MCCCD NEW EMPLOYEE PACKET GUIDELINES
for Temporary and Student Employees
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.
I-9 FORM (Retain original at campus)
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 at 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 at multiple campuses.
EMPLOYEE DATA FORM (Forward copy to Payroll; retain original at campus)
This information is required by the PeopleSoft system. Payroll will input the information. The original is to be retained at the campus for 5 years beyond last date paid.
EMPLOYEE DEMOGRAPHICS FORM (Forward copy to Payroll)
This information is to be kept strictly confidential. The original is to be kept by a designated person at each campus.
LOYALTY OATH (Retain at campus)
Only citizens and permanent residents of the United States complete this form. It is to be retained at the campus for 5 years beyond last date paid.
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.
FICA INFORMATION FOR STUDENT EMPLOYEES & RETIRED EMPLOYEES (Forward to Payroll ONLY if employee is retired from ASRS and working for MCCD)
Student employees are to read the information concerning FICA. Employees retired from the ASRS are to complete the bottom of the form. The form is to be returned to Payroll.