Payroll

Payroll changes: chempyrl@umn.edu

Chemistry payroll staff uses materials provided by hiring managers to create the official hiring paperwork required by collegiate and University policy. Staff assists in the I-9 verification of work eligibility. Staff also administers the University’s electronic time sheets and absence reporting system for chemistry employees. Please contact Chemistry payroll professional Leigh Seifert at chempyrl@umn.edu for any and all payroll changes.

POI for UMN Email/MSI/Library Access

To provide a non-employee with UMN email, MSI, or remote library access, the non-employee will require a Person of Interest (POI) appointment. To request a POI appointment, please fill out the Chem POI Request Form, and Chemistry Payroll will process the request.

Hiring

University of Minnesota hiring processes require time and advance planning to get someone hired, re-hired, or changed to a different type of appointment. Please plan ahead, consulting department staff as needed. Hiring process requirements vary by type of employee.

A background check must be completed for all non-student hires. New employees cannot be paid for work done prior to passing their background checks. We cannot hire someone with a start date in the past, and then give them back pay.

Undergraduate students

Hiring an undergraduate student employee can be done using the CHEM Undergraduate Hire Form. Completing the form sends the information to our payroll staff member. The form requests the student’s name, UMN ID number, the start and end date of the job, the rate of pay, the source of funding, and the supervisor's name. The UMN minimum for student employees is $15.25 per hour. Approval from the CSE Dean’s Office is required to pay an undergrad more than $17 per hour.

Externally Funded Fellows

External fellowship awards and appointments for graduate students or post-doctoral associates are variable. Some are awarded to the faculty PI, some are awarded to the recipient. They can result in possible changes to the person's payroll status, income tax withholding and insurance coverage, depending on the structure of the awarding organization. In these situations, consult on HR and finance issues with CHEM HR lead Chuck Tomlinson and your assigned accountant to coordinate the logistics and timing of the new award and appointment.

Graduate students

Graduate student hires are handled through the Student Services Office in 115 Smith Hall.

To hire a recent graduate into a short-term staff position, refer to information on Temporary and Casual Employees.

Post-Doctoral Associates

The hiring of post-doctoral associates needs to be coordinated by Leigh Seifert (chempyrl@umn.edu). Please contact Leigh if you intend to hire post-doc. Post-doctoral associate candidates must apply for the Chemistry standing job posting at this link. Leigh will then provide you with a letter template to use for the hire. If the applicant is a non-citizen, Leigh will notify Mollie Dunlap, who will assist with the visa application process. Hiring a post-doctoral associate requires a signed offer letter and proof of graduate degree (translated into English, if not already in English). For information on pay dates and pay periods, please view the OHR Pay Calendars.

Temporary/Casual Employees

Temporary/Casual employees are hired on a limited-time basis, or for a limited number of hours per week. Employees can be employed for either up to 14 hours per week on an ongoing basis or for 67 working days per calendar year. Temporary/Casual hires require an approved background check before the employee can be hired and begin working. Background check approval can take anywhere from one day to three weeks, so please inform chempyrl@umn.edu immediately if you plan to hire a non-student (including recent graduates) to an hourly position.

Work Authorization/I-9 Completion

I-9 verification must be completed on or before the first day of employment, as all employees are required to document eligibility to work in the United States. Employment, including any rights and privileges afforded under the University's codes, policies, and agreements applicable to a position, do not begin until all of these steps have been completed. If an employee reports to their first day of work without the required I-9 documentation, they will not be allowed to start work, or remain in the workplace until they present the required documents. All employees need to visit www.newI9.com to begin the verification process. On the welcome page, enter 13636 in the Employee Name or Code field and click Go. Enter your personal information into the website, referencing the instructions provided on that site as needed. Please choose "College of Science and Engineering" in the "location" drop down menu. Please complete Part 1 of the I-9 on your own and make an appointment to meet with Leigh Seifert (chempyrl@umn.edu). Alternatively, you can make an appointment to complete the I-9 at Walter Library by requesting an appointment at this link.

Information for Foreign Nationals 

All foreign nationals who will be on University of Minnesota payroll need to apply for a U.S. Social Security number. Applications can be submitted at the Social Security Administration office. Please consult with Mollie Dunlap in 139 Smith Hall (612-625-0124, msdunlap@umn.edu) on the application process. Some employees may be eligible to claim certain tax treaty benefits, depending on the country of origin. To review a list of Tax Treaty Countries, visit https://humanresources.umn.edu/pay-and-taxes/claiming-tax-treaty-benefits-nonresident-aliens. If you believe you qualify for tax treaty benefits, you should contact the Office of Human Resources at 612-624-8647 or 800-756-2363, or email ohr@umn.edu.