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.
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 employee data form 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 (Retained 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
MARICOPA ELIGIBILITY DECLARATION (Return to
Compensation Department)
Temporary and ASRS retired employees only.
Please check 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.
If you will be working 20 hours or more per week for
twenty weeks, then you must complete an Arizona State Retirement System
Enrollment Form and Beneficiary Form.
Once you meet the eligibility requirements, both forms will be mailed to
you.
Forms for Temporary/Student
Workers
Rev. 01/08