When planning to hire a new hourly wage employee, please complete the information below and submit the following Required Documentation to the Payroll Office at least 5 business days before anticipated start of work. If the individual is already working at Lehigh and this is to establish a new position the required documentation does not need to be submitted; please proceed to “Set Up Information” below.

PLEASE NOTE

When all Required Documentation has been received and reviewed for compliance with federal, state and local regulatory requirements, you and your employee will receive an Employment Confirmation email from the Payroll Office. Hourly employees are not authorized to work prior to receipt of the Employment Confirmation email from the Payroll Office.

Required Documentation for US Citizens or Resident Aliens:

Note: For employees who have worked for Lehigh within the previous 6 months, a new I-9, W-4 and Local Tax Residency Certificate are not required.

  • Form I-9: Employment Eligibility Verification (click here for link)
    Note: If a Form I-9 is required, Section 2 (Employer Review) must be completed before it is sent to the Payroll Office
  • IRS Form W-4 Employee’s Withholding (completed by Employee, click here for link)
  • Local Tax Residency Certification Form (completed by Employee, click here for link)
  • Working Papers (for individuals under 18 years of age)
  • Direct Deposit (completed by Employee, click here for link)

Required Documentation for Nonresident Aliens:

Note: For employees who have worked for Lehigh within the previous 6 months, a new I-9, W-4 and Local Tax Residency Certificate are not required.

  • Form I-9: Employment Eligibility Verification (click here for link)
    Note: If a Form I-9 is required, Section 2 (Employer Review) must be completed before it is sent to the Payroll Office
  • IRS Form W-4 Employee’s Withholding-Nonresident Alien version (completed by Employee, click here for link)
  • Local Tax Residency Certification Form (completed by Employee, click here for link)
  • Working Papers (for individuals under 18 years of age)
  • International Tax Information Form (completed by Employee, click here for link)
    For assistance with completing the International Tax Information Form, please schedule an appointment with the Office of International Students and Scholars at ext 84859. 

HOW TO SUBMIT REQUIRED DOCUMENTATION:

Supervisors and/or employees can submit I-9 Forms, IRS W-4 forms, Local Tax Residency Certification, Working Papers, and International Tax Information Forms via the FileSender link for an Hourly Employee Set-Up on Payroll Office website. 

Upon receipt of email authorization that the employee can begin work, supervisors should send, via campus mail, the original Form I-9, IRS W-4 form, and Local Tax Residency Certification form to the Payroll Office at 306 S. New Street, Suite 464.

Please note that employees who do not submit IRS W-4 forms will be defaulted to the highest level of income tax withholding.

Set Up Information

Please enter the following information related to the person completing this form:

 

Please complete the following information on behalf of your new employee:

 
Last Name First Name LIN
If LIN is unknown, please enter all zeroes (i.e., 000000000)
Orgcode Name
Enter the full Lehigh Email Address (if available) or an alternate Email Address
 
Banner Index Hourly Pay Rate
For College Work Study students, enter 000000 for the Banner Index.
$
For College Work Study students, enter 0.00 for the pay rate.
First date of employment cannot occur before all required documentation is received by the Payroll Office.
 
Placement Code Level
Banner Index to be used to fund earnings exceeding student's employment allotment. See Financial Authorization Statement below.
This needs to match the listing in the Handshake system.
(For work-study jobs, this should be the approved work-study supervisor for the placement code listed above. Contact the Office of Financial Aid if you are unsure of the correct supervisor for the placement code.)
Full Name Email
Full Name Email
Full Name Email

If you are not the Financial Manager or Authorized Signer for the Banner Index to be charged please attach an email or other documentation of approval from the Financial Manager/Authorized Signer here:

 

One file only.
2 MB limit.
Allowed types: pdf, docx.

The Payroll Office will email a confirmation of the receipt of this request to you and to the following individuals:

  • Primary and Secondary (and if included, Tertiary) Time Approvers listed above
  • Employee

 
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