MCCCD
NEW EMPLOYEE PACKET GUIDELINES
for Adjunct and Substitute Faculty
The
forms in the new hire packets are to be completed by employees only upon
confirmation of hire. They are not to be completed by applicants or potential
employees.
COVER
MEMO TO EMPLOYEES (To
be retained by Employee)
This
page may be customized by each campus (logo, etc.) as long as all the
information is retained. It explains what each form is for and why it is
required. It also lists additional documents that may be required and who
employees may contact with questions.
EMPLOYEE
DATA FORM (Retained
at campus)
If
there is a change on a rehire, submit the proper change form, i.e. Address/Name
change form. The original is to be retained at the campus for 5 years beyond
last date paid.
EMPLOYEE
DEMOGRAPHICS FORM (Retained
at campus)
This
information is to be kept strictly confidential. The original is to be kept by
a designated person at each campus.
SIS-FERPA/College
Records (To
be retained by Employee)
At
some time during employment, every Maricopa employee may be exposed to student
information. The importance of protecting student information cannot be
overstated.
LOYALTY
OATH (Retain at
campus)
Only
citizens and permanent residents of the
W-4
and A-4 FORMS (Forward
originals to Payroll)
These
are the federal and state tax withholding forms. It is critical that
these forms be complete and legible in order that the employee's tax records
are accurately credited. Please review the forms. Request a copy of the
employee's Social Security card. Every year Payroll receives a report from the
Social Security Administration that lists at least 100 employees who have
submitted either invalid social security numbers, or for whom the names
submitted do not match Social Security's records. This can cause a problem for
the district as well as for the employees. The district can be liable for a
fine for each employee knowingly reported incorrectly. The employees'
contributions can be sent to a suspense account and not properly credited to
their accounts. It is much easier to get it right the first time.
WAGE
WITHHOLDING FOR CHILD SUPPORT
(Forward original to Payroll ONLY for employees who are subject to
child-support wage withholding)
Employers
are required by law to ask all new hires, rehires or employees returning from
unpaid leave if they are subject to child support withholding.
I-9
FORM (Retain original at campus unless an NRA,
then send to Employee Services)
Do Not include the I-9 Form in the New Employee Packet. Include only the List of Acceptable
Documents. The I-9 Form is to be
retained by the campus where the employee was initially hired for a period of
three years or one year beyond the employee’s last date paid by the district,
whichever is longer. Employees are not
required to complete multiple I-9s when working on multiple campuses.
MCCCD
is required by
List
of Acceptable I-9 documents:
http://www.dist.maricopa.edu/hrweb/payroll/hireweb/I-9acceptdocs.pdf
CONDITIONS
OF EMPLOYMENT FORM
FOR ADJUNCT FACULTY (Retain at campus)
This
sets out the terms of employment for adjunct faculty. It is to be read, signed
and dated by the employee AND signed by Dean of Instruction, Dean of Continuing
Education or Associate Dean. Adjunct Faculty must complete this form for each
campus at which they teach.
The
MCCD Eligibility Declaration Form must be reproduced on YELLOW paper.
This will help expedite processing.
ELIGIBILITY
DECLARATION FORM FOR ADJUNCT FACULTY (Return originals to Compensation
Department)
Mark
the box or boxes that apply and return to the Compensation Department. When the Eligibility Form is reproduced it
must be copied on yellow paper. This
will expedite processing.
http://www.maricopa.edu/hrweb/payroll/hireweb/hirform2.html
Rev.
01/08