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Boston University Medical Campus Web-New Hire - Overview

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Requesting a UID Number

1. Request a UID Number by sending a memo (sample on page 6) with all required back-up documentation to:

Interoffice address: BU Office Of Human Resources

Cross Town Center 715 Albany St. Suite 400

If mailing externally add; Boston, MA 02118

If dropping off:

BU Office of Human Resources - Cross Town Center 715 Albany St. Suite 400

(Do not fax or e-mail)

2. You will be notified by the Office Of Human Resources once the UID Number has been assigned and activated (You will also receive a “Federal Job” code for any “Casual” (OT/OT) New Hire).

3. Should your new employee not have a valid social security number at that time, the Office Of Human Resources will instruct you on how to proceed.

Please Note:If the Office of International Students & Scholars (ISSO) has already assigned a UID number to the employee, please inform the Medical Campus Office of Human Resources of this when requesting a UID Number.

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Requesting a UID Number - Back-Up Documentation – Non-Graded Position

Level -2 MD - Employment Code FY = Faculty FP= Faculty Pending Board Approval RD = Research ExemptLevel -2 DR - Employment Code DR = Practice PlanLevel -2 OT - Employment Code OT = Casual

The following back-up documentation must accompany your request - All back-up MUST have ORIGINAL SIGNATURES

■ Form I-9 - available @ www.bumc.edu/hr (Signature & Certification date must match the employee’s signature date)

■ Photocopies of ID (which are listed on the back of the Form I-9) (i.e. passport, driver’s license, etc.)

■ Form W-4 - available @ www.bumc.bu.edu/hr

■ BUMC Patent Policy - contact BUMC Human Resources @ (617-638-4610)

■ Employment Application - available @ www.bumc.bu.edu/hr

■ Employment Permit (Minors – under 16) (Signed By The Applicable School Superintendent’s Office)

■ Educational Certificate (Minors – 16 but under 18) (Signed By The Applicable School Superintendent’s Office) ■ Resume / CV - Curriculum Vitae (MD, DR Levels only)

■ Conflict of Interest Disclosure Form - contact BUMC Human Resources @ (617-638-4610)

■ Faculty Practice Plan Agreement/Contract (Signed Copy) (DR Level only)

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REMEMBER

■ Please enter the correct Home Base Number in the Home Base Unit Department fields. Failure to do so will prevent access to the employee’s Turnaround in the future.

(For assistance contact BUMC Payroll @ (617-638-4596) .

■ To pay an hourly paid employee for the first time, the MailCode Coordinator is required to fax the time sheet to the Medical Campus Payroll Office (617-638-4471) no later than Tuesday-Noon, prior to the scheduled Wednesday pay-run date.

■ New Hires involving visas will default to “single zero tax status” until it is determined that the employee is tax exempt, at which time he/she will be notified by the Charles River

Campus Payroll Office and a refund issued ( Should the employee have any questions relating to his/her tax status they can contact the Payroll Office at the Charles River Campus @ (617-353-2271) .

■ Turnarounds and Web-New Hires are to be entered on-line no later than NOON on the Thursday prior to the scheduled Wednesday pay-run date.

■ To ensure that your new employees are paid on time pay attention to the Payroll schedules / deadlines, do not delay initiating the Web-New Hires, and monitor them thru out the signature process.

■ To view the payroll deadlines and schedules visit our web-site @ www.bumc.bu.edu/bsa/disbursmentsappayroll/

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Contacts

▪ Questions processing a New Hire?

Contact:

Patricia Buckley (617-638-4907) (pabuck@bu.edu)

Phyllis Ciardiello (617-638-4581) (pciardie@bu.edu)

Nghe Lam ( 617-638-4539) (nlam@bu.edu)

▪ Questions concerning employment?

Contact:

Human Resources –BMC (617-638-4610)

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BUID REQUEST FOR NEW HIRE - Used for Compensated Faculty & Staff

Mail Code Coordinator or Department Head to complete the following information (PLEASE PRINT):

LAST NAME: ________________________________________FIRST NAME: ________________________________________MIDDLE INIT:_____ SS# __ __ __ -- __ __ -- __ __ __ __DATE OF BIRTH: __ __-- __ __ -- __ __ __ __ SEX: ___POSITION/TITLE: ____________________________________LEV2 CD: __ __ UNIT/DEPT: __ __ __ -- __ __ __

(MD, DR, OT)REASON FOR ID: NEW HIRE UID request for Web New Hire processingDATE OF HIRE: __ __-- __ __ -- __ __ __ __

------------------------------------------------------------------------------------------------------------------------------------------MAILCODE: ________________ MCC NAME: _________________________________________

MCC PH#: ______________ MCC EMAIL:_________________MCC SIGNATURE: ___________________________________

The following back up documentation must accompany this request:

▪ Original Signed I-9 (with copies of ID’s)▪ Original W-4▪ BUMC Patent Policy▪ Conflict of Interest▪ Employment Application▪ CV or Resume▪ (If DR level must also have) FPP or Salary letter

HR will forward the BUID# via email to the department along with the Federal JobCode. The department may then enter the new hire onto the Web New Hire System.

Mail requests to: BU Human Resources, 715 Albany St., Cross Town Suite 400 (Boston, MA 02118)Or drop off at: Office of Human Resources, Cross Town Suite 400 Please call 617-638-4610 if you should have any questions.

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THANK YOU