Instructions for Payroll Sign-Up

Iowa State University requires the following information for the purposes of satisfying Government regulations, maintaining Human Resource Services files, and processing payroll.  No persons outside the University are routinely provided this information.  If the employee fails to provide the required information, their first day of employment may be delayed.  All forms in the Payroll Sign-Up packet are to be completed and signed in ink on or before the first day of employment.  If an employee has been previously employed by Iowa State University, please call the Human Resource Service Center at 294-4800 to determine if the employee needs to update their employment paperwork.

U.S. DEPARTMENT OF JUSTICE EMPLOYMENT ELIGIBILITY VERIFICATION (I-9):

U. S. Citizens & Lawful Permanent Residents:  The Federal Immigration Law requires a completed I-9 Form to be kept on file for every employee hired after November 6, 1986. 

Section 1 of the I-9 Form must be completed by the employee on or before their first day of work. 

Section 2 of the I-9 Form is to be completed by the Human Resource Service Center or a department representative within the first three days of employment. The employee must present an original, unexpired document from List A OR one original, unexpired document from BOTH List B and List C. The lists of acceptable documents are on the back of the I-9 Form.  For each document accepted the employer should fill in the document title, issuing authority, document number and expiration date in Section 2.  If a Social Security card is used as a form of ID under List C of the I-9 Form, the department representative should print the employee's name as it appears on the card.  Social Security cards that say "Not valid for Employment" should not be accepted as documentation for Section 2 of the I-9 Form, but can be used to verify a Social Security Number for payroll purposes. Additionally, the department representative should fill in the employee's start date as well as their own name, title, date, and signature.

International (Non-immigrant) Employees & Noncitizen Nationals of the United States:  Non-immigrant employees and Noncitizen Nationals of the United States need to complete the I-9 Form in the Office of International Students and Scholars, Room 3248, Memorial Union, on or before their first day of work.  Employees need to submit the completed I-9 Form to the Human Resource Service Center in 3810 Beardshear Hall and will complete the remainder of the payroll sign up forms. Persons may contact the Office of International Students and Scholars at 294-1120.

All Employees of Iowa State University must be 14 years of age or older.

Persons who are 14 or 15 years of age require an Iowa Child Labor Law Form obtained from their high school principal or the Iowa Workforce Development Center and a copy of their birth certificate.  These documents must be filed along with the I-9 Form.

Persons who are 16 or 17 years of age require either an Iowa Child Labor Law Form or a copy of their birth certificate.  These documents must be filed along with the I-9 Form.

METHOD OF PAYMENT - OFFICE & HOME ADDRESS INFORMATION:

Employee must clearly print their name at the top of the form.

ISU uses direct deposit to pay employees.  Iowa State payroll, student loans, and financial aid and any other University payments will all be direct deposited to the same account. A check marked "void" for the account into which they want their pay deposited can be taped to the form in lieu of completing the first box (ATM cards, check cards or Deposit slips will not be accepted).  Additionally, the employee must select "Checking" or "Savings" for the type of account. 

Iowa State University can no longer send a direct deposit (ACH) transaction to a foreign bank account. If you choose to have your payroll/student refund/travel reimbursement direct deposited and do not have a domestic bank account you may open a free bank account associated with your ISUCard at US Bank. The University assumes no liability for direct deposit (ACH) transactions that are returned due to the fact that the account receiving the direct deposit is identified by the receiving financial institution as a foreign bank account. Questions? Call 515 294-4363

All students, faculty and staff must complete the "Work Address & Employment Status Information" and "Home Address" sections.  Employees must select their pay base, indicate their status as a student or non-student, and select their preference for displaying their home address information in the ISU Directory.

Employee must sign and date the form.

All future changes to addresses, either campus or home and banking information need to be made via Access Plus. 

EQUAL OPPORTUNITY:

ISU is an Equal Opportunity/Affirmative Action employer and complies with all applicable federal and state regulations.  The Federal Government requires employers to collect statistical information on employees. The employee should clearly print their name at the top of the form, fill out the statistical information requested, sign and date the form.

FEDERAL AND STATE W-4 FORMS:

All employees must complete both the Federal AND the State of Iowa W-4 forms using the name as shown on their Social Security card.  The employee must use their permanent address, sign and date the form.

If the employee is a non-immigrant and their country has a tax treaty with the U.S., they can complete the forms in the Payroll Office in 3608 ASB once they have their permanent social security number.  They will need to have their Passport & Visa with them in order to complete these forms. For additional information regarding tax treaties or specific tax questions, contact the Payroll Office at 294-6556.