Completion of Section 2 of Form I‑9 for new employees and Supplement B for employment authorization reverification when required. Form I‑9 is a federal requirement used to verify an employee’s identity and authorization to work in the United States, in accordance with Form I-9 Federal Statutes and Regulations.

Schedule I‑9 Appointment

EMPLOYEE INFORMATION

• Legal first and last name (no preferred or nicknames).
• Email address
• PUID (helpful, especially for common names).

• Non‑Purdue students may already have a PUID from prior Purdue enrollment or employment. PUIDs do not change once issued.

• Start date (actual first working day)
  • Please note that any training or orientation time counts as paid work.

POSITION INFORMATION

• Position title and position number (if known):
  • Position numbers can be found in the Company Info section of SuccessFactors under Position Org Chart.
  • Position title should accurately reflect the duties and type (clerical/service).
    • Example: Grader – Student Clerical or Lab Assistant – Student Service.
  • Review the Pay Range & Position Classification table to ensure the level and pay rate align with the work being hired.
  • If the position number or title is not known, provide a job summary in the hire request. The Employment Center will create the position for you.

SUPERVISOR RESPONSIBILITIES
The following items must be completed or confirmed by the supervisor:

• Verify employee eligibility: Eligibility for Student Employment.
• Review New Employee Onboarding – First Steps for Supervisors:
  • Includes instructions for Form I-9, background checks, and other onboarding tasks.
  • Answers common questions, including Welcome email issues, document timing, and New Hire Wizard access.
  • Note: When a hire request is received, the Employment Center will send a pre-onboarding email directly to the employee, outlining the next steps they need to complete before starting work. Please confirm they receive and read the email.
• If hiring a minor employee:
  • Follow federal and state guidelines for employing minors.
  • The Employment Center registers the minor with the Indiana Department of Labor’s Youth Employment System (YES).
• Location considerations:
  • The employee must be physically located in the U.S.
    • Consult with your departmental business office before extending an offer to hire a student outside the country.
  • Employees who will work outside the state of Indiana for more than 22 days require a change in duty station:
    • The Employment Center will initiate the request if the location is included in the original hire request. If the work location changes after the hire request is completed, the business office should initiate the form.
• Work authorization:
  • Work, including training or orientation, should begin only after the Employment Center confirms successful onboarding.

EMPLOYEE/FELLOW INFORMATION

• Legal first and last name (no preferred or nicknames).
• Email address
  • Personal email address recommended for students new to Purdue

• PUID (helpful, especially for common names)

• Start date 
  • Grad Staff/Fellowship as Assistantship:
    • Fiscal Year (FY): Must be the actual first working day
    • Academic Year (AY):
      • Academic Year appointments have pre‑set start and end dates.
      • Employment begins on the seventh calendar day preceding the first day of classes of the semester and ends the Friday after grade reports are due, in accordance with the Graduate Staff Employment Manual.
  • True Fellowship:
    • Stipend start date (the date stipend payments will begin). 

POSITION INFORMATION

• Provide position information based on details in offer letter
  
  • Position number not needed for grad staff and fellowship positions. The Employment Center will create a position, if needed.

SUPERVISOR/GRAD COORDINATOR RESPONSIBILITIES

The following items must be completed or confirmed by the supervisor:

• For Grad Staff and Fellowships administered as assistantships (employee appointments):
  • Review New Employee Onboarding – First Steps for Supervisors:
    • Includes instructions for Form I‑9, background checks, and other onboarding tasks.
    • Answers common questions, including Welcome email issues, document timing, and New Hire Wizard access.
  • For True Fellows:
    • Onboarding is completed through a non‑employment appointment form (NEF).
    • Form I‑9 and employment onboarding requirements do not apply.

• Location considerations:
  • The employee or fellow must be physically located in the U.S. on start date
    • Consult with your departmental business office for next steps if you wish to hire a grad who is outside the country.
  • Employees who will work outside the state of Indiana for more than 22 days require a change in duty station:

• The Employment Center will initiate the request if the location is included in the original hire request. If the work location changes after the hire request is completed, the business office should initiate the form.

