Resource Information on New Hire Actions and Documents

Please note: all links on this page that lead to PDFs or to another party's website will open that website in a new browser window.

Among the general documents and actions needed at the start of employment, some can be completed before the new employee arrives, others on the first day, and others early in employment. Some are managed by the employee, others by you and your Human Resources staff. Be sure all are completed.

Please also see Action Steps for more information about some of these actions and documents.

Action or Document How Completed
Employee ID Number (required for most forms and actions) School or Department Human Resources staff generates this eight-digit number after entering the new employee's job record into the PeopleSoft Human Resources Management System.
I-9 Form (employment eligibility verification) School or Department Human Resources staff provides this to employee, who completes and returns it to the local/field/department human resources office. Review the Handbook for Employers published by USCIS (United States Citizenship and Immigration Services) as a reference, for Instructions to complete the Form I-9; there are updated FAQs that are helpful: http://www.uscis.gov/files/form/m-274.pdf
W-4 or DE-4 Form (tax withholding) School or Department Human Resources staff provides this to employee, who completes and returns it. If the employee has his/her SUNet ID, the form is online in Axess.
Stanford University Employment Application Form (if not completed earlier) School or Department Human Resources staff provides this to employee, who completes and returns it to the local/field/department human resources office.
Enroll in benefts plans within 31 days from hire date Employee must enroll in desired benefits plans within 31 days from the hire date or be automatically enrolled in default plans. Employee will receive notification from Stanford Benefits on how to login to the benefits enrollment site; how quickly the new hire receives this notification is based on when the School or Department Human Resources staff enters the new employee's job record into the PeopleSoft Human Resources Management System.
Employee ID Card Employee obtains the card at ID Card Office after having completed remaining hire documentation (such as I-9), and after the job record with the hire action has been entered in the PeopleSoft Human Resources Management System by the appropriate human resources staff.
SUNet ID Employee completes online after receiving 8-digit Employee ID #.
Take Required Training Review the Staff Training flyer to ensure your new staff member gets enrolled in University-required training. Additionally, direct him/her to the Training Needs Assessment in Axess on the STARS (Training) tab to identify role-based training.
StanfordYou Update (directory and emergency contact information) Employee completes online after obtaining SUNet ID.
Direct Payroll Deposit Form Employee completes online in Axess (Employee Information tab) after obtaining SUNet ID.
Patent and Copyright Agreement (SU-18)

Employee completes online in Axess (link is on the Employee Information tab) after obtaining SUNet ID.

Note: Postdocs and Graduate Students, as well as all Faculty must also sign the Patent and Copyright Agreement; they will find the link on their 'Home' tab in Axess.

Confidential Employee Information & Systems If the new employee will be working with confidential employee records and systems, or will view employee information, a revoiew of appropriate policies and signing the financial data and systems, a review of appropriate policies and signing the Human Resources Confidentiality Expectations is required. Retain the signed original in the employee's local Personnel file.
Confidential Financial Information & Systems If the new employee will be working with financial data and systems, a review of appropriate policies and signing the Financial Systems Confidentiality Statement is required.  Send original to the Controller’s Office, 3145 Porter Drive, Corte Madera Building, First Floor.  Attn: Loretta Linderman (MC 8440).  Retain a copy in the employee’s local Personnel file.
Transportation Forms Employee can purchase parking permits or enroll in the Commute Club on theParking & Transportation site within two to five days of their start date (when information is active in the HR system) or they may obtain rail or bus passes or parking permits in person with their offer letter at the Parking & Transportation Office at 340 Bonair Siding. Note: a free, five-day 'C' parking permit or a free, four-day rail pass is issued at New Staff Orientation.
System Authority Authority to use systems needed by the new employee to do his/her job (e.g., Oracle, PeopleSoft, Remedy, etc.), and is typically completed by the local/field/department human resources professional using Authority Manager after the new hire obtains his/her SUNet ID.
Mandated Reporter of Child Abuse and Neglect

Department, Manager, or Human Resources Staff provides Communication Memo and two attachments to individuals who have contact with minors. Individual completes online form using SUnet ID. http://uhr.stanford.edu/manager-department-information

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