New Employees

Congratulations on your new position and welcome to Rensselaer! You are just steps away from being ready to join over 2,000 other faculty and staff as agents of change.  

Get your Rensselaer Identification Number (RIN) first

 

Your RIN is required to function as a member of the Rensselaer community, and is used for payroll, email, benefits enrollment, parking, your ID Card, building access, and more.

When Will I Get My RIN?   

  • A "RIN" is created and assigned to you once you have returned your completed New Hire Packet to the Division of Human Resources and you have completed the requirements for Form I-9 (see item 5 below).   
  • Your RIN will be emailed to your personal, non-RPI email address within three (3) business days of your completion of all of the items in the New Hire Packet.
  • Your manager will be copied on this email. The email will contain instructions, so please read it carefully.

 

    New Hire Packet

    These items are to be completed and submitted to a representative of the Division of Human Resources prior to your first day of employment

    1

    Employee Acknowledgement Form (pdf) 

    1. Review your Employee Handbook and read the Non-Discrimination/Equal Opportunity Policy Statement: Policy Guidelines 600.1
    2. Print Employee Acknowledgement Form, which confirms that you have read the Non-Discrimination/Equal Opportunity Policy Statement
    3. Print name, then sign and date
    4. Return to the Division of Human Resources

    The Employee Handbook codifies our benefits, policies, and culture by providing answers to general questions about policies, procedures, and programs.

    2

    Confidential Post-Hire Questionnaire (pdf)

    1. Print questionnaire and complete all questions on front and back of form
    2. Sign and date
    3. Return to the Division of Human Resources

    The Confidential Post-Hire Questionnaire collects personal information for employment and payroll processing, as well as required record keeping.

    More information about the Armed Forces Service Medal

    3

    Intellectual Property Agreement (pdf)

    1. Print agreement
    2. Sign and date agreement
    3. Return to the Division of Human Resources

    The Intellectual Property Agreement ensures that intellectual property that is created by employees through experience or acquired through Rensselaer sponsored research and development are kept within the Institute.

    4

    Financial Conflict of Interest and Commitment Disclosure (pdf)

    1. Review the Rensselaer Conflict of Interest (COI) Policy
    2. Print disclosure form
    3. Sign and date disclosure
    4. Return to the Division of Human Resources

    The Financial Conflict of Interest and Commitment Disclosure allows Rensselaer to establish a procedure that will offer protection against charges of impropriety involving officers, directors, or trustees.

    5

    Employment Eligibility Verification (I-9 Form)

    1. Login to the Employment Eligibility Verification Form I9 (Equifax I9 Solutions) with your RCS ID and PWD
    2. Follow the onscreen instructions
    3. Sign electronically (e-sign)
    4. Review the list of acceptable documents that will appear after you e-sign
    5. Bring the original document(s) to the Division of Human Resources, 21 Union Street, 2nd Floor, Troy, NY 12180 
      (this must be completed in person)

    The Employment Eligibility Verification (I-9 Form) documents that each new employee (both citizen and non-citizen) is authorized to work in the United States. This applies to all individuals, including U.S. citizens, U.S. lawful permanent residents, and foreign nationals.

    I-9 Questions? Call Human Resources at (518) 276-6994.

    6

    Payroll Check Disposition Authorization Form (pdf)

    1. Print form
    2. Complete all questions
    3. Attach a voided check
    4. Return to Human Resources

    The Payroll Check Disposition Authorization Form enrolls you for direct deposit of your paycheck.

    7

    W-4 Employee’s Withholding Allowance Certificate (pdf)

    1. Print certificate
    2. Complete items 1 through 7
    3. Sign and date
    4. Return to the Division of Human Resources

    The W-4 Employee’s Withholding Allowance Certificate is required by the Internal Revenue Service (IRS); it signs you up for your desired payroll tax withholding.

    8

    IT-2104 Employee’s Withholding Allowance (pdf)

    1. Print form
    2. Complete information
    3. Sign and date form
    4. Return to the Division of Human Resources

    The IT-2104 Employee’s Withholding Allowance is required by NYS Department of Taxation and Finance; it signs you up for your desired payroll tax withholding.

    9

    New Health Insurance Marketplace Coverage Options and Your Health Coverage (pdf)

    1. Review the content of the document.
    2. Contact the Division of Human Resources at 518-276-6302 if you have any questions.
    3. Retain this notice for your records.

    The Health Insurance Marketplace Coverage Options provides notice to employees of coverage options as an employer who offers a health plan to some or all employees.

     

    10

    Payroll Notice Form (pdf)

    1. Review the information
    2. Contact a member of the Division of Human Resources (518) 276-6302 or the Payroll Office (518) 276-8696 with questions.

    The Payroll Notice Form provides information about how you will get paid, including where the Payroll Office is located, how often you will be paid, and other important details.

    11

    403(b) Supplemental Retirement Plan Universal Availability Notice (pdf)

    1. Review the document

    2. Contact the Division of Human Resources at 518-276-6302 if you have any questions

    3. Retain this notice for your records

    The 403(b) Supplemental Retirement Plan Universal Availability Notice informs employees of their eligibility to participate in the supplemental retirement plan.

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