• Work authorization:
  • Work, including training or orientation, should begin only after the Employment Center confirms successful onboarding.
  • If the employee cannot meet I-9 requirements by the planned start date, communication to the Employment Center and a revised offer letter is required.

Note: The Employment Center processes e‑Form 90 for all graduate fellowships. Fee remissions (e‑Form 80) are handled at the department or business office level for graduate staff appointments (including fellowships administered as assistantships). For guidance on Fellowships and Grad Staff appointments, including manuals and offer letter templates, see the Office of the Vice Provost for Graduate Students and Postdoctoral Scholars (OGSPS) Resources For Faculty & Staff site.

Note: This request is for a named candidate only and is not for student positions, even though they may be temporary in nature. If a search is required, the position must be set up through Knowledge Services and the individual will not be employed by Purdue.

• Legal first and last name (no preferred or nicknames).
• Email address
• PUID (if known)
  • Individuals who previously enrolled or were employed at Purdue may already have a PUID. PUIDs do not change once issued.
• Start date (actual first working day)
  • Please note that any training or orientation time counts as paid work.

• Position title and position number (if known):
  • Position numbers can be found in the Company Info section of SuccessFactors under Position Org Chart.
    • If the position title or number is not known, provide a job summary in the hire request. The Employment Center will create the position.
  • Position title should accurately reflect the duties and role type (clerical, service, or professional).
    • Example: Office Assistant – Temporary Clerical or Lab Assistant – Temporary Service.
• Compensation type:
  • Temporary Clerical and Temporary Service positions are paid hourly (non‑exempt).
  • Temporary Professional positions are paid monthly (exempt) and must meet FLSA minimum requirements.
    • Approval for a temporary professional position should be obtained from HR Compensation before submitting a hire request to the Employment Center.

SUPERVISOR RESPONSIBILITIES
The following items must be completed or confirmed by the supervisor:

• Review Temporary Appointment Standard
• Review New Employee Onboarding – First Steps for Supervisors:
  • Includes instructions for Form I-9, background checks, and other onboarding tasks.
  • Answers common questions, including Welcome email issues, document timing, and New Hire Wizard access.
    
    Note: When a hire request is received, the Employment Center will send a pre-onboarding email directly to the employee, outlining the next steps they need to complete before starting work. Please confirm they receive and read the email.
• Location considerations:
  • The employee must be physically located in the U.S.
    • Consult with your departmental business office before extending an offer to hire an individual outside the country.
  • Employees who will work outside the state of Indiana for more than 22 days require a change in duty station:

• The Employment Center will initiate the request if the location is included in the original hire request. If the work location changes after the hire request is completed, the business office should initiate the form.

• Work authorization:
  • Work, including training or orientation, should begin only after the Employment Center confirms successful onboarding.

For questions concerning the Temporary Employment Standard or the administration of temporary staff, contact tempgroupedrequests@purdue.edu.

This does not apply to lecturers that are not limited term.

 EMPLOYEE INFORMATION

• Legal first and last name (no preferred or nicknames).

• Email address
• PUID (if known)
  • Individuals who previously enrolled or were employed at Purdue may already have a PUID. PUIDs do not change once issued.
• Start date (actual first working day)
  • Please note that any training or orientation time counts as paid work.

POSITION INFORMATION

• Offer type:
  • New offer
    • Initial appointment for a Limited Term Lecturer.
      • If the appointment is new for the hiring department but the individual is a current Limited Term Lecturer in another department, it should be treated as a new offer.
    • Reappointment (Extension)
      • Renewal of an existing Limited Term Lecturer appointment.
    • Position title:
      • Limited Term Lecturer is standard title; no alternate position title is required
        • Departments that use an alternate title may include it, if applicable
      • Employment type:
        • 9‑month Academic Year (AY)
        • 12‑month Fiscal Year (FY)
      • Period of appointment (start date and end date)
        • Academic Year (AY) or Fiscal Year (FY)
      • FTE (if known)
        • The Employment Center will calculate FTE based on teaching assignments and duties
      • Rate of pay
        • This should be the total amount to be paid for the appointment
      • Teaching assignment and duties (enter in “Additional information):
        • Course name(s) and credit hours for each course being taught
        • Additional duties, if applicable

