Hiring and Compensation
1. What is an I-9 form and who needs to complete one?
An I-9 form is the Employment Eligibility Verification Form which helps employers verify identity and eligibility to work in the United States. An I-9 must be completed when a person is hired to perform labor or services in return for wages. All permanent and temporary staff, student workers and beginning Fall 2015 part-time faculty, must complete an I-9 form.
2. What is the process for completing the I-9 form?
Every employee hired by the university must complete Section 1 of the I-9 on or before the date of hire. See HR's Electronic I-9 FAQ for more details on how to access and complete Section 1. Section 2 must be completed within three (3) business days of the start of employment. A list of acceptable documents for proving identity and employment eligibility will be presented to you after completing Section 1 of the I-9 online. Section 2 requires an employee to present original documentation that establishes identity and employment eligibility to a University representative at the Faculty and Staff Service Center in Rice Hall. Students can complete this process at the Career Center in the Marvin Center.
3. Can an employee who fails to produce the required I9 documents within the three business days be terminated and system access revoked?
Yes. An employee who fails to produce the required documents, or a receipt for replacement documents (in the case of lost, stolen or destroyed documents), within three business days of the date employment begins can be terminated. Access to systems will be revoked as well for non-compliance.
4. How do I obtain a UserID or GW email account for an affiliate?
An affiliate account may be requested online. Visit DIT's account site for details. You will be asked to log in with your UserID and password at https://my.gwu.edu/login/ in order to request the affiliate account. Please note that, by policy, an affiliate must be sponsored by a University Vice President, Dean or Department Head.
5. What happens if an employee's time is not transmitted during the normal payroll processing cycle? Can the department adjust payroll cycle data?
No. If an employee's clocking data is, for some reason, not recorded and transmitted during the normal payroll processing cycle, the department must submit an approved paper timesheet for that employee to Payroll Services. Timekeepers and supervisors will have easy, online access to employee time data.
6. Once I cancel a course with academic scheduling, does that automatically cancel the hire form?
No. Once you successfully cancel a course you must terminate the Temporary Part Time (TPT) faculty position associated with that course. To terminate, submit a manual Change in Status (CIS) form to Michele Tyner in the Dean’s Office.
7. How do I get access to Student Hire and Faculty Hire Workflow?
You must have Banner access in order to receive access to the workflow systems. Banner forms requesting access to these HRIS profiles must be reviewed and approved by the Finance and Administration Team prior to receiving HR approval.
8. What fringe rate should I use when calculating compensation cost?
Compensation is comprised of salary and fringe benefits. The fringe rate depends on the type of position (research or non-research) and the type of hire, or natural account used. For instance, hiring a non-federal work study student (charged to account 51229) for research has a fringe rate of 6.5%, whereas the same position for non-research has a fringe rate of 8.3%. If the salary for both is $1,000 then the total compensation would be $1,065 versus $1,083. Therefore, it is very important to use the correct fringe rate when calculating the total cost of compensation that is charged to your budget.