GAP NO. 101.1
Employment - Payroll System

I.	General
II.	Hire Form, Student Payroll Form
III.	Confirmation Employee Data Sheet
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I. GENERAL

This procedure explains how to add new employees to the Monthly or Biweekly payrolls.

The hiring process is a web-based process using the Applicant Referral tool.  Use it in conjunction with the Position Management web-based tool.  Use Position Management for creating, reclassifying, opening, reorganizing, and deleting a position.

Use Applicant Referral for the hiring process for all employees except casual labor, student labor, temporary labor, and faculty.  For these positions, work directly with Human Resources.  Applicant Referral provides an easy to use process, in a systematic manner. For assistance with the process, contact the Human Resource Information Center (HRIC).

For all, except the four types of employees listed above, complete the Hire Form using the Applicant Referral process and submit on-line.  The required approvals and authorizations are part of the on-line process. While completing the on-line form, help is available, place the cursor over the area in question and hit the F1 key. 

For casual labor, temporary labor, and faculty the paper Hire Form is completed and approved, for student labor the Student Payroll Form is completed and approved, the form is then submitted with the appropriate documentation (I-9, tax forms, foreign national forms, background check/ certification form and biographical data sheet) to the HRIC. The process you need to go through is detailed on the HR webpage.

Do not use the Hire Form to set up an individual to receive a non-compensatory award. These individuals receive scholarship or fellowship payments and are not employees of Duke University.

 

II. HIRE FORM, STUDENT PAYROLL FORM

Once the form has been completed and approved, submit to the HRIC.  If using the Applicant Referral tool, submit on-line for approval and routing. You must submit the other required forms to the HRIC. (I-9, tax forms, foreign national forms, background check/ certification form and biographical data sheet)

 

III. CONFIRMATION EMPLOYEE DATA SHEET

After Corporate Payroll Services processes the Hire Form or the Student Payroll Form, from either the on-line or the manual process, they send a Confirmation Employee Data Sheet to the employing department as confirmation of processing. The department should verify the information on the form to the information submitted. If the information is incorrect, contact Corporate Payroll Services.

It is important that the department retain the Confirmation Employee Data Sheet for reference when completing future employee changes.

 

GAP History
Issued:	March 1996
Revised:	August 2002
Revised:	November 2003