1 Boston University Medical Campus Web-New Hire - Overview

2 Requesting a UID Number 1.Request a UID Number by sending a memo (sample on page 6) with all required back-up documentation to: Interoffice address: BU Office Of Human Resources Cross Town Center 715 Albany St. Suite 400 If mailing externally add; Boston, MA If dropping off: BU Office of Human Resources - Cross Town Center 715 Albany St. Suite 400 (Do not fax or ) 2.You will be notified by the Office Of Human Resources once the UID Number has been assigned and activated (You will also receive a “Federal Job” code for any “Casual” (OT/OT) New Hire). 3. Should your new employee not have a valid social security number at that time, the Office Of Human Resources will instruct you on how to proceed. Please Note: If the Office of International Students & Scholars (ISSO) has already assigned a UID number to the employee, please inform the Medical Campus Office of Human Resources of this when requesting a UID Number.

3 Requesting a UID Number - Back-Up Documentation – Non-Graded Position Level -2 MD - Employment Code FY = Faculty FP= Faculty Pending Board Approval RD = Research Exempt Level -2 DR - Employment Code DR = Practice Plan Level -2 OT - Employment Code OT = Casual The following back-up documentation must accompany your request - All back-up MUST have ORIGINAL SIGNATURES ■ Form I (Signature & Certification date must match thewww.bumc.edu/hr employee’s signature date) ■ Photocopies of ID (which are listed on the back of the Form I-9) (i.e. passport, driver’s license, etc.) ■ Form W ■ BUMC Patent Policy - contact BUMC Human ( ) ■ Employment Application - ■ Employment Permit (Minors – under 16) (Signed By The Applicable School Superintendent’s Office) ■ Educational Certificate (Minors – 16 but under 18) (Signed By The Applicable School Superintendent’s Office) ■ Resume / CV - Curriculum Vitae (MD, DR Levels only) ■ Conflict of Interest Disclosure Form - contact BUMC Human ( ) ■ Faculty Practice Plan Agreement/Contract (Signed Copy) (DR Level only)

4 REMEMBER ■ Please enter the correct Home Base Number in the Home Base Unit Department fields. Failure to do so will prevent access to the employee’s Turnaround in the future. (For assistance contact BUMC ( ). ■ To pay an hourly paid employee for the first time, the MailCode Coordinator is required to fax the time sheet to the Medical Campus Payroll Office ( ) no later than Tuesday-Noon, prior to the scheduled Wednesday pay-run date. ■New Hires involving visas will default to “single zero tax status” until it is determined that the employee is tax exempt, at which time he/she will be notified by the Charles River Campus Payroll Office and a refund issued ( Should the employee have any questions relating to his/her tax status they can contact the Payroll Office at the Charles River ( ). ■Turnarounds and Web-New Hires are to be entered on-line no later than NOON on the Thursday prior to the scheduled Wednesday pay-run date. ■ To ensure that your new employees are paid on time pay attention to the Payroll schedules / deadlines, do not delay initiating the Web-New Hires, and monitor them thru out the signature process. ■To view the payroll deadlines and schedules visit our

5 Contacts ▪ Questions processing a New Hire? Contact: Patricia Buckley ( ) Phyllis Ciardiello ( ) Nghe Lam ( ) ▪ Questions concerning employment? Contact: Human Resources –BMC ( )

6 BUID REQUEST FOR NEW HIRE - Used for Compensated Faculty & Staff Mail Code Coordinator or Department Head to complete the following information (PLEASE PRINT): LAST NAME: ________________________________________ FIRST NAME: ________________________________________ MIDDLE INIT:_____ SS# __ __ __ -- __ __ -- __ __ __ __ DATE OF BIRTH: __ __-- __ __ -- __ __ __ __ SEX: ___ POSITION/TITLE: ____________________________________ LEV2 CD: __ __ UNIT/DEPT: __ __ __ -- __ __ __ (MD, DR, OT) REASON FOR ID: NEW HIRE UID request for Web New Hire processing DATE OF HIRE: __ __-- __ __ -- __ __ __ __ MAILCODE: ________________ MCC NAME: _________________________________________ MCC PH#: ______________MCC _________________ MCC SIGNATURE: ___________________________________ The following back up documentation must accompany this request: ▪Original Signed I-9 (with copies of ID’s) ▪Original W-4 ▪BUMC Patent Policy ▪Conflict of Interest ▪Employment Application ▪CV or Resume ▪(If DR level must also have) FPP or Salary letter HR will forward the BUID# via to the department along with the Federal Job Code. The department may then enter the new hire onto the Web New Hire System. Mail requests to: BU Human Resources, 715 Albany St., Cross Town Suite 400 (Boston, MA 02118) Or drop off at: Office of Human Resources, Cross Town Suite 400 Please call if you should have any questions.

7 THANK YOU