Orientation Materials to be Provided to New Employees

Function:

Benefits

Procedure

New Employee Process

Contact:

Tim Orcutt

Guideline Recommendations

This document is meant to serve as a guideline for benefits administrators. Benefits material should be provided in a separate folder from other orientation materials for those employees who are eligible for benefits. Please refer to the New Employee Orientation Checklist, which contains a list of information that may be provided to new employees.

All Employees

Item

More Information

Appointment Letter

Letters of Appointment Policy

Appointment Letter template

Employee Assignment Form

Additional forms can be found on the Forms A-Z page on the RF public website

Form I-9 Employment Verification

Employment Eligibility Requirements: The I-9 Process

Code of Conduct

See also the RF Corporate Ethics and Values website page.

Notice of Privacy Practices (PHI)

Privacy and Security of Protected Health Information

Employee Work Schedule Information

Provided by Supervisor - required to have on file for part-time employees for leave accrual purposes

Payment Method - Direct Deposit of Salary

Payment Method - Additional Direct Deposit Information

Direct Deposit Enrollment and Payment Method Changes

Applicable NYS Wage Notification Form

Fillable PDF versions of the 6 forms found in Hiring/New Employee Process

Wage Theft Prevention Act (WTPA) guidance on NYS website

Additional Campus Specific and Other Information

The following table provides a list of optional material to be given to employees and links to where more information can be located:

Item

More Information

Tuition Waiver Program information (for all full-time employees)

Location Specific

Tuition Waiver Policy Statement

Bloodborne Pathogens Notice (when applicable to location or position)

OSHA (for appropriate positions)

Occupational Exposure to Bloodborne Pathogens

Tax Materials for All Employees

The following table provides a list of the tax material to be given to all employees:

Item

More Information

IRS Employee's Withholding Allowance Certificate (W-4)

RF Taxation Guidance on Employee Payments to U.S. Citizens, Permanent Residents and Resident Aliens

 

Processing Taxation and Exemption of Employee Payments to Nonresident Aliens

 

Tax Forms and Publications - Federal and State

NYS IT-2104 (Employee's Withholding Allowance Certificate)

Additional Tax Materials for US Citizens, Permanent Residents, and Resident Aliens

The following table provides a list of additional tax materials that may be given to US Citizen, Permanent Resident, and Resident Alien employees:

Item

More Information

NYS IT 2104-E (Certificate of Exemption from Withholding)

RF Taxation Guidance on Employee Payments to U.S. Citizens, Permanent Residents and Resident Aliens

 

Tax Forms and Publications - Federal and State

NYS IT-2104.1 (Certificate of Nonresidence and Allocation of Withholding Tax)

Resident Alien treaty exempt - IRS W-9

Expatriate exemption IRS 673

Additional Tax Materials for Nonresident Aliens Only

The following table provides a list of additional tax materials that may be given to Nonresident Alien employees:

Item

More Information

IRS 8233 and supporting statement from IRS Pub 519

Completing IRS Form 8233 for Nonresident Aliens Requesting Tax Treaty Exemption

Regular Employees Eligible for Benefits

The following table provides a list of the material to be given to employees eligible for benefits and links to where a sample or more information can be located. These should be provided in a separate folder from the information provided to all employees.

Item

More Information

Benefits Handbook

Located on the Your RF Benefits page under Benefits Publications on the RF website. A limited supply will be provided to campus locations if the employee requires a hardcopy, which is his or her legal right.

Online Access Information for All Employees

The following table provides online information to be given to benefits-eligible regular employees and links to where a sample or more information can be located:

Item

More Information

www.rfsuny.org

Research Foundation website home page

Login/Self Service User Name and Password

Self Service page on website

Change History

Date

Summary of Change

May 19, 2016

Updated to reflect that New Employee Orientation Checklist document now has most of the links needed; Changed from Procedure to Guidance document.

April 28, 2015

Added section "Material for Employees Working in NYC".

September 20, 2013

Corrected links and added required ACA disclosures.

September 17, 2012

Added TIAA-CREF fee disclosure information under Retirement Materials section.

July 17, 2012

Reorganized sections to reflect changes in New Employee Orientation Checklist. Added Tax Materials and Online Access Information sections. Updated links.

November 22, 2010

Added Self Service Information to Optional section.

April 29, 2010

Updated links.

February 23, 2009

Updated links and reorganized sections.

May 30, 2008

Restructured to match revised orientation checklist.

May 30, 2007

Updated links and removed references to EPSS.

April 25, 2005

Updated link to NCQA website for health plan ratings and summaries.

April 15, 2005

Added new link to GSEHP Member Handbook. Removed link to Graduate Student Employee - Summary of Benefits, which is obsolete and is being archived.

March 15, 2005

Removed obsolete links to GSEHP member handbook, which is expected to be updated and re-issued for July 2005.

September 29, 2004

Updated links to Flexible Benefits Plan, FSA Enrollment Form. Added link to Employee Handbook and Agreement form

May 20, 2003

Added Group Long Term Care Brochure.

May 14, 2003

Added NCQA Health Portal Description.

March 31, 2003

Added Graduate Student Summary of Benefits, Graduate Student Vision Care Booklet, and Notice of Privacy Practices

April 9, 2002

Add new categories "Salaried Employees Only" and "Graduate Student Employees Eligible for Benefits." Add College Savings Program, Qualified Transportation Benefits Program, and Consumer's Medical Resource. Add Graduate Student Dental Plan Brochure.

May 21, 2001

Add link to Patent Waiver and Release Agreement for all employees.

 

 

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