New Hire Paperwork

Newly hired employees or employees starting new assignments must complete required paperwork before commencing work. Paperwork is submitted electronically through the Equifax Compliance Center. The forms required are based on the employee type (see Required Documents by Employee Category table below). If an employee is starting a new assignment with any break-in-service in between, they will need to complete new paperwork

Required Documents by Employee Category

Document AP Faculty Grad Assistant Non-Student Hourly Other Salaried (Postdoc) State Classified Student
Personal Information Yes Yes Yes Yes Yes Yes Yes
I-9 Yes Yes Yes Yes Yes Yes Yes
Direct Deposit Yes Yes Yes Yes Yes Yes Yes
Emergency Contact Information Yes Yes Yes Yes Yes Yes Yes
W-2 Consent Yes Yes Yes Yes Yes Yes Yes
EEO Demographic Information Yes Yes Yes Yes Yes Yes Yes
Educational History Yes Yes
Tax Withholding Forms Yes Yes Yes Yes Yes Yes Yes
SSA 1945 Yes Yes Yes Yes Yes Yes Yes
Creative Works Policy Yes Yes Yes Yes Yes
Compensatory Time Agreement Yes* Yes
Oath of Allegiance Yes Yes Yes Yes
9 over 12 Payment Option Yes** Yes**
Colorado WINS Yes***
CSU Employee Welcome Packet Yes Yes Yes Yes Yes Yes Yes

*Yes if employee is classified as “non-exempt” per the Fair Labor Standards Act
**Yes if employee is on a 9-month salary pay basis
***Yes if employee is “covered” by COWINS per Colorado Partnership for Quality Jobs & Services Act

New Employee Paperwork Process

Receiving Paperwork

  • Employees will receive an email from donotreply@equifax.com with instructions on how to complete their assigned paperwork.
  • New Administrative Professional (AP), Faculty, Postdoc, and State Classified (SC) employees will automatically receive a paperwork packet within 24 hours of the Hiring Proposal being approved in TMS.
  • New Grad Assistant, Non-Student Hourly (NSH), and Student employees will automatically receive a paperwork packet within 24 hours of a background check determination being made (see FAQ below for employees who do not require a background check).
  • If a paperwork packet is not received, please email hr_newhireforms@colostate.edu with the employee’s Full Name, Email Address, and TMS Hiring Proposal Number (if applicable) so that a manual paperwork packet can be generated and emailed to them,

Completing Paperwork

  • Once employees receive the email to access their paperwork, they should complete all assigned paperwork in a timely manner.
  • Employees will receive an Employee Welcome Packet which contains crucial information about next steps including acquiring an e-identity, configuring DUO Authentication, and obtaining a RamCard.
  • An automatic reminder email is sent to employees every three days until the paperwork packet is completed.
  • Departments can track employee paperwork progress by signing up for email notifications from Equifax (see Setting Up Equifax Notifications in the FAQ below).
  • If Form I-9 is required, employees must complete and sign Section 1 no later than the first day of employment.
  • If Form I-9 is required, departments will set up time with employee to review presented identification and work authorization documentation to complete Section 2 of Form I-9 within three business days after the employee’s first date of employment.
All paperwork, including Form I-9 if required, must be fully completed before the assignment can be approved in Oracle.

Next Steps

  • After paperwork packet is complete, departments can submit the new assignment into the Oracle workflow for final approval.
  • Direct Deposit, I-9, W-4, and appropriate tax information will be available approximately 12 hours after Section 2 of the I-9 being completed or the assignment being created in the Oracle HR system
  • Employees will follow instructions in the Employee Welcome Packet to configure CSU email and accounts, set up accesses, and enroll in applicable onboarding and trainings.

SC to AP Conversions

When a current State Classified (SC) employee is converting to an Administrative Professional (AP) position, additional forms are required (see Required Documents by Employee Category table above). In these situations, a paperwork packet is not automatically generated and the department must request one manually. 

  • If an employee is converting from SC to AP, they must email hr_newhireforms@colostate.edu to request a paperwork packet be manually generated and emailed to the employee.
  • The paperwork packet should be requested immediately after submitting the assignment change actions into Oracle (this ensures as much time as possible for the employee time to complete the added paperwork). Important Note: HR Records cannot approve the conversion until all paperwork is complete.

Additional Information & Resources

The following information can be very useful for new employees when going through the electronic paperwork process. Please copy/paste the following and send to new employees:

  1. Receiving Paperwork
    • New Hires or New Assignments will receive an email with instructions on completing their assigned paperwork.
    • The email does not come from CSU.
    • The email comes from “donotreply@equifax.com” with the subject, “New Hire Forms – Colorado State University.”
    • The paperwork packet will be sent to the email address provided to department or that was used when applying for position (if hired through TMS).
    • Make sure to check spam or junk folders if the expected email is not received.
    • An automatic reminder email is sent every three days until paperwork packet is completed.
  2. Completing Paperwork & Next Steps
    • Employees should review all assigned paperwork carefully and complete per instructions provided.
    • After completing all other paperwork, employees will receive a link to the Employee Welcome Packet which provides guidance on important next steps including acquiring an e-identity, configuring DUO Authentication, and obtaining a RamCard. 
    • Departments will set up time with employees to complete Section 2 of the I-9 Form within the first three days of start date.
  3. Questions and/or Help
    • For questions regarding the content of forms, contact CSU’s HR Service Center at MYHR@colostate.edu.
    • For technical assistance, contact Equifax’s Employee Service Center at 888-850-8159.

