New Hire Packet

You will receive an email from "donotreply@equifax.com" that contains important new hire documents, resources, and policies to review. Please follow the instructions and complete before your first day of work.

Forms to complete in your new hire packet

• Personal Information

• Foreign National Status
  If you are a newly hired student worker who is a foreign national, schedule an appointment with our Foreign Nationals Payroll team and they will assist you with your new hire paperwork.

• Federal Form I-9, Employment Eligibility Verification

• Federal Form W-4, Employee’s Federal Withholding Allowance Certificate

• State Tax Withholding Form

• DC Pregnancy Accommodation Notice

• Equal Employment Opportunity Self-Identify Form

• Voluntary Self-Identification of Disability Form

Resources in your new hire packet

• Can I Claim Exempt on My Federal Tax Form? flow chart

• AU Policies and Procedures

• Staff Personnel Policies

• Notice of Health Insurance Exchange

• Directions, Parking & Campus Map

Resources for graduate student workers only

• Union Information

There are a few more things to do on your first day of work:

Verify Part 2 of Your Federal I-9 Form (Employment Eligibility) within 3 days of your start date

• This is a federal requirement that shows your proof of U.S. citizenship or legal authorization to work in the U.S.
• Your offer of employment is contingent upon you providing proof of employment eligibility in the United States and must be completed no later than three (3) days of your first day of work.
• Where to verify Part 2 of your Federal Form I-9
  • The Office of Human Resources
    Walk-in, Monday - Friday, 9:00 a.m. to 5:00 p.m.
• • Offered on-site by some departments
    Check with your HR Representative for availability
• You will need to show proof of your employment eligibility when you verify Part 2 of your I-9. Acceptable, original, unexpired documents that you can use to complete the Form I-9 can be found on the U.S. Citizenship and Immigration Services Form I-9 Acceptable Documents site.

Sign-Up for Direct Deposit 

• Sign up for Direct Deposit, AU’s primary method of payment. You will need your banking information to complete the online form.
• If you do not sign up for direct deposit, you will be issued a paper check and it will be sent to your department/school of employment for distribution.

Elect to receive electronic W2 Statement

• Provide consent to receive your W2 tax statement online.
  The W-2 form is the document that employers are required to send to each of their employees and the Internal Revenue Service (IRS) at the end of the year. The form reports the employee's annual wages and the amount of taxes and is used to file tax returns each year by the April 15 deadline.

As a student worker, you are paid every two weeks (bi-weekly). It is important that you submit your online time sheet by the pay period due date to get paid on time.

Direct Deposit

• If you have not signed up for Direct Deposit, AU’s primary method of payment, you will be issued a paper check and it will be sent to your department/school of employment for distribution. Direct deposit is the fastest, most convenient way to receive your pay.

Time sheets

• Online time sheets are found on the myAU.american.edu portal under the Work@AU navigation. Bi-weekly time sheets are due every two weeks. Just fill out the time you worked and click "Sign" and it will be routed to your supervisor for signature.
• If you miss a time sheet submission deadline, enter the wrong amount of hours, or have system issues, you will need to fill out and submit a paper time sheet (available in the time sheet portal).

Payroll Schedule

Use the Bi-weekly Payroll Schedule to check when your time sheets are due and when your pay will be deposited into your bank accout or a paper check will be issued.