SUPERVISOR RESPONSIBILITIES

The following items must be completed or confirmed by the supervisor:

• Review Lecturer Policy: Terms and Conditions of Employment of Lecturers (VI.F.4)
• Review New Employee Onboarding – First Steps for Supervisors:
  • Includes instructions for Form I-9, background checks, and other onboarding tasks.
  • Answers common questions, including Welcome email issues, document timing, and New Hire Wizard access.
    
    Note: When a hire request is received, the Employment Center will send a pre-onboarding email directly to the employee, outlining the next steps they need to complete before starting work. Please confirm they receive and read the email.
• Location considerations:
  • The employee must be physically located in the U.S.
    • Consult with your departmental business office before extending an offer to hire an individual outside the country.
  • Employees who will work outside the state of Indiana for more than 22 days require a change in duty station:

• The Employment Center will initiate the request if the location is included in the original hire request. If the work location changes after the hire request is completed, the business office should initiate the form.

• Work authorization:
  • Work, including training or orientation, should begin only after the Employment Center confirms successful onboarding.

 EMPLOYEE INFORMATION

• Legal first and last name (no preferred or nicknames).
• Email address
• PUID (if known)
  • Individuals who previously enrolled or were employed at Purdue may already have a PUID. PUIDs do not change once issued.
• Start date (actual first working day)
  • Please note that any training or orientation time counts as paid work.

POSITION INFORMATION

• Offer type:
  • New offer
    • If the appointment is new for the hiring department but the individual is a current Postdoctoral employee at Purdue, it should be treated as a new offer.
  • Extension
    • The start date of an extension should immediately follow the last day of the current appointment for Fiscal Year (FY) appointments.
    • For Academic Year (AY) appointments, the extension should begin at the start of the next semester.
      • Use the Faculty Contract Calendar to determine Academic Year (AY) appointment dates.
• Position title/type:
  • Post Doc Research Assistant
  • Post Doc Research Associate
• Employment type:
  • 9‑month Academic Year (AY)
  • 12‑month Fiscal Year (FY)
• Annual rate of pay
  • Must meet the University, department, or college minimum, whichever is greater.
    • For extensions, applicable college policies for increases must be followed.
    • Consult your departmental business office if the appropriate rate is not known.
• Research area and responsibilities:
  • Specify the area of research and any supplementary job responsibilities, as relevant, to accurately complete the following statement:
    
    Your initial responsibilities will involve discovery in…

SUPERVISOR RESPONSIBILITIES

The following items must be completed or confirmed by the supervisor:

• Review Postdoc Policies
• Review New Employee Onboarding – First Steps for Supervisors:
  • Includes instructions for Form I-9, background checks, and other onboarding tasks.
  • Answers common questions, including Welcome email issues, document timing, and New Hire Wizard access.
    
    Note: When a hire request is received, the Employment Center will send a pre-onboarding email directly to the employee, outlining the next steps they need to complete before starting work. Please confirm they receive and read the email.
• Location considerations:
  • The employee must be physically located in the U.S.
    • Consult with your departmental business office before extending an offer to hire an individual outside the country.
  • Employees who will work outside the state of Indiana for more than 22 days require a change in duty station:

• The Employment Center will initiate the request if the location is included in the original hire request. If the work location changes after the hire request is completed, the business office should initiate the form.

• Work authorization:
  • Work, including training or orientation, should begin only after the Employment Center confirms successful onboarding.

 EMPLOYEE INFORMATION

• Legal first and last name (no preferred or nicknames).
• Email address
• PUID (if known)
  • Individuals who previously enrolled or were employed at Purdue may already have a PUID. PUIDs do not change once issued.
• Start date (actual first working day)
  • Please note that any training or orientation time counts as paid work.

