Hiring Procedures
A number of forms and documents are required to process employment
by the University and to initiate payroll. All forms listed below
must be completed, signed, and presented to oIP for new employees
and for employees re-hired after a lapse of six (6) months. These forms should
be presented as originals to Jackie Ciccone. Jackie will prepare a PAR (Personnel
Action Request) form for approvals by Executive Director of oIP
and Vice President for Academic Affairs.
Mailing address:
Office of International Programs
MSC 5731
JMAC 6, Suite 22
Harrisonburg, VA 22807
Employment forms
For all employees -- faculty, staff, and students:
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attach a voided check |
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attach photocopy of valid passport |
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must be completed by all new employees or employees who have been separated from the university for more than 120 days |
photocopy of social security card |
required for name verification |
Please sign and date wherever necessary. These documents cannot be faxed.
For Student Assistants working in the OIP Office:
Students interested in working as office assistants in the oIP should be directed to the Student Work Employment (SWEC) website for additional information. Students eligible for Federal Work Study must be approved by SWEC:
http://www.jmu.edu/stuemploy/students.shtml
Supervisors should complete a Student Position Description which should be reviewed with the student, signed and submitted with the required employment forms above.
Notification of new policy for staff and faculty employees effective July 1, 2004:
Non-resident international employees
There are special withholding rules that apply to wages paid to international employees who are nonresidents. oIP staff are discouraged from advising on federal and state tax issues. Questions should be directed to Sherry Willis in Payroll Services (568-8034). She will see that all tax related forms are completed accurately and submitted to the correct international or governmental agency.
Additional payroll information about hiring non-residents
Honoraria to non-residents
Payroll Processing
Once the forms are processed by Human Resources, Payroll Services
will set up payroll disbursement for the next payroll date, based
on the effective dates of the PAR form. Payroll cannot be paid before
work is completed but can be paid out over time, i.e. payment of
a salary over an academic semester will be divided into equal payments
during the semester. Special instructions need to be noted on the
PAR form for specific dates that do not correspond to the usual
payroll calendar, i.e. one-time lump-sum payment, payment at end
of service. The oIP will submit forms in a timely manner, however,
final approvals by the Division VP, Human Resources, and Payroll
Services may result in payroll being delayed or set on a schedule
that differs from the original request.
For obvious reasons related to privacy, the oIP cannot formally
advise on tax exemption calculations nor can we verify amounts of
net payroll deposits. Employees should contact Payroll Services
directly at payroll-operations@jmu.edu.
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