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Eastern Illinois University - Charleston, IL
 

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Employee Entrance Procedures

New Hire Packets for Administrative and Professional and Faculty Employees

The Human Resources Employment Office sends each Administrative and Professional and Faculty employee a new hire packet once a signed contract is received.  The packet provides helpful information about the University, including a campus map, a University calendar, a directory entitled "Where To Go For Answers" and copies of various University policies.  The following forms are also included in the packet. 

  • Employment Forms:  Employment forms consist of the Personnel Data Sheet, the Statement of Student Loan Default and the Disability Data Form (if applicable).  These must be completed and returned to the Human Resources Employment Office.

  • Employment Eligibility Verification (Form I-9), if applicable:  The University is required to have a completed Form I-9 on file no later than three days after an employee's first day of employment.  Section I (Employee Information and Verification) must be completed by the employee.  Upon a new employee's arrival on campus and after completion of Section I, he/she must bring the I-9, along with any documents required for completion of Section II (Employer Review and Verification) to the Human Resources Employment Office, Room 2020, Old Main.

  • Request for Reimbursement of Candidate Interview Expenses :   This form must be completed and submitted to the appropriate Dean or Director immediately upon receipt of the new hire packet (if the employee has not already been reimbursed).

  • Request for Partial Reimbursement of Moving Expenses:  This form, when applicable, must be completed and submitted to the appropriate Dean or Director.  The reimbursement policy is stated on the form.

  • Payroll Forms:  Payroll forms consist of the Employee's Withholding Allowance Certificate and the Authorization Agreement for Automatic Payments.  The Employee's Withholding Allowance Certificate is a combined W-4 for state and federal taxes.  The Authorization Agreement for Automatic Payments is used to initiate Electronic Funds Transfer (EFT).  University policy requires all new or rehired employees to participate in direct deposit of their wages as a condition of employment. Employees set up direct deposit, via EFT, to the bank account of their choice.  An employee may change banks or accounts at any time, but may not discontinue EFT during their employment.  See the Internal Governing Policy (IGP) entitled "Electronic Funds Transfer Payroll Program" .  Both of the above-mentioned payroll forms must be completed and submitted to the Human Resources Payroll Office, Room 2011, Old Main.

New Hire Packets for Civil Service Employees

The Human Resources Employment Office will ensure that new Civil Service employees complete all necessary paperwork, including:

  • Employment Eligibility Verification (I-9) Form:  The University is required to have a completed Form I-9 on file no later than three days after an employee's first day of employment.  Section I (Employee Information and Verification) must be completed by the employee.  Upon a new employee's arrival on campus and after completion of Section I, he/she must bring the I-9, along with any documents required for completion of Section II (Employer Review and Verification) to the Human Resources Employment Office, Room 2020, Old Main.

  • Background Check Form (if required):  Background investigations will be conducted for all employees hired into "positions of trust".  For more information, refer to the Internal Governing Policy (IGP) entitled "Background Investigations for Positions of Trust."   The form allows the University to contact the Illinois State Police to initiate a background investigation.  Results of the background check must be received by the University before a new employee may begin work.

  • Personal Data Card:  This card provides basic information for the new employee's personnel file.

  • Data Form:  The State of Illinois and Federal government require the University to gather and report data on employees with disabilities.  This form, when completed, provides that reporting data.

Once all entrance forms have been completed, the Human Resources Employment Office will direct a new employee to:

  • The Human Resources Payroll Office, Room 2011, Old Main  A new employee will be asked to complete two forms:  the Employee's Withholding Allowance Certificate (W-4) ; and the Authorization Agreement  for Automatic Payments (to set up electronic funds transfer) .  University policy requires all new or rehired employees to participate in direct deposit of their wages.  Employees set up direct deposit, via EFT, to the bank account of their choice.  An employee may change banks or accounts at any time, but may not discontinue EFT during their employment.  See the Internal Governing Policy (IGP) entitled "Electronic Funds Transfer Payroll Program".

  • The Human Resources Benefits Office, Room 2031, Old Main  New civil service employees are referred to as status employees if their position is a permanent position.  A status employee may be full-time or part-time.  Part-time positions are denoted by percentages (i.e., a 50% employee would work half the hours a full time employee would).  A status employee working 50% or more of a regular schedule is entitled to certain benefits.  New employees and their eligible dependents must enroll in the State group insurance program within 10 calendar days from their initial employment date.  Eligible employees failing to enroll within the 10-day period will automatically be enrolled in the Quality Care Health Plan and Quality Care Dental Plan and provided with basic life insurance coverage.  The employee must wait until the next eligibility period to request dependent coverage.  To learn more about available benefits, contact the Benefits Office, Room 2031, Old Main.  The Benefits Office phone number is 581-5825.

New Faculty Orientation

Each year, at the start of the fall semester, the Office of Faculty Development holds a New Faculty Orientation.  The orientation includes brief presentations from various departments on campus, a table fair and distribution of a "New Faculty Information Packet".  The presentations and the table fair provide new information and elaborate on information provided in the "Packet".  Presentations are scheduled and new faculty can attend all or any part of them.  The table fair allows new faculty to informally meet and talk to representative from various campus departments. 

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