Hiring Policies Procedures

Pre-Employment Screening for Tenure and Tenure Track Faculty

       An offer of employment is contingent upon the satisfactory outcome of a pre-employment screening which will consist of education verification and a criminal history search (including the United States Department of Justice National Sex Offender Public Website).


Getting on the University’s Payroll

       Before they can be paid, newly hired faculty, officers of research, and student officers (referred to as “officers”) must complete the Employment Eligibility Verification (I-9) Form, which establishes their eligibility for employment in the United States as detailed at this “I-9 and E-verify page.” Faculty, officers of research, and student officers must also sign the Invention Agreement. Faculty and officers of research must sign the New York State I-195 Form, enroll in benefits, and register for a new hire orientation session conducted by Human Resources.

       The University cannot begin to pay an officer until it receives the proper tax and employment eligibility forms. Salary payments may also be delayed if the required paperwork is submitted after the semi-monthly payroll deadline. To avoid delay, new officers should see their departmental administrators on or before the first day of their appointment. Many of the required forms may be completed as soon as the offer letter has been signed and returned to the appropriate office.


Nonresident Noncitizens

       Nonresident noncitizens may be paid salary only if they hold certain types of nonimmigrant status as defined by the Department of Homeland Security. Similarly, their right to reimbursement for expenses is contingent upon their type of nonimmigrant status. Nonresident noncitizens may not hold salaried appointments, work, or be paid until they have completed an I-9 Form and may not be appointed or paid beyond the date that their employment authorization is scheduled to expire. If a nonresident noncitizen’s visa extension is delayed for any reason, the individual must stop working when their work authorization expires unless the individual has completed a new I-9 before the current appointment ends, based on guidance from the person’s departmental administrators. For assistance in dealing with these circumstances, Morningside departments and Morningside and Manhattanville schools should contact staff from the International Students and Scholars Office (ISSO) and from the Division of Academic Appointments in the Provost’s Office. Those on the Irving Medical Center Campus should contact the CUIMC Office of Faculty Affairs for the Irving Medical Center. Under no circumstances should faculty continue to work if their work authorization has expired.

       Payments to nonresident noncitizens are subject to special rules with regard to withholding for income tax and Federal Insurance Contributions Act tax (FICA). Some are exempt from taxes and withholding as a result of tax treaties under which the US has agreed to forego or limit its taxation of the income earned by citizens of certain foreign countries. There are considerable variations in the provisions of these treaties as to the types and amount of income that are exempt from taxes.

       Information on the payments nonresident noncitizens can receive by visa type and on tax treaties is available through the Foreign Payment Basics page on the Columbia Finance site. Further information on tax treaties can be obtained from the Internal Revenue Service.


Direct Deposit

       The University will electronically deposit an officer’s semi-monthly paycheck into the officer’s bank account(s) at no charge. To sign up for direct deposit, officers should log into the myColumbia portal and click on the option, View Your Direct Deposit Information. Officers may also use the portal to view and print out their paychecks.


Deductions

       The University is required by law to withhold for federal, state, and local income taxes, and for FICA and Medicare, with certain exceptions. The amounts withheld are calculated on the basis of the information the individual provides on the W-4 and IT-2104 forms and, in the case of foreign citizens, other special tax forms. The forms are available in the Finance Forms and Documents Page online. Officers may modify their W-4 tax information through the myColumbia portal.

       Further deductions are made when a qualified officer participates in the University’s benefits plans. Questions regarding those deductions should be referred to a benefits counselor in Human Resources. Officers may ask payroll to make additional deductions for other purposes, such as to contribute to Columbia Community Service.

       The University will make deductions from an officer’s salary on the order of a court or governmental agency for tax levies, garnishments, wage assignments, child support, and other legal judgments.

Updated October 18, 2022