Hire/Rehire Required Forms Checklist

Instructions:

Complete all forms as noted in the checklist below. Include Employee ID on all forms. Follow the instructions on where to send each form as stated below. You can print this checklist (PDF) if you prefer.

Form	Retention	Link	New Hire	Rehire
State Oath of Allegiance	Keep in the employee’s personnel file	Go to: Berkeley Regional Services (BRS) Work Authorization Requirements page: Work Authorizations Requirements \| Berkeley Regional Services	Required US Citizens only	Required even with a 1 day break in service
Patent Policy Acknowledgement	Keep in the employee’s personnel file		Required – All Employees (Rehire: required even with a 1-day break in service)
Employment Eligibility Verification Form I-9	Departments should work with their respective BRS regional Onboarding Team(s) Refer questions related to I-House or Cal Performances should be referred to their HR group(s).	Onboarding Newly Hired Berkeley Employees \| Berkeley Regional Services-Work Authorizations/I-9 UC Berkeley uses the online Tracker I-9 system and no longer uses paper I-9 forms.	Required for all new hires/anyone receiving remuneration from the University	See the Rehire Work Authorizations Requirements page for more details
Demographic Data Transmittal	Form now completed/retained online in UCPath		Optional	Optional
UC Federal/State Withholding Allowance Certificate UC W-4/DE 4	Form now completed/retained online in UCPath		Required	Conditional
UC Federal-State Non Resident Alien Withholding Allowance Certificate UC W-4NR/DE 4	Completed in conjunction with the employee’s Glacier record	Glacier/Foreign Tax Compliance System	Required	Conditional
Payroll Earnings Distribution Authorization (Direct Deposit)	Enrollment form now completed/retained online in UCPath		Optional	Optional
Health and Welfare Plans Flexible Spending Accounts	Enrollment now online through UCPath		Conditional Benefits Packages
Statement Employment not Covered by Social Security	Form is included in the DocuSign packet for new employees.		Conditional
UC Policy on Substance Abuse to comply with Federal Drug Free Workplace ActPrint the following documents at the links shown, give to the employee, and check the box that you have done so: Campus Substance Abuse Policy Resources on Drugs and Alcohol and dealing with Substance Abuse Other policies: Conflict of Interest for Public Officials			Required
Workers’ Compensation Pamphlet: Time of Hire	Included in the DocuSign packet for all new employees. The Acknowledgement page is retained in the employee’s personnel file.	Instructions & Acknowledgement Form (PDF) Pamphlet (English version) (PDF) Pamphlet (Spanish version) (PDF)	Required