Academic Administration

New Hire Guidelines for Incoming Part-Time Faculty

Congratulations on accepting your new Faculty position at The University of Toledo! Please review the following next steps regarding new hire paperwork and the faculty onboarding process.

Step 1: Sign Offer letter

1. Your College Business Manager or a Department contact should send your Offer letter, which outlines the terms of your employment.
   
   
2. This offer letter must be signed in accordance with the UT electronic Signature policy and can be signed with an Adobe Digital ID or it can be printed, hand-signed, scanned and returned to your department.
   1. Please note, digital signatures from other verifiable platforms may also be accepted (example: DocuSign, PandaDoc)

Step 2: Complete required Pre-Hire Forms

1. Before you can be formally hired you will be required to complete the following:
   
   1. I-9 with your hiring department (in-person appointment required)

1. 1. 1. Your hiring department will send you an invitation via email from Intellicorp to complete Section 1 of your I-9. 
      2. Once Section 1 has been completed, the department will contact you to schedule an in-person appointment to confirm your original documents and complete Section 2 of the I-9.

 **This step must be completed in-person and your forms of identification must be original and still valid.

Please refer to the USCIS website List of Acceptable documents for which documents to present.

https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

b. Complete your Background Check

1. 1. 1. Your hiring department will initiate a background check invite sent to you via email. You will receive an email from Intellicorp, to begin the background check process. You will need to complete the following for your background check to be completed:

1. Domestic Background Check

1. 1. 1. 1. 1. Authorization and Disclosure forms providing Intellicorp permission to complete your background check for employment purposes.
            2. Entering your information into the candidate portal.

1. 1. 1. 2. International Background Check

1. 1. 1. 1. 1. Authorization and Disclosure forms providing Intellicorp permission to complete your background check for employment purposes.
            2. Entering your personal information and address history into the candidate portal.
            3. Intellicorp may request additional information, require additional forms, or submit documentation required by the country in which your background check is being run. This documentation should be submitted as soon as possible and is required in order to complete your background check.

Please note: The link to complete you background checks does expire. If you believe your link has expired, please reach out to your hiring department.

c. Submit recent CV and Official Transcripts to Department contact

d. Complete Personal Information Form (PIF) and submit to Department contact

Step 3: Faculty complete additional Payroll forms

New Faculty must complete the following required Payroll forms and return to their Department contact:

• • STRS New Hire Notification
  • STRS Notice of Re-Employment as a Teacher (Form 50-150)- To only be completed by rehired retirees  
  • Statement Concerning Your Employment in a Job not Covered by Social Security (SSA-1945)
  • State Tax Withholding Form (Michigan or Ohio, not both) Ohio Form ; Michigan Form

Additional information and Payroll forms can be found here Payroll Forms

Step 4: “Welcome New Rocket!” Email and UTAD activation

Once your information has been entered into Banner you will receive an automatic “Welcome New Rocket!”  email to the email address you provided on your PIF.

This welcome email will include your Rocket ID and prompt you to complete the following:

1. 1. Create UTAD access & Email
   2. Set Up Multifactor Authentication 
   3. Login to your MyUT Portal and go to your New Faculty Tab

Step 5: Accessing New Faculty Tab and Completing Post Employment Forms

Once you have activated your UTAD account you can access your New Faculty Tab through your MyUT portal  

Payroll Forms

• • STRS New Hire Notification
  • STRS Notice of Re-Employment as a Teacher (Form 50-150) - To only be completed by rehired retirees  
  • Statement Concerning Your Employment in a Job not Covered by Social Security (SSA-1945)
  • State Tax Withholding Form (Michigan or Ohio, not both) Ohio Form ; Michigan Form
  • 9 Month Faculty Pay Option Selection Form to request deferred pay

In this tab you will be asked to complete post-hire dynamic forms.

PLEASE NOTE: these Post Employment forms cannot be completed until after your UTAD has been activated and your position has been entered into the Banner system:

1. 1. Ethical Conduct Statement
   2. Fraud Hotline Acknowledgement Form
   3. Inventions and Reporting Statement
   4. Standards of Conduct Policy Review 3364-25-01

Faculty working on Health Science Campus must also complete the following post hire dynamic forms

e. Drug Free Work Place, 3364-25-104.1
f. Expected Behavior of Employees

The New Faculty Tab also has information and links to complete the following:

• Request New/Replacement Rocket Card (ID badge)
• Request Door Access for HSC Proxy Card
• Request/ Update Parking Permit
• Submit Vaccine Records or Exemptions request
• Set up Direct Deposit
• W4 Federal RTax Exemptions or allocations
• Provide Emergency Contacts
• Verify and Update Personal Information (ex: addresses, phone number, personal email address etc.)
• Benefits enrollment (must be completed within 30 days of start date)

New Faculty have access to the New Faculty Tab for 120 days after their start date.