New Hires & Payroll
Each new hire to Penn Law must complete and return the appropriate appointment forms to the Business Affairs office before starting work.
If you are being placed on payroll with a new academic or staff appointment, the checklists below detail the documentation requirements for placing hires on payroll at the University of Pennsylvania. Please complete the appropriate forms according to your payroll designation – below:
Appointment Forms and Checklists
|Academic & Staff Appointments||Link to packet|
|Adjunct/Lecturer Appointments||Link to packet|
|Student Worker (Research Asst., Summer Fellow)||Link to packet|
**NOTE: Please be sure to complete and submit an offer letter (samples found on SharePoint site) to the Business Affairs office to accompany the above checklists.
University Payroll and Hiring Policies
You may find the applicable University Policy located - here.
Please contact the Business Affairs Office to confer before proceeding with payroll transactions - at our preferred location - email@example.com. Please secure and remit the appropriate documentation to Business Affairs in order to complete changes to pay and payroll. Please refer the the Business Affairs Quick Reference Guide which may offer assistance in the on-boarding process.
Completing and Submitting Payroll Forms
Please complete the on-line I-9 form by clicking on the “online I-9 form” link - here, and selecting Law School as the location. You will then be forwarded to a screen that allows you to review health care options as provided by the Affordable Health Care Act, and then to enter your employment eligibility information. Appropriate ID is required for the I-9, and original documents should be brought with you to the Business Affairs office when submitting your paperwork (this is typically either a current passport or the combination of a driver’s license and social security card, but the full list of acceptable documents is available on the website).
Separate from the I-9 process, you must bring in your social security card as part of the employment process to comply with IRS regulations and the Affordable Care Act. If you are a foreign national, then additional paperwork will be required.
- Philadelphia and/or Pennsylvania state tax exemption form (only necessary when working outside Philadelphia AND you are not a resident of Philadelphia)
- Foreign National Information form (foreign nationals only)
- W-8BEN (for foreign national only for payroll or expense reimbursement)
Enrolling into Direct Deposit
The University of Pennsylvania does not issue paper checks as a form of payment from payroll. In its place, you can either choose to have funds directly deposited into your US bank account, or the University will issue you an Aline Paycard that is loaded with your net pay on each payment date, and can be used where debit cards are accepted. The paycard will be issued to you automatically when your information is loaded into the payroll system.
If you wish to have direct deposit, you may link to the U@Penn site here, and click on “Enroll in or Update Direct Deposit” in the “My Pay” section of the page (click here for screenshot).
Entering your Payroll Information – eTimeSheets
eTimesheets is a web-based application that enables non-exempt employees (including Workstudy Students/Student Workers) to submit time sheets electronically. This application was developed from the School of Arts and Sciences electronic timesheet system and enhanced to support University-wide adoption. eTimeSheets streamlines workflow, while providing a number of benefits to faculty, staff, and students. Please note that some Workstudy Students/Student Workers will not be eligible to use the eTimeSheets system.
• Login for eTimesheets application
• For eTimesheet questions please email firstname.lastname@example.org
• Guides and FAQs
For work-study students, student workers, temporary employees, and weekly-paid research assistants, your hours must be reported weekly via etimesheets by 10:00 am on Monday morning (holiday weeks will have a modified schedule) for the previous week’s work.
Paid Time Off
Full time-exempt staff members can access the online PTO Management System to track time balances, create or cancel a request for time off, view their request history or update their time management supervisor can access the system here (PennKey and Password required).
Please contact any team member in the Business Affairs office should you have any questions regarding payroll.