New Hire and Payroll Information

Each new hire to Penn Global must complete and return the appropriate forms to the Penn Global Business Office before reporting for work.

If you are being placed on payroll with a new staff appointment, the checklists below detail the documentation requirements for placing hires on payroll at the University of Pennsylvania. Please complete the appropriate forms according to your payroll designation.

The required documents are below:

W-4 Form
Online I-9
Signed Offer Letter
SSN Verification

eTimeSheets

Please complete the online I-9 form by clicking on the “online I-9 form” link above, and selecting Penn Global as the location. You will then be forwarded to a screen that allows you to review health care options as provided by the Affordable Health Care Act, and then to enter your employment eligibility information. Appropriate ID is required for the I-9, and original documents should be brought with you to the Penn Global Business Office when submitting your paperwork (this is typically either a current passport or the combination of a driver’s license and social security card, but the full list of acceptable documents is available upon request). 

Separate from the I-9 process, you must bring in your social security card as part of the employment process to comply with IRS regulations and the Affordable Care Act.  If you are a foreign national, then additional paperwork will be required.

 

In addition to the appropriate documents listed above, non-resident aliens are required to send these additional documents:

  • Verification of Social Security Card Form ** (If no Social Security Number, include the receipt from the Social Security Administration
  • Foreign National Information Form
  • I-94 Card (Arrival/Departure Record)
  • Picture Visa – no Visa required for Canadian citizens and permanent residents
  • Unexpired Picture Passport – if extended, please include page that shows extension
  • Immigration Document (select one of the forms listed below)
    1. I-20 for F-1 Visa

      • If on OPT, include page 3 showing the OPT dates

    2. DS-2019 for J-1 Visa

    3. I-797 for H-1 Visa

    4. I-485 for Permanent Residency

  • Employment Authorization Card (EAC) Card, if applicable
  1. Student on OPT

  2. Pending permanent Residency

  3. J-2, M-1 may work with EAD Card

Please complete the online I-9 form by clicking on the “online I-9 form” link above, and selecting Penn Global as the location. You will then be forwarded to a screen that allows you to review health care options as provided by the Affordable Health Care Act, and then to enter your employment eligibility information. Appropriate ID is required for the I-9, and original documents should be brought with you to the Penn Global Business Office when submitting your paperwork (this is typically either a current passport or the combination of a driver’s license and social security card, but the full list of acceptable documents is available upon request).

Temporary Social Security Card:

US Bank Account:

Please note: Exempt Non-Resident Aliens may be eligible for a Tax Treaty. Please ask them to visit Penn’s Payroll Tax Office at the address below once they have a valid Social Security Number and their PennWorks ‘Minimum Record’ field reads ‘OK’:

 

Payroll Tax Office
Franklin Building Room 310
3451 Walnut Street
Philadelphia PA 19104

 

*I-9 Form Requirements

 

  • You must complete Section 2 within three business days of the date employment begins.
  • If a Non-Resident Alien has not yet applied for a Social Security Number due to the 10-day suggested waiting period, check the box “SS# applied for” when completing Section 2.

**Social Security Cards

The IRS allows employers to see an employees’ Social Security card to confirm that their W-4 forms are accurate and complete. The IRS requires employers to obtain employees’ Social Security Numbers in order to complete W-2 forms. This requirement also applies to resident and nonresident alien employees.

The University staff member who reviews the Social Security card should complete and submit a “Verification of Social Security Card” form as part of the new hire packet. The form can be found on the Human Resources Website at https://www.hr.upenn.edu/docs/default-source/forms/verification-of-social-security-card.pdf?sfvrsn=8

If new hires do not have a Social Security number, be sure to instruct them to obtain one as soon as possible so their employee records can be completed.

If you have any questions about new-hire processing documentation, please contact the Human Resources – Records at (215) 898-7288.

 

 

The University of Pennsylvania does not issue paper checks as a form of payment from Payroll. In its place, you can either choose to have funds directly deposited into your US bank account, or the University will issue you an Aline Paycard that is loaded with your net pay on each payment date and can be used where debit cards are accepted. The paycard will be issued to you automatically when your information is loaded into the payroll system.

If you wish to have direct deposit, you may link to the U@Penn site here, and click on “Enroll in or Update Direct Deposit” in the “My Pay” section of the page.

eTimesheets is a web-based application that enables non-exempt employees to submit their time electronically. Please note that workstudy students and student workers are not eligible to use the eTimeSheets System.

AppleOne is the preferred temporary worker service.

AppleOne