New Hires

All UMBC employees must complete the appropriate new hire paperwork in order to be paid by the State of Maryland.  Department Payroll Preparers should review the Human Resources/Payroll Calendars to submit transactions in a timely manner based on the deadlines associated with each pay cycle.

NEW: Remote Business Processes 


Note: The Department of Homeland Security REQUIRES that the I-9 be completed on the first day by all new employees on or before the 1st day of employment and that the document verification occur within three days of the first day of employment.

New Hire Packet by Employee Classification

Contingent I New Hire Packet

Contingent II New Hire Packet

Exempt New Hire Packet

Faculty New Hire Packet

Graduate Assistant New Hire Packet

Non-exempt New Hire Packet

PT Faculty New Hire Packet

Student New Hire Packet *

New employees must complete the required documents based on their employee classification.  Departments must provide the following policies to each new employee.
  • I-9 Instructions – English (I-9 Spanish Instructions) A full list of acceptable documents can be found on pages 8-11.
  • Substance Abuse Policy (Acknowledgement of Receipt Form can be found in the New Hire packets above) – The use of controlled substances and the abuse of alcohol present a serious threat to individual health and everyone’s safety.  Moreover, the use of illegal drugs and the abuse of alcohol can result in less than complete reliability, stability and good judgement, which is inconsistent with the standards set for the faculty, staff and students of the University of Maryland Baltimore County.
  • In the past, the CHIP Notice (Not required for students) & CHIP Acknowledgement Form were required.  Effective 2/2019, Human Resources no longer requires an individual notification/acknowledgement.  More information can be found on the Benefit Information page.

New Hire Forms

Tax Forms

UPDATED 7/20/18:  IRS Encourages All Employees to Use the “IRS Withholding Calculator”


W-4 – This form ensures your employer withholds the correct amount of income tax from your pay.  In the absence of a W-4, the federal and state tax laws and regulations mandate maximum taxes be withheld. Prompt Filing of Employee Withholding Certificate

Employee Payroll Tax Resources

** Payroll System = UM, Employing Agency = UMBC, Agency Number = 360231)

Student Employment

Student & Graduate Assistant titles should only be used for students at the University of Maryland (USM) system school.  Students in a non-USM school or students that work a regular schedule of 40 hours, should not be in a student title.  Employees with a F-1 & J-1 VISA status are not permitted to work more than 20 hours per week based on their VISA requirements.  A student employee that has graduated may not be classified with a student title.  The department should submit termination paperwork or change the employee’e title to a non-student position.

Non-Resident Alien

Non-Resident Alien (NRA) employees are required to complete specific paperwork when they are hired and during the renewal period at the end of each year for the following calendar year.

Forms & Resources

Related Resources:

NOTE:  UMBC only e-verifies employees that are on a federal contract with a FAR clause at this time. We are unable to e-verify any other employees without impacting our entire workforce.