New employees will enter some of their required payroll and tax information directly online through an Activity Guide in Oracle/PeopleSoft HRMS. An Activity Guide Manual to assist employees with online onboarding can be found HERE. New employees will receive emails after being hired with instructions that must be followed regarding this online Activity Guide before their first day of work. Failure to follow the instructions in the emails may mean a delay in receiving services such as email, Blackboard access, and being paid. For further information regarding this process, click HERE.
In addition to completing the online Activity Guide, new employees will also need other required information that is not included in the Activity Guide. Please look at the list below to view this information. The information can be accessed below or can be given upon request when employees come to Human Resources and Payroll to present identification documentation for I-9 Section 2.
Annual Security and Fire Report Information
NDSU is committed to assisting all members of the campus community in providing for their own personal safety and security. Information regarding campus security, personal safety and security and fire safety, including topics such as crime prevention, university police law enforcement authority, crime reporting policies, crime statistics for the most current three year period, and disciplinary procedures is available on the University Police website at:
A physical copy can be obtained by making a request to the University Police Communications Call Center at 701-231-8998.
403(b) Universal Availability Notice
North Dakota State Board of Higher Education provides you with the opportunity to save for your retirement through the North Dakota State Board of Education 403(b) Universal Availability plan (the "Plan"). Your employer would like you to know more about how you can participate in the Plan. Whether you want to enroll in the plan, or you are already enrolled but wish to change the amount of your deferral, you can accomplish your goal by filling out a "403(b) Salary Reduction Agreement." You can obtain a copy of the agreement and information on the plan from the Office of Human Resources and Payroll.
Eligibility for 403(b)
All employees of North Dakota State University who receive compensation reportable on an IRS Form W-2 are eligible to participate in the plan, as long as the employee contributes a minimum of $200 per year.
Please take a moment to review the plan before enrolling. Once you are enrolled, you can review and change the amount of your contributions and your investment allocations at any time. The exact date your investment allocations will take effect may vary depending upon the policies of the financial service firm providing the investment options you chose for plan contributions.
Also, please be aware that the law limits the amount you may defer under this and other plans in any tax year. For 2015, the limit under all plans of this type is generally $18,000 although larger limits may apply if you are age 50 or over. Each participant only gets one limit for contributions to all 403(b) plans, so if you are also a participant in a 403(b) plan of another employer, your combined contributions to that plan and to the North Dakota State University Plan 403(b) in 2015 are generally limited to $18,000. If you do participate in more than one 403(b) plan, you are responsible for tracking and reporting the amount of all of your contributions to the plans so that the total amount of all your contributions to all plans in which you participate do not exceed the limit. Note also that the sum of all of your contributions, and those of your employers, to all 403(b) plans that you participate in are generally limited to the lesser of $53,000 or 100% of your compensations in 2015.
For further details, or if you have questions, please contact Human Resources and Payroll at email@example.com .
Optional form for employees who are residents of the state of Minnesota who wish to have Minnesota state income tax withheld from paychecks, instead of North Dakota state income tax.
Optional form for employees who are residents of the state of Minnesota who want to claim exempt from Minnesota state income tax.
Foreign National Information Form
Required form for all international employees to determine residency and tax status for Federal and State income tax withholding
Tips to Prevent a Tentative Nonconfirmation
E-Verify may issue a Department of Homeland Security (DHS) or Social Security Administration (SSA) Tentative Nonconfirmation (TNC) result for your case if the name or date of birth entered by your employer does not match government records.
If your E-Verify case receives a DHS or SSA TNC result, you will need to take additional steps to resolve the mismatch. Your employer will enter your name in E-Verify exactly as you write it on your Form I-9. It is important that you write your name clearly on your Form I-9, Employment Eligibility Verification, so that your employer can read it and enter it correctly in E-Verify. It is also very important that the name and date of birth you write in Section 1 matches your documentation.
Additional Tips for Completing Form I-9
- Print your full legal name in Section 1 of Form I-9.
- If you have two last names (family names), include both. If you hyphenate your last name, include the dash (-) between the names.
- If you have two first names (given names), include both.
- Do not use nicknames. For example, if your full legal name is Thomas Smith, but you use the nickname Tommy Smith, enter Thomas Smith, not Tommy Smith.
- Make sure your name is written the same way on all of your documents. Your employer may question documents that have different spellings or parts of your name missing.
- If your full legal name includes apostrophes (') or dashes (-) make sure you include these when completing Section 1 of Form I-9. For example, if your full legal name is Bri'Anna Jean-Baptiste, make sure that you use all of the punctuation.
- Include your maiden name, if applicable.
- Make sure you write your date of birth in the month/day/year format. For example, May 1, 1968 must be written as 5/1/1968.
Additional Tips to Avoid a Mismatch:
- Make sure your documents and records are up-to-date before it is time to complete your Form I-9.
- If you have changed your name, make sure that you inform the Social Security Administration (SSA).
- If there is a spelling error on your document, contact the agency that issued the document to correct the error.
- Before you complete Form I-9, use Self Check to verify that your government records are accurate.
- Know your rights in the E-Verify and employment eligibility verification process.
The new employee benefits session is a small group session where your benefits package will be presented. The session is approximately an hour long and gives you the opportunity to ask questions and receive detailed information regarding your benefits.
Please bring with you:
- Identification to complete your I-9 form
- Bank account information to set up direct deposit
Examples of acceptable forms of identification:
- Passport (fills all requirements)
- A certified birth certificate or social security card AND photo ID (i.e. drivers license or NDSU ID card)
All benefits related paperwork must be completed and returned to Human Resources and Payroll within 31 days of the new employee’s start date.
How to Get an ID Card
To obtain an NDSU Card, please bring with you:
- A government issued photo ID (i.e. drivers license or military ID) or Passport
- Your employee ID number
- $20 cash, check or you may charge this to your account. If you are a full-time benefited staff your department will pay this fee. Please bring a signed letter or note from your department stating that you are a new hire.
For more information about NDSU Cards, please visit the NDSU Card Center.
The Village EAP New Employee Presentation
NDSU’s Employee Assistance Program is offered through The Village EAP. Please take a moment to view the new employee welcome video .
Employee may also access online resources at http://villageeap.com/ and use the username NDSU.
Transportation and Parking
Please talk to your supervisor about where you should park on your first day. Additional information, including bus routes, is available at Parking and Transportation Services.
PeopleSoft HRMS Employee Self Service
All NDSU employees have access to an employee information portal in PeopleSoft HRMS called "Self Service".
This functionality gives employees access to four areas:
- Personal Information
- Payroll and Compensation