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Non-Benefited Hire Checklist

New Hire – I-9 to be completed

  1. Post your non-benefited or student vacancy using the online system!  It’s easy – see Main Menu>Recruiting>Non-Benefited Position Req.  For help, see our Instructional Resources page.
  2. Once you have a candidate to hire, double check top candidate’s answers to Disclosure Statement questions found within the “Application” icon by “viewing questionnaire” link.  If the candidate has marked “YES” to a felony or violation of employer policy – work with the Staffing/Employment Partner to ensure the hire is reviewed and approved/denied by the VP of the hiring unit.
  3. An offer (may be verbal) must be made to the person being hired, and that offer accepted.  All UW offers are contingent on the candidate passing a background check and/or motor vehicle records check if necessary.  If a background check is necessary – that employee may not start work until the background check returns.  Background checks typically take 7-10 business days to complete.  If you are unsure if a background check needs to be run on a candidate, you may consult with HR at 307-766-5604.
  4. Complete hiring paperwork and route for signatures (if necessary).  Departments will be required to submit hiring paperwork to HR a minimum of 5 days in advance of employee’s start date.  This provides time for the hiring paperwork to move through the department(s) for necessary signatures and time for HR to process the paperwork once received.  No paperwork is necessary if the hire is being filled from the pool of online applicants from the original posting - only a “prepare for hire” will need to be provided to Amanda Schneider in a timely manner.
    • The hiring paperwork must be filled out with the employee’s legal name (name on Social Security card to comply with IRS information), correct birthday and correct Social Security number.  Please be sure to mark the “International” box to indicate the hire of an international person.
    • If hiring paperwork is being submitted, please attach a completed “Disclosure and Certificate of Applicant” from the individual being hired.  The form can be found on our Forms page.  Check the top candidate’s answers to Disclosure Statement questions.  If the candidate has marked “YES” to a felony or violation of employer policy – work with a Staffing/Employment Partner to ensure the hire is reviewed and approved/denied by the VP of the hiring unit in writing.
  5. Once HR Records processes the hire information – the candidate will now be able to complete Section I of the Electronic Form I-9.  This must be completed ON or BEFORE their 1st day worked.  To complete the form, the employee will need to sign into HRMS Self-Service.  To obtain initial login information, an employee can visit the IT Login Information page, or go to WyoWeb and click “Obtain Username and Initial Password.”
  6. Once Section I of the Electronic Form I-9 is completed, the employee has up to 3 business days after their start date to complete Section II of the Electronic Form I-9, which is completed by HR at our office – located in Wyoming Hall room 139.  Due to federal law, failure to complete the I-9 within the appropriate time frames as outlined above will result in the employee’s automatic termination and that individual must cease work immediately. Departments may also be subject to fines, related to audits by the State or Federal Government, for any late hires.
  7. An employee may also complete a Direct Deposit Form and/or W-4 Form and submit to Payroll.  The forms are available on Payroll's website page.
  8. A list of all current UW Regulations and Presidential Directives can be found on General Counsel's webpage.

Re-Hire With Break in Service

  1. Once you have a candidate to hire, double check top candidate’s answers to Disclosure Statement questions found within the “Application” icon by “viewing questionnaire” link.  If the candidate has marked “YES” to a felony or violation of employer policy – work with the Staffing/Employment Partner to ensure the hire is reviewed and approved/denied by the VP of the hiring unit.
  2. An offer (may be verbal) must be made to the person being hired, and that offer accepted.  All UW offers are contingent on the candidate passing a background check and/or motor vehicle records check if necessary.  If a background check is necessary – that employee may not start work until the background check returns.  Background checks typically take 7-10 business days to complete.  If you are unsure if a background check needs to be run on a candidate, you may consult with HR at 307-766-5604.
  3. Call Human Resources to verify if I-9 is current, 307-766-5604.  If an I-9 needs to be completed, then the steps above – starting at Step 4 all apply.  If an I-9 does not need to be completed, follow the steps below.
  4. Complete hiring paperwork and route for signatures (if necessary).  Departments will be required to submit hiring paperwork to HR a minimum of 5 days in advance of employee’s start date.  This provides time for the hiring paperwork to move through the department(s) for necessary signatures and time for HR to process the paperwork once received.  No paperwork is necessary if the hire is being filled from the pool of online applicants from the original posting - only a “prepare for hire” will need to be provided to Amanda Schneider in a timely manner.
    • The hiring paperwork must be filled out with the employee’s legal name (name on Social Security card to comply with IRS information), correct birthday and correct Social Security number.  Please be sure to mark the “International” box to indicate the hire of an international person.
    • If hiring paperwork is being submitted, please attach a completed “Disclosure and Certificate of Applicant” from the individual being hired.  The form can be found on our Forms page.  Check the top candidate’s answers to Disclosure Statement questions.  If the candidate has marked “YES” to a felony or violation of employer policy – work with a Staffing/Employment Partner to ensure the hire is reviewed and approved/denied by the VP of the hiring unit in writing.
  5. An employee may also complete a Direct Deposit Form and/or W-4 Form and submit to Payroll.  The forms are available on Payroll's website page.
  6. A list of all current UW Regulations and Presidential Directives can be found on General Counsel's webpage.

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Human Resources - Employment

Campus: 139 Wyoming Hall

1000 E University Ave Dept 3422

Laramie, WY 82071

Office Hours: Monday - Friday

Regular: 8:00 am - 5:00 pm

Summer: 7:30 am - 4:30 pm

Phone: 307-766-5604

Fax: 307-766-5607

Email: jobapps@uwyo.edu

1000 E. University Ave. Laramie, WY 82071
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