New Employee Onboarding Process

Welcome to the University of Maryland Department of Mechanical Engineering

We are excited to have you joining us, and hope that you are excited as well.

Below you will find various forms that the Human Resources Department will need from you in order to start your appointment in the payroll system. Forms that you are required to turn in by the first day will be marked with a red asterisk (*).

Helpful hints…

  1. Read each bullet point and then complete the form. There is a lot of information and skipping bullet points is not recommended, as you may miss important information.
  2. Use only BLACK INK on each form. Most forms are in fillable PDF format so you can type in the form as well.
  3. If you make an error on a form, do not cross out, please complete a new form.
  4. If possible, you should turn in your forms at least a week prior to your start date. This will allow us time to process and have your appointment approved by your first day.
  5. Questions regarding forms should be emailed to your department contact.

  • * Form I-9 – The Form I-9 determines work eligibility in the United States. “Employers must complete Form I-9 to document verification of the identity and employment authorization of each new employee (both citizen and noncitizen) hired after November 6, 1986, to work in the United States.” (USCIS) This form is sent via email and is completed by you online. After you complete section 1 of the Form I-9, you will then need to present original identification to us no later than 3 business days after your start date.

Acceptable Documents for the Form I-9

  • * Employee Data Collection Form and Degree Information This employee data collection form provides the payroll office all of the information necessary to create your appointment. Once your appointment is created and approved, you will be able to obtain a directory ID/Password and UMD email. The directory ID/Password is needed to access various systems at UMD.

Employee Data Collection Form

  • * W-4 – Withholding Allowance Certificate. The State of Maryland will withhold taxes from your salary if you live in one of the following States or Districts. If you live and work outside one of the following States or Districts, you will need to complete the W-4 for Maryland. Instructions for Federal and State/District withholdings can be found as a website link in each form.

Use these terms in the appropriate blanks on the form
(if not pre-populated):

Payroll System – UM
Name of Employing Agency – University of Maryland – College Park
Agency Number – 360222

Caution – On the form after your address it indicates COUNTY of Residence, some people mistake it for COUNTRY.

2017 – Maryland W-4 2017 Form – Employee Withholding Allowance Certificate
2017 – DC W-4 2017 Form – Employee Withholding Allowance Certificate
2017 – West Virginia W-4 2017 Form – Employee Withholding Allowance Certificate

  • * Direct Deposit – State of Maryland Payroll Deposit Authorization. Salary earned will be directly deposited into a checking or savings account of your choice.

Use these terms in the appropriate blanks on the form (if not pre-populated):

Payroll System – University of Maryland
Name of Employing Agency – University of Maryland – College Park
Agency Number – 360222

Direct deposit form

International Employees

If you are in the U.S. with work authorization, before we can establish your appointment you will need to bring your work authorization documentation to the Mechanical Engineering Payroll Office or Teaching Fellow meeting.

Please bring with you:

  • DS-2019 or I-20
  • Passport
  • I-94 card
  • Employment Authorization Document Card

All international visitors (paid and non-paid) will receive an email which allows you to provide the required information and complete the necessary forms via the Internet from any web-accessed computer using the GLACIER Online Tax Compliance System. The information and forms must be provided prior to any payment so that the correct tax withholding and reporting decisions are made; failure to do so may result in the maximum rate of tax withholding and/or delayed payment. Information provided to GLACIER is transmitted and stored securely and will only be used by University of Maryland System for purposes of tax withholding and reporting. Please access Glacier and complete the online record, sign and submit the Tax Summary Report and copies of the documents listed near the bottom of the report as soon as possible to HR during your onboarding meeting.

Each international person is different, so you may not have some of the documents listed above. Bring only what you have from the list. We will advise you of any additional steps you may need to take.

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