Onboarding and Employment Verification Resources

Information for All Employees:

Employment Verification

Federal law requires all new employees to provide proof of their identity and verification of their work eligibility within three business days of their start date. At Purdue University, any new employee who fails to complete the I-9 Employment Eligibility Verification within the required 3 days will be terminated and will not be reinstated until the verification is complete. To be clear, individuals CANNOT work if their I-9 employment eligibility verification is NOT completed. 

***Please also note that employees CANNOT work before their official start date. Required training and orientation activities are considered work time that must be paid.***

Employees must provide specific, hard copy, original documentation to show their identity and authorization to work. The list of acceptable documentation is maintained by U.S. Citizenship and Immigration Services.

Offer Letter

If you have received an offer letter, you should also have received a Welcome Letter (delivered via email) from Human Resources with information about onboarding. Below are more detailed instructions associated with two critical steps (New Hire Wizard and I-9 Section 1) in the process that were referenced in that communication. Please note, you will need a U.S. address for both steps. If you have not received a Welcome Letter, it is recommended that you contact the Employment Center for your college (see below) for assistance. 

Employment Verification

The New Hire Wizard collects critical onboarding data and should be completed as soon as possible. Section 1 of the I-9 Employment Eligibility Verification form will need to be completed before your first day of employment. Instructions for both can be found in the Welcome Letter.

Once both of those steps are complete, please book an appointment at one of the campus Employment Centers (list of West Lafayette employment centers and booking links). It is recommended that you book your appointment with the center associated with the college of your appointment. Please book your appointment with an employment center prior to your hire date if possible but not later than within the first three days of your hire date.

Please ensure you bring the appropriate original documentation (hard copy) to establish your identity and employment authorization.

Tentative Nonconfirmation

Some employees may receive a Tentative Nonconfirmation after completing their Form I-9. This is common for international employees. To allow time for submission of the employee’s SEVIS file, no action will be taken on the Department of Homeland Security (DHS) Tentative Nonconfirmations for international employees until mid September (August hires) or February (January hires). This delay will not negatively impact the employee and any emails from E-Verify can be disregarded during this timeframe.

Indianapolis Employees Only

Indianapolis employees (including faculty, graduate staff and undergrads) can book a verification appointment on the Indianapolis campus using this booking link. Please ensure you bring the appropriate original documentation (hard copy) to establish your identity and employment authorization.

Work authorization and employment eligibility verification questions can be sent to purdueindyonboarding@purdue.edu. Other payroll or appointment questions can be directed to the employment center for your college.

Additional Information

Payroll onboarding is required for all new international and domestic graduate students who will hold assistantship or fellowship appointments with the university. This page contains important information about two key components of the onboarding process. For your awareness, please review the Onboarding Process Map PDF. Additionally, detailed new hire checklists are available for both Grad Staff Appointments (Research/Teaching/Professional/Fellowship) Assistantships and Graduate Student True Fellowships (not administered as an assistantship). It is important that all steps of the onboarding process are completed. Delayed completion of these steps can impact your pay.

International students on F-1 Visa types may find this US Immigration Services resource helpful in determining which documents are needed for Employment Verification. International students present in the U.S. in F or J status, and who are transferring to Purdue from another U.S. institution must be in possession of their Purdue University issued I-20 or DS-2019 prior to engaging in employment or participating in Employment Verification. Please contact International Student Services (iss@purdue.edu) for more information.

Glacier (International students only)

Each international graduate student is required to complete the Glacier Tax Summary Report. Glacier is an online tax compliance system. Failure to complete this step can result in inaccurate tax withholding that may need to be adjusted on a future payroll, impacting the amount of the paycheck. The employee’s Social Security Number (SSN) is required to complete the Glacier step. If you don’t have an SSN, the Employment Center will help you start the request process as part of your Employment Verification meeting. 

Individuals should have received an email from the Purdue Tax Office (support@online-tax.net) with instructions for how to access the system. Once completed, if a tax treaty with the employee’s home country exists, it will be populated in their record. If you did not receive an email from the Tax Office, please contact them at intlhires@purdue.edu. 

Note, if an individual already has a Glacier account, a new email will not be sent but the individual still needs to access the system to update information for their new assignment. 

Undergraduate students are paid on a biweekly schedule. You are required to submit your hours worked on a biweekly basis. If your hours are not submitted, you will not be paid.

Your supervisor or local employment center (see below) can assist you with any questionns about this process.

You can find payroll schedules and submission deadlines on the Fiscal Year Non-Exempt biweeky payroll calendar.

Each college and administrative area has a designated employment center. All new employees will complete their employment verification at that center. Please see the list of centers and the areas they support on the Employment Centers webite under “Employment Center Contact Details.”