On-boarding

All new RF employees must submit an Address / Emergency Contact Form. 

You must also submit a complete I-9 (Federal Employment Eligibility Verification), with all required documentation attached, on or before they start working. 

The RF is required to E-Verify work authorization for all newly hired employees (including students and summer faculty) within 3 days of the 1st day of work. Research Foundation Human Resources (RFHR) will be responsible for performing verifications in the E-Verify system. 

Employees may not begin work until their I-9 and all required documents have been reviewed by RFHR or designee. Review instructions for completing an I-9.  

I-9 Instructions for Employees who are Non-citizens: Employees who are not U.S. citizens will need to schedule an appointment with RFHR to verify work authorization and perform tax determinations. Please contact [email protected] or 518-437-4500 to schedule an appointment. 

You must also complete these forms, if applicable: 

• Hourly Employee Certification Form: This is required for all hourly appointments. 

• Employee Work Schedule: This is required for all part-time, non-hourly appointments. 

Required Federal Withholding Forms for New Employees

New employees must submit a W-4 (Federal Employee's Withholding Certificate). Additionally:

• Non-citizens may wish to review the Supplemental Form W-4 Instructions for Nonresident Aliens. 

• Non-resident employees may wish to submit Form 8233 to claim an exemption from withholding compensation for personal services due to an income tax treaty or the personal exemption amount. 

• Employees may wish to submit Form 673 to claim an exemption from U.S. income tax withholding on wages earned abroad to the extent of the foreign earned income exclusion and foreign housing exclusion. 

Required New York State (NYS) Withholding Forms for New Employees

Please complete the form applicable to your circumstances: 

• IT-2104 (NYS Employee's Withholding Allowance Certificate) 

• IT-2104E (NYS Certificate of Exemption from Withholding) 

• IT-2104.1 (NYS Certificate of Nonresidence and Allocation of Withholding Tax)

You may elect to receive your pay via direct deposit. Employees who don’t opt in will have their paychecks mailed to their permanent address.

All new employees must sign and submit the new employee orientation checklist applicable to their appointment:

• Regular Employees Eligible for Full Benefits 

• Regular Summer Employees Eligible for Partial Benefits 

• Graduate-Undergraduate Student Employees Eligible for Partial Benefits 

• Graduate Student Employees Eligible for Full Benefits 

• Postdoctoral Employees Eligible for Full Benefits 

• Postdoctoral Employees Eligible for Partial Benefits

• Faculty with Summer-only RF Appointment

Additionally, all new employees must review the following documents and sign and submit paperwork acknowledging they have read the following documents: 

• Read the Employee Handbook and then sign the Employee Handbook Acknowledgement Form. 

• Read the Code of Conduct and sign the Annual Acknowledgement and Certification of Compliance with the Code of Conduct.