UW System policy governing the payment of employees from other System institutions allows the UW-Whitewater Human Resources Department to payroll any System employee directly without transferring money to the home institution. This procedure does require, however, that the employee have an original I-9 form on file at UW-Whitewater on or before the first day of the employee's UW-Whitewater assignment.
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PROCEDURE:
- Hiring department sends a memo to the Office of Graduate Studies and Continuing Education, 2013 Roseman (e-mail: lenchoc), with the following information about the employee:
- Name
- Social Security number
- Home institution and department
- Mailing address
- Title and brief description of assignment
- Date(s) of assignment
- Amount to be paid
- 10-digit fund, program and org code(s) to be charge
- Payments of $1,000.00 or more require prior approval from both the buying (UW-Whitewater) and the selling (employee's home campus) institutions. In these situations, Graduate Studies will prepare an "Overload Request Form for Unclassified Employees" and secure the signatures of the hiring department's Chair and Dean. The form is then forwarded to the employee, who is responsible for obtaining the appropriate signatures at his or her campus and returning the form to UW-Whitewater.
- Graduate Studies determines if the employee has a valid I-9 form on file at UW-Whitewater. If not, the employee is sent a blank I-9 form with instructions that it must be completed, verified and the original returned on or before the first day of his or her assignment at UW-Whitewater.
- The employee can have the I-9 verified by taking the form and original supporting documents (such as a Social Security card and a driver's license, or a passport) to the Human Resources department at their home institution or to the UW-Whitewater Human Resources Department in Hyer 330 (8:00 a.m. to 4:30 p.m., Monday through Friday).
- Note that UW-Whitewater cannot request a copy of the I-9 on file at the employee's home institution. System policy specifically states that a separate I-9 must be completed for our campus.
- Payment requests received by the 25th of the month will be paid on the "End of the Month" payroll, provided the employee has returned the original I-9 form and the "Overload Request Form" (when required) prior to the first day of his or her assignment at UW-Whitewater. The employee will receive a separate check (or direct deposit) generated around the 10th of the following month.
- If the employee has direct deposit for his or her regular paychecks, this payment will automatically be deposited in the same account. Direct deposit statements are sent to the employee's home department.
- If the employee does not have direct deposit, the actual paycheck will be sent to the UW-Whitewater Human Resources Department and mailed from there to the employee's home address unless otherwise requested.
- As with payments to UW-Whitewater employees, org codes other than those from Fund 102, 105, 114, 115 and 402 will be charged for salary and fringe benefits.
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