List of required forms and documents for academic appointments - Revised March - 2019

Sep 19, 2026

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Comprehensive checklist of required forms and supporting documents for academic appointments, including instructions for assembling the hire packet in a specified order. Details cover nomination and PAF usage, HRPC requirements for student officers and nonsalaried roles, tax and labor forms by eligibility, and I-9/work authorization evidence for non-U.S. citizens. Also includes provostial records requirements, transfer and reappointment signature workflows, and additional items such as race/ethnicity, invention agreement, and authorization questionnaires where applicable.

LanguageEnglish

CategoryForms

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

FOR NEW HIRES

Documents for HRPC

Documents for Provostial Records

FOR TRANSFERS & REAPPOINTMENTS

List of required forms and documents for academic appointments. Revised March, 2019 The forms in the hire packet should be compiled in this order. FOR NEW HIRES - Use a Nomination form for all academic appointments. Use a blank PAF for Visiting Student Interns-Research only. - Standard building names at Fu Foundation School of Engineering and Applied Science should appear as: i. [room \#] S.W. Mudd -example: 544 S.W. Mudd ii. [room \#] Schapiro Center for Engineering and Physical Science Research iii. [room \#] Engineering Terrace iv. [room \#] Engineering Terrace Extension v. [room \#] Computer Science Building | Documents for HRPC
-Student officers must never receive a NYS 195.1 Form
-Not required for nonsalaried positions: tax forms, NYS 195.1 Form, and I-9 Form
-No W-9 Forms should be included in hire paperwork—person must have a Social Security number or receipt from Social Security Administration that they have applied for a Social Security number if they are to receive salary. | - SSN receipt, if applicable
- W4 federal tax form
- IT-2104 NYS tax form for NYC residents
- IT-2104.1 NYS tax form for those who reside outside NYC
- NJ or CT State tax withholding form-if applicable
- Form 8233 & related forms-for nonresident aliens applying for Tax Treaty Benefits, if relevant
- NYS 195.1 Dept of Labor Form-student officers must never receive this form
- Annotate I-9 date on PAF
- Work Authorization/ I-9 verification documents for non-US citizens
o US citizens-no I-9 verification documents necessary unless newly naturalized
o Permanent Residents-copy of P.R. card
o Nonresident Aliens-copies of visas and other related forms
􀂃 F-1: passport page, Visa, I-94, I-20. If on OPT copy ofI-766 or receipt for OPT-STEM only
􀂃 J-1: passport page, Visa, I-94, DS2019
􀂃 H-1 : passport page, I-94, I-797
􀂃 O-1 : passport page, I-94, I-797, and if applicable, I-129
􀂃 TN: passport page, I-94, I-797
o Nonacademic (Officers of Administration, Support Staff, Casuals and Work Study) on visas or who are Permanent Residents and getting an academic appointment for first time should re-submit copies of visa documents
- Race/Ethnicity Form is required for all academic appointments. Should employee not wish to disclose, they should indicate on form that they “do not wish to self-identify”
- Invention Agreement Form-for all F/T faculty, F/T & P/T salaried researchers, F/T & P/T postdoc research fellows, and student officers of research
- Annualization and Periodization Calculator, if appointment is less than a year in length. Not needed for nonsalaried appointments.
- Active Position Number report | | --- | --- | | Documents for Provostial Records
Not required for student officers:
-Offer letter
-CV
-Proof of recent doctoral degree | - Faculty, Officers of Research
- Offer letter
- CV
- Proof of doctoral degree required for those who received degree within the past two years, if relevant to appointment
o If no degree awarded yet, a letter from Dean’s Office or Registrar indicating that all requirements have been completed, dissertation has been deposited, and the degree will be conferred on a certain date.
- Affirmative Action clearance print-out for all F/T appointments, if applicable. The pages should show title, clearance type, proposed start date, and selectee name
- Authorization forms/ questionnaires-if applicable
o Instructional Appointment Authorization form for administrators or researchers
o Staff Associate questionnaire (approved version) -if new position
o Award letter for Postdoctoral Research Fellows
o Postdoctoral Incidental Career Development Activities Form
- Student Officers
- SIS/ SSOL record-proof ofF/T enrollment, NOT required for summer term | FOR TRANSFERS & REAPPOINTMENTS - When completing a PAF of someone who belongs in another administrative department, obtain the signature of administ

FAQs

What nomination form and PAF documents are required for new hires?

Use a Nomination form for all academic appointments. Use a blank PAF only for Visiting Student Interns-Research.

Which HRPC documents are not required for nonsalaried positions or student officers?

Tax forms, NYS 195.1, and the I-9 form are not required for nonsalaried positions. Student officers must never receive an NYS 195.1 Form.

What additional steps are required when transferring or reappointing someone from another administrative department?

Obtain the signature of the administrative department on the PAF before submitting forms. For CUIMC transfers, administrative department signature and CUIMC payroll approval are required in addition to the appropriate Morningside approvals.

Sep 19, 2026

Upload by McQueen