Links & Forms

Tulane Policies and Forms for Hiring New Employees

• All hires require a MIMIMUM of SIX to EIGHT WEEKS to process. We cannot get all the paperwork done in order to get people paid in less time than that. The university is cracking down on this, and at the same time they have decreased staff to process the paperwork.
• If the incoming person is not an American citizen, the paperwork will require a MIMIMUM of THREE to SIX MONTHS.
• Without an appropriate amount of time to process the paperwork, new hires will not get paid on time.
• For university purposes, all Post-Doctoral appointees are considered staff.
  
  
  Staff Hiring Process when position was advertised
  
• Complete Staff Personnel Request Form (.pdf)
• Provide a copy of the ad that was placed and a list of where it was advertised.
• Provide an official offer letter once the candidate is chosen.
• Provide an official acceptance letter from the candidate.
• Provide a job description.
• Provide the CV of the candidate.
  • If the position requires a Ph.D. you must provide a copy of the candidate's degree.
  • If the degree was obtained outside the US the Verification form must be filled out (.pdf).
• Provide a copy of the Departmental Organization Chart
• If the position was advertised you do not need to complete the Office of Institutional Equity form for women and minorities.


Staff Hiring Process when the position was not advertised


• Complete the Hiring Process Exception form (.pdf)
• Write a search waiver request letter.
  • Address the letter to Dr. Ana Lopez in the Provost's Office.
  • Explain why this particular candidate is uniquely qualified for the position.
  • Along with the form and letter, send a copy of the job description and the CV for the person you wish to hire.
• ALL OF THIS MUST BE COMPLETED BEFORE AN OFFER IS MADE!
• Once the search waiver has been approved, follow the steps listed above for hiring new employees.


Paperwork to be completed once the Applicant has accepted the Position:


• To Be Completed By The Applicant
• Payroll/Personnel Information Form (.pdf)
• Employment Eligibility Form I-9 (.pdf)
• Inventions and Proprietary Information Form (.pdf)
• W-4 (.pdf)
• Employee Withholding L-4 (.pdf)
• OSHA Form (.pdf)
• Criminal Consent Form (.pdf)
• Direct Deposit Form (.pdf)
  • (Along with this form, they must provide a voided check from the account they are using)


• To Be Completed For The Applicant
  • Payroll Action Form (.pdf)
    The Payroll Action Form must go through seven office with all of the paperwork listed above. Therefore, it takes from 3-5 weeks for the PAF to process.
    If the PAF will not be processed in time for the new hire's first pay period, the last day of the month they started, an Application for Salary Advance must be filled out (.pdf).
  • Request for Voicemail Form (.pdf)
  • Request for Long Distance Code (.pdf)
  • Request to set up an email account (.pdf)
    • Email accounts@tulane.edu with the following information: Department Name, Full Name of new hire, Position Title, Social Security Number.
  • Letter to open a bank account (.pdf)
  • Letter to authorize a Tulane ID card (.pdf)
  • Letter for landlords (.pdf)
    • Recently some landlords are asking for proof of employment and salary before they will rent. We can put the letter on official letter head and that suffices.

Orientation and Benefits


• Once the employee has arrived and all paperwork has been completely processed, they must attend orientation to fill out benefit forms etc.
• New employees cannot attend orientation until all their Payroll and Visa paperwork is fully processed, but should attend as soon as it is complete.
• Orientation is held each Friday and is REQUIRED for all new staff. The schedule for the orientations can be found here
• Before going to orientation the new employee should visit this site
  • This site will give all the information on time and location as well as what documents they must bring to orientation.
• At orientation, new hires will fill out all benefit forms and get all necessary information on health care, etc.
  • Health care coverage is retro-active to their start date.
  • If necessary the new hire and seek whatever medical treatment they need before they have filled out all the official paperwork, and then there is a simple process to have the benefits applied retro-actively once their paperwork is processed.