is to verify that each new employee is legally eligible to work in the United States.

Complete Form W-4 (PDF) this enables the Payroll Office to withhold the correct Federal income tax from your pay. If you fail to submit a completed Form W-4 your status will be automatically setup as filing Single with 0 exemptions, as required by law. Because your tax situation may change, you may want to refigure your withholding each year.

Form DE-4(PDF) This form enables the Payroll Office to withhold the correct State income tax from your pay. As is the case with Federal tax withholding, if a form is not submitted your tax filing status will be setup as Single with 0 exemptions.

Faculty and staff please note: Once the Payroll Office has received the completed forms mentioned above, as well as an ESF (Employment Status Form) from Human Resources you will be assigned an ID number. This number can be used for the issuance of a Saint Mary's College photo ID card that allows you free admittance and/or discounted rates to all athletic and other College events, as well as discounts in the College bookstore. You will also be asked to furnish this number for your on campus e-mail address. ID Pictures are taken in the Business Office between the hours of 9 a.m. and 3 p.m., Monday through Friday.

Automatic deposit of your net payroll is available to all employees. Net pay can be sent to any bank in the USA with which the employee has an account. A direct deposit of payroll funds authorization form (PDF) is available from the Human Resource or Payroll Offices. Depending on the timing of the receipt of the completed form, the electronic transfer will normally take effect on your next payday. Pay stubs will continue to be forwarded as indicated above.