POSITION INFORMATION

• Offer type:
  • New offer
    • If the appointment is new for the hiring department but the individual is a current Postdoctoral employee at Purdue, it should be treated as a new offer.
  • Extension
    • The start date of an extension should immediately follow the last day of the current appointment for Fiscal Year (FY) appointments.
    • For Academic Year (AY) appointments, the extension should begin at the start of the next semester.
      • Use the Faculty Contract Calendar to determine Academic Year (AY) appointment dates.
• Position title/type:
  • Post Doc Research Assistant
  • Post Doc Research Associate
• Employment type:
  • 9‑month Academic Year (AY)
  • 12‑month Fiscal Year (FY)
• Annual rate of pay
  • Must meet the University, department, or college minimum, whichever is greater.
    • For extensions, applicable college policies for increases must be followed.
    • Consult your departmental business office if the appropriate rate is not known.
• Research area and responsibilities:
  • Specify the area of research and any supplementary job responsibilities, as relevant, to accurately complete the following statement:
    
    Your initial responsibilities will involve discovery in…

SUPERVISOR RESPONSIBILITIES

The following items must be completed or confirmed by the supervisor:

• Review Postdoc Policies
• Review New Employee Onboarding – First Steps for Supervisors:
  • Includes instructions for Form I-9, background checks, and other onboarding tasks.
  • Answers common questions, including Welcome email issues, document timing, and New Hire Wizard access.
    
    Note: When a hire request is received, the Employment Center will send a pre-onboarding email directly to the employee, outlining the next steps they need to complete before starting work. Please confirm they receive and read the email.
• Location considerations:
  • The employee must be physically located in the U.S.
    • Consult with your departmental business office before extending an offer to hire an individual outside the country.
  • Employees who will work outside the state of Indiana for more than 22 days require a change in duty station:

• The Employment Center will initiate the request if the location is included in the original hire request. If the work location changes after the hire request is completed, the business office should initiate the form.

• Work authorization:
  • Work, including training or orientation, should begin only after the Employment Center confirms successful onboarding.

Additional details coming soon...

SUBMIT TRANSFER REQUEST

Additional details coming soon...

SUBMIT SUPERVISOR CHANGE REQUEST

Additional details coming soon...

SUBMIT POSITION CHANGE REQUEST

Coming soon...

Use for all positions (paid and non-paid)

Any details you can share are helpful. At a minimum, please provide the following information:

EMPLOYEE INFORMATION

• Legal first and last name (no preferred or nicknames)

• Last working day

• Employee PERNR (User ID number in SuccessFactors)

POSITION INFORMATION

• Position title and position number

• Separation type: Voluntary or Involuntary

• Reason for separation (required for all separations)

  • Student/Temporary Positions: Use Voluntary/Temporary/Seasonal. Add context in “Additional Information” if needed.

  • Involuntary Separations: Consult your HR Business Partner. Include only general information; the Employment Center will follow up if clarification is needed.

SEPARATION DOCUMENTATION

• Attach the resignation notice and any other relevant documentation, if applicable.

  • Resignation notice confirming the employee’s last working day required for benefits-eligible positions. 

• The system only accepts one document with the initial request.

  • If you have multiple documents, combine them into a single file or return to the request through the Service Portal to attach additional documents.

SUBMIT SEPARATION/TERMINATION REQUEST

Submit Pay Change Request

Submit Award Payment Request

Submit Extra Duty or Overload Request

SUBMIT off cycle payment REQUEST

SUBMIT Summer Pay REQUEST

coming soon...

SUBMIT NAME CHANGE Request

Submit Faculty Contract Extension Request

Submit LTL Reappointment Request

coming soon...

Courtesy faculty appointments are available only for current Purdue University faculty.

To set up a courtesy faculty appointment, the department submits a request to the Employment Center and attaches the appointment letter.

Employment Center staff will work with Central Payroll to have the courtesy faculty appointment added to the individual’s main profile in SuccessFactors.

Please note that the courtesy faculty appointment will only appear in the SuccessFactors employee profile under Personal Information > Personal Information, and not as a separate position (see screenshot below).

Submit Courtesy Faculty Appointment

coming soon...