**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  PAYROLL:  NEW HIRES                        POLICY:  XII.D.1x
                                                 
              
Salary Advances and Early Release for Foreign Nationals

Under certain circumstances, salary advances can be obtained for
new, arriving foreign national employees if requested by the
department head.  Only full time salaried employees are eligible
for this advance.

The department head must request the advance IN WRITING by
completing a "Request for Salary Advance for Foreign Nationals"
form.  The request should be sent to the Assistant Comptroller for
Accounting Operations.  Upon approval, Payroll will inform the
requesting department when the advance will be ready.

See also Procedure 12-40, "Completing
Request for Salary Advances for Foreign Nationals."

The advance will automatically be deducted in full from the
employee's first paycheck, unless prior arrangements are made with
the Assistant Comptroller for Accounting Operations.

Department heads may also request early release of a foreign
national's final check WHEN RETURNING TO HIS/HER HOME COUNTRY, so
that the employee may have the check before departing the
University.  The departing foreign national must be a full-time
salaried employee to qualify for this early release.  The form in
Procedure 12-40 may also be used
for early release of foreign nationals' paychecks.

Submission of the I-9 Form

The I-9 Form is used to verify the identity of a new employee, and
to document their eligibility to work in the United States under
the Immigration Reform and Control Act of 1986.

All new wage employees must complete an I-9 Form within three
working days of their first day of work.  This form may be
submitted to Payroll along with the Wage Employee Form or sent
directly to the Wage Supervisor in the Department of Human
Resources.

All new classified salaried employees and faculty employees must
complete an I-9 Form.  This will be done in their Benefits
Orientation Meeting.  Questions about this meeting should be
directed to the Benefits Division (924-4342).

General questions about the I-9 Form may be directed to the Wage
Supervisor in the Department of Human Resources (Call 924-4417).


See also Policy IV.F.1, "Payroll Check
Distribution" for more information on the I-9 form.


Establishing a New Wage Employee in the PPY System

A Wage Employee Form (WEF) along with a W-4 Form and VA-4 Form
should be submitted to Payroll at least one week prior to the
employee's start date.  Also, a copy of the employee's social
security card should be stapled to the WEF for Payroll to verify
the employee's social security number.

The Departmental Payroll Contact is responsible for verifying that
the new employee is not presently on the PPY system and has only
one Home Department Code (if working for more than one department).


Establishing a New Classified Salaried Employee in the PPY System

The department must submit a Personnel Change Notice Form to the
Department of Human Resources, Classified Transactions and Records,
before the employee begins work.


Establishing a Faculty Employee in the PPY System

The Department must submit a Faculty Personnel Action Form to the
Department of Human Resources, Faculty Transactions and Records,
before the employee begins work.

NOTE:  See also the Department of Human Resources Policies and
Procedures Manual for additional information concerning new hires.


Salary Advances for Salaried Classified and Faculty Employees

The Department of Human Resources will make available a special
salary advance check only to a new employee, an employee increasing
hours of work, an employee returning from a leave of absence
without pay, or an employee transferring from another state agency
where the employee will not receive a regular paycheck on the
scheduled pay day.  This payment is AN ADVANCE and is NOT SALARY OR
WAGES for tax reporting.


ISSUED BY:                                               01/28/93  

Assistant Comptroller for
Accounting Operations          12.4.1.1