Employment Forms for New Hires
All new employees are expected to complete some of their new hire paperwork prior to their first day of employment.
If a new employee is hired into a benefited position, these forms should be reviewed, with as much as possible being complete upon arrival to the official orientation. Orientations are scheduled through the Office of Human Resources Management at 718-817-4930.
Upon securing a candidate for a position, all Hiring Managers should submit a Record of Hiring Form to the Office of Institutional Equity and Compliance, located in Cunniffe House - Room 111 at the Rose Hill Campus.
Purpose: To collect biographical/demographic information.
If the employee is hired into a non-benefited position, it is important that this form include salary information with appropriate approvals. If the employee is hired into a benefited position, then an appointment letter or signed faculty contract must be sent to Human Resources in advance of the orientation.
Please view the deadline schedule before informing employees of the expected payment date.
If you are hiring an employee who is a student, this completed form must be included with the new hire packet. It ensures that the department and student are aware of Fordham University policy regarding work hours for students.
Notice of Employee Rights (for hourly employees)
Under New York City's Earned Sick Time Act (Paid Sick Leave Law), certain employers must give their employees sick leave. By law, employers who must provide sick leave must give this written notice to new employees when they begin employment.
Purpose: To certify that all new employees (both citizen and non-citizen) are authorized to work in the United States.
Section 1 must be completed on or before the first day of employment. Section 2 must be completed by an authorized signer in your department or a representative in the Office of Human Resource Management within 3 business days of your start date.
The employee must bring the appropriate original documents certifying identity and employment eligibility. The list of acceptable documents can be found on Page 3 of the form.
If they are a non-resident alien authorized to work in the United States, they must make an appointment with Michelle Tomlinson, Financial Analyst, to complete the W-4 Federal Tax Form and the IT-2104 New York State Tax Form and to discuss any possible tax treaties the United States might have with the country from which their Visa was issued. Please have them schedule an appointment as soon as possible by sending an email to email@example.com.
Notice and Acknowledgement of Pay Rate and Payday (Select one of the four forms below.)
Purpose: Employers must notify employees, in writing, at the time of hiring of the rate of pay and the regular pay day designated by the employer as well as obtain a written acknowledgement from each employee of receipt of this notice.
There are multiple versions of this form. Please choose the one that best meets the description of the position type.
Note: If you need one of the alternate language versions (Chinese, Haitian Creole, Korean, Polish, Russian or Spanish), please contact HR or visit the NYS Department of Labor site.
Purpose: The W-4 form ensures that the employer withholds the correct federal income tax from their paycheck. All new employees must complete a W-4 Form. The original W-4 will reside in the Payroll Department.
Purpose: The IT-2104 form ensures that the employer withholds the appropriate amount of New York State (and if applicable NY City and Yonkers) withholdings from their paycheck. All new employees must complete this form as Fordham University is a NY State employer.
New employees must complete either the IT-2104 or the IT-2104 E, not both. If someone wishes to claim exempt status from local taxes, they may refer to the box at the top of the IT-2104 E to see if they qualify.
Purpose: This form must be completed in addition to the IT-2104 if the employee does not live in one of the five boroughs in New York City.
Purpose: To provide accurate banking information to the Payroll Department in order to deposit their pay into their checking and/or savings account on payday in lieu of a live check.
Once payroll receives the form they will set up the employee's paycheck to electronically deposit funds into the bank account(s) designated on the form. The first paycheck received will be a live check. Payroll will be performing a “pre-note” test to ensure that the banking information received is accurate. If the “pre-note” test is successful all future funds will be transmitted electronically. If there is a problem, Payroll will contact the employee directly.