New employees are required to complete the below listed paperwork on or before their scheduled start date. Forms may be completed in person at the Office of Human Resources or electronically at the following link: https://www.etsu.edu/human-resources/df/preemployment.html.
Please note: Supporting documents for the federal Form I-9 and the state Tennessee Lawful Employment Act (TLEA) must be valid and verified in person. Individuals are not authorized to begin work until the required paperwork has been received.
Remote employees who cannot complete the I-9 page 2 in person on or before their start date may be able to use an Authorized Representative near their location to process their I-9.
Required Pre-Employment Documents
- I-9 Form Refer to the list of acceptable I-9 verification documents on page 3 of the I-9 form and the list of TLEA Verification Documents (the same document may be used to satisfy both requirements).
W-4 Form
Direct Deposit Form
Social security card (for payroll purposes)
Retirement Election Enrollment Forms Regular benefited employees only. Retirement benefits for regular benefited employees begin day one (1). Please review the HR Employee Retirement webpage for details about retirement options and links to enrollment forms. Retirement enrollment forms should be returned to Human Resources no later than the end of the first week of employment.
Other Required Documents
- Transcripts (when applicable) An official transcript from a degree granting university must be received within 60 days of your appointment. See the instructions below for how to submit an official transcript.
Current or Returning employees should contact the Office of Human Resources to determine what pre-employment paperwork (if any) is required.
Form I-9
On or before your first day of employment, please present a completed Section 1 of Form I-9 and your work eligibility documents in person to Human Resources or an HR authorized agent. The United States Citizenship and Immigration Service's Form I-9 Instruction Guide provided instructions for completing the I-9 and a list of acceptable verification documents. Any additional questions should be directed to the Office of Human Resources.
There are certain situations that do not require an I-9. An I-9 is not required if the employee is non-paid and non-benefits eligible, seasonal, or returning from an approved temporary break. A seasonal employee for I-9 verification is an employee who routinely returns to employment in the same or similar position within the same department/unit with a break in service of less than one year.
The chart below explains common examples with the appropriate actions necessary. If you have any additional questions or are unsure about a particular situation, please immediately contact Human Resources at (423)-439-4457.
| Type of Employee | New I-9 Required? | Form Action | Explanation |
|---|---|---|---|
| New hire in a paid position | Yes, a new I-9 is required | Employee completes Section 1 Employer completes Section 2 | The I-9 is required to verify authorization to work in the US for wages of other remuneration. |
| Volunteers/no pay who are not receiving remuneration | No | None | I-9 is intended to check work eligibility for compensated employees only. |
| Current employee who is changing positions without a break in service | No | None | Employment was never terminated so their original I-9 is still valid. |
| Rehire who has had a break in service greater than 1 year or whose current I-9 is older than 3 years | Yes, a new I-9 is required | Employee completes Section 1 Employer completes Section 2 |
HR retains the I-9 for up to 3 years after the initial date of employment or 1 year after the termination date, whichever is later. |
| Rehire who has had a break in service less than 1 year or whose current I-9 is less than 3 years | No. Section 3 of previous I-9 will be completed. |
Employer verifies employee is still eligible to work and completes Section 3 of previous
I-9. |
HR retains the I-9 for up to 3 years after the initial date of employment or 1 year after the termination date, whichever is later. |
| Seasonal employee returning to the same position following a seasonal break in service of one year or less | No | None | Seasonal employee so their original I-9 is still valid. |
| Current employee's immigration status changes | No. Section 3 of previous I-9 will be completed. | Employee provides a new unexpired document from List A or List C. Employer completes Section 3 of previous I-9. | Employment eligibility must be updated prior to expiration of previous document. |
| Employees hired on or before November 6, 1986, who are continuing in their employment and have a reasonable expectation of employment at all times | No | None | I-9 was not required until that date so employees with a start date predating that deadline are grandfathered in. |
| Employees not physically working in the US | No | None | Work has to be performed within the US to require an I-9. |
| Independent contractors and employees provided by a contractor service (employee leasing/temp agency) | No | None | Contractors are responsible for their own documents. |
Tennessee Lawful Employment Act Verification Document
The Tennessee Lawful Employment Act (TLEA) requires all employers in Tennessee to demonstrate that they are hiring and maintaining a legal workforce. This requirement is satisfied by a new hire submitting one of the documents featured in the list above. Some of the documents in the TLEA list of verification documents overlap with the documents required for the I-9. A document can be used for both the TLEA and the I-9.
W-4 Form
Complete Form W-4 so that your employer can withhold the correct federal income tax from your pay. Consider completing a new Form W-4 each year and when your personal or financial situation changes.
The IRS has issued strict regulations regarding the taxation and reporting of payments made to non-U.S. Citizens. As a result, payments made to you (international hires) may be subject to U.S. income tax and reporting to the IRS. GLACIER is an efficient and effective way to manage tax liability. For more information regarding GLACIER paperwork, please visit https://www.etsu.edu/bf/auxiliaries/default.php.
Social Security Card
ETSU requires employees to show an original social security card for payroll purposes.
Official Transcripts
If a transcript is required as a condition of your employment, you must request an official transcript to be submitted to the Office of Human Resources by the degree granting university of record within 60 days of your first day of employment. In order to be considered official, the transcript must be mailed or emailed to Human Resources directly from the degree granting university.
Mailing Address:
East TN State University
Office of Human Resources
1276 Gilbreath Drive – Box 70564
Johnson City, TN 37614-1707
Email:
The number of transcripts required is determined by your position classification. Please see the Official Transcript Policy for more information.
- For administrative positions, a transcript showing completion of your highest degree is required.
- For faculty, all degrees graduate level and above must have a corresponding transcript even if the degree is not related to your discipline of study at ETSU.
- For an adjunct assignment, only transcripts related to your discipline of study are required. If you are in a clerical or administrative position and also teach as a faculty, a transcript related to your discipline of study is required if not already on file.