• Letters of offer and acceptance.
• Personnel Action Form, PAF. SAPPHIRE
• Employment Eligibility Verification, I-9. SAPPHIRE
• Personal Data Form, PDF. SAPPHIRE
• Certification Statement.
• Applicant Log Sheet.
• Employee's Withholding Allowance Certificate, W-4. SAPPHIRE
• University of Nebraska Group Insurance Application Form (for eligible employees only).
• Record of Prior Service Form (for retirement purposes).
• Direct Deposit Agreement (optional). SAPPHIRE

Pertains to the initial questions of who, what, when, and where.

• Action's effective date.
• Action required (initial employment, LOA).
• Employee's social security number.
• Employee's primary home department.

• Employee's name.
• Service date.
• Budgeted salary for regular position.
• Current work status including:
  • Active, leave, retired.
  • Status effective date.
  • Employee's initial hire date with UNL.
  • Regular/temporary.
  • Full/part-time.
  • Employee's primary home department.
  • Probationary status.
  • Next review/evaluation date.
  • Benefit eligibility.

• New title and appropriate position number.
• Beginning and end dates of new position.
• Appointment department.
• Current rate of pay for position.
• FTE percentage rate.
• Term of appointment (12-month, 9-month, summer).
• Type of appointment (faculty, office/service, managerial/professional).
• Funding and earnings type information for position.

1. Initiating Department
2. Dean/Director
3. Budget
4. Vice Chancellor (upon request)
5. Data Entry

1. Initiating Department
2. Dean/Director
3. Summer Sessions
4. Data Entry

1. Initiating Department
2. Dean/Director
3. Vice Chancellor (upon request)
4. Budget
5. Human Resources
6. Data Entry

1. Initiating Department
2. Dean/Director
3. Vice Chancellor (upon request)
4. Budget
5. Human Resources
6. Data Entry

1. Initiating Department
2. Dean/Director
3. Graduate College
4. Budget
5. Data Entry

1. Initiating Department
2. Dean/Director
3. Part-time Student Employment
4. Data Entry

Since November 7, 1986, all employers in the United States have been required to have newly hired employees complete an I-9 form. UNL requires that each new employee complete this form and show the required original documents on or before the employee's first day of work.

NOTE: No new employee should be allowed to perform any work at UNL until this documentation is completed.

Former employees returning to UNL after a break in service are required to complete the I-9 form. Questions about this should be directed to Human Resources or to the Data Entry Office.

Severe penalties may be imposed on UNL and/or the hiring department for noncompliance with this law.

Explanation of Form

Prior to an individual's first day of employment, the department should inform the individual of the requirement to provide certain original documentation. All individuals must provide either one original document from List A or an original document from List B and List C. The back of the Reference Card gives additional information concerning documentation for non-US citizens.

UNL requires that copies of the original documents used in completion of the form be attached to the I-9 and forwarded with the PAF and the PDF for approval