Loyola University Chicago

Human Resources

New Employee Forms/Packet

For all new employees, including student workers

*To print the complete new employee packet please .

  1. New Hire Packet
    Completed packet. All new employees must complete the packet in its entirety.
  2. Personal Fact Sheet
    Used for Human Resources statistics on Affirmative Action, insurance and verification of emergency contact.
  3. Federal W-4 Form
    The lower portion of this tax form must be completed, signed and dated by the employee. The top portion is a work sheet that may assist the employee with his or her decision on the number of deductions to claim. It can be changed at any time that the employee wishes. It determines the federal withholdings for the employee. Unless you are a tax accountant you may not tell the employee how to complete this form. You may, however, tell the employee that the higher the number of exemptions the employee claims the lower the dollar withholding, and vice versa. Single employees not being claimed by their parents generally put 0 or 1 or 2 as their total exemptions.
  4. Illinois W-4 Form
    Similar to the federal form, this identifies the withholdings for State of Illinois. If the employee files state income tax in a state other than Illinois the person can complete a Statement of Non-Residence in Illinois form. No deduction will be made for State of Illinois. The person will need to pay his/her state income tax either quarterly or at tax time.
  5. Employment Eligibility Verification (I-9) Form
    US Dept of Justice form required for every employee. Specific collaborative identification must be presented to a Loyola representative and then photocopied to be submitted along with the completed form. The list of acceptable identification is either on the back of the form or may be found on the intranet along with the form. The Loyola department representative must complete, sign and date Section 2 of the form for it to be valid.
  6. Direct Deposit Form
    Required of all Faculty, Staff, and Student Workers, the new employee must complete, sign and date the form and indicate whether the account is a savings or checking account [see boxes in the first paragraph]. The Transit/ ABA No. is located to the left at the bottom a the employee's personal check. The employee's account number follows this number. Please staple a personal check (with VOID clearly written across the face of the check) to this form for verification purposes.
  7. Loyola University Chicago Confidentiality Agreement
    This standardized form is used across all departments for Faculty, Staff, and Student Workers to insure confidentiality across all.

Things to Watch For:

  • Time Factor
    There are two factors that drive the timeline for submitting new hire paperwork to Human Resources:
    • The federal government requirement that no person work more than 3 days without completing the I-9 Form and showing the appropriate identification to prove eligibility to work in this country. To put teeth to this requirement, the government will (and has) done audits of employers, checking randomly to insure compliance.
    • For a paycheck to be processed, paperwork must be coded (entered into the pay system) by the Tuesday prior to the payday. Therefore, the paperwork must be submitted before payday Tuesday to insure the person will be paid on the next paydate.
  • International Employees
    The US has strict requirements on who can work in this country and how those eligible to work are taxes.
    • Eligibility to work in this country is contingent on the type of VISA or the Green Card the person holds.
      • Some individuals from international locations hold a Social Security Card that state across the front of the card, "Not Valid for Employment." This type of Social Security Card may not be used as a valid form of identification for the I-9 form.
      • F-1 Visa:  Student Visa allows the student to work only at the university where they have matriculated for an maximum of 20 hours per week as long as they are a student.
      • F-2 Visa:  Dependent or spouse of an international holder of an F-1 visa. This is NOT an authorization to work.
      • J-1 Visa:  Exchange Visitor - must work within a specific field, but not limited in hours.
      • J-2 Visa:  Dependent or spouse of an international holder of an J-1 visa. This is NOT an authorization to work.
      • H-1 Visa: Temporary Employee . limitations in terms of field of employment and hours per week.
      • Employment Authorization Card: treat as US citizen.
    • Taxation: Each country has its own treaty with the U.S. that defines how citizens from that country are taxed while working in the U.S. The treaties are complex. Loyola has purchased a software package called Windstar, housed in the WTC HR office. Internationals hired to work for the University must make an appointment with Human Resources to determine their income tax obligations.

Note: The Human Resources online forms require Adobe Acrobat Reader.