Department HR staff should remind foreign national hires to contact the CSU Tax Office at BFS_ForeignTax@mail.ColoState.edu and complete a tax profile using GLACIER tax software. They also need to go through the process of obtaining a social security number from the Social Security Administration Office. (more information coming soon).

Employees must complete and sign Section 1 of Form I-9 no later than the first day of employment (i.e., the date the employee begins performing labor or services in the United States in return for wages or other remuneration). Employees may complete Section 1 before the first day of employment, but cannot complete the form before acceptance of an offer of employment.

Employers in the United States must:

  • Complete the English-language version of Form I-9.
  • Make the instructions for Form I-9 and Lists of Acceptable Documents available to the employee when completing the Form I-9 and when requesting that the employee present documentation to complete Supplement B.
  • Ensure that the employee completes Section 1.
  • Complete Section 2 within three business days after the employee’s first day of employment. If you hire an individual for less than three business days, complete Section 2 no later than the first day of employment.
  • Complete Supplement B, Reverification and Rehire when applicable.
  • Leave a field blank if it does not apply and allow employees to leave fields blank in Section 1, where appropriate.
  • Retain completed forms.

Additional guidance about how to complete Form I-9 may be found in the Handbook for Employers: Guidance for Completing Form I-9 (M-274) and on I-9 Central.

The out-of-state work location form is not automatically included in an employee’s paperwork packet as it should be completed by or with a representative of the new employee’s department. (More information coming soon).

Departments can set up email notifications from Equifax to track the status and progress of paperwork packets. Notifications can be sent at three points during the process:

  1. Paperwork packet generated
  2. Section 1 of I-9 and all other paperwork completed
  3. Paperwork packet fully completed

Email HR_IS@colostate.edu to set up notifications or update notification recipient. Notifications can only be sent to one email address so we recommend using a distribution list or the department’s HR listserv for the department’s HR staff. 

Frequently Asked Questions

Yes, the electronic paperwork system does not change the requirement to view original documents. The employer or authorized representative, must either physically examine, or examine consistent with an alternative procedure authorized by the Secretary of DHS, the original, acceptable, and unexpired documentation the employee presents from the Lists of Acceptable Documents to complete the applicable document fields in Section 2. You cannot specify which documentation an employee may present from these Lists of Acceptable Documents. A document is acceptable if it reasonably appears to be genuine and to relate to the person presenting it. Photocopies, except for certified copies of birth certificates, are not acceptable for Form I-9. Employees must present one selection from List A or a combination of one selection from List B and one selection from List C.

In situations where a current employee is hired into a new student, non-student hourly (NSH), or graduate assistant position, and does not require a background check because there is no break-in-service between assignments, departments will prompt a background check determination by entering and submitting the employee’s information into the Oracle Background Check Request Form. 

To prompt a paperwork packet, follow the instructions to Request a Background Check in Oracle with the following modifications:

  • Select “Criminal History” as the selected Request Check and note “No background check is required” in the comments section of Candidate Details (pg. 4-5).

While contradictory, this process initiates the federally required restricted party screening check but does not prompt a full background check through HireRight. An electronic paperwork packet will be generated for the employee when HR confirms the determination that a “background check is not needed.” 

Note: Do not use the “RamWelcome Only” option for this purpose. That option is specific only for volunteers welcoming new students to CSU at the Ram Welcome event.

There are specific situations in which a new employee may not need to complete a new paperwork packet. Examples of these instances include:

  • Employees changing between student and non-student hourly assignments with no break-in-service between assignments.
  • Employees being reactivated from a “Suspend” assignment status to “Active.” Since a suspended status is not considered the same as having a break in one’s work service, it does not require new paperwork.

Currently, direct deposit, I-9, and W-4 tax withholding choices are transferred into the Oracle HR system.

Additional information including Emergency Contact, EEO Demographics, and Educational History are not currently integrated into the Oracle HR system.

Forms are stored in Equifax’s Compliance Center module and they do not need to be transmitted to HR in any way.

When a new employee completes the “Personal Information” section of their electronic paperwork packet they will have the option to select a box called “SSN Applied For.” Foreign national employees will select that box and tax withholding forms will no longer be included in their paperwork packet.

When information appears in red text instead of blue, it simply means that the user (HR liaison) has clicked on that piece of linked information at some point. This can be useful for users in distinguishing which new employees they have or have not viewed or which information has already been reviewed.

Employees have the option to see Forms I-9 and W-4 in Spanish language versions in Equifax Compliance Center. 

Access Link

If an employee cannot find their initial invitation email with the Equifax Compliance Center access link, you can provide the following access link, which is the same for all employees: https://hrx.talx.com/HRX/EmploymentCenter/default.aspx?divisionid=305

Login ID

Look up the employee in the Equifax Compliance Center, click on their name to take you to their profile, and the Login ID will be listed on this main page under “Employee Info.” It is typically a text combination of the employee’s first and last name.

Password

Look up the employee in the Equifax Compliance Center, click on their name to take you to their profile, and click on the blue “Generate Pin” button located on the right hand side of the “Employee Info” page. A box will pop up asking if you are sure you want to update this employee’s password; select “OK” for a new password to be generated.

If an employee has already completed the Form I-9 in Equifax, a new paperwork packet cannot be created after-the-fact for them. Therefore, they will need to complete paper forms of all remaining required documents and enter Tax Withholding and Direct Deposit information into Oracle HR system via Employee Self-Service.

If an employee does not receive a paperwork packet, please email to hr_newhireforms@colostate.edu with the employee’s Full Name, Email Address, and TMS Hiring Proposal Number (if applicable). A manual paperwork packet will be generated and emailed to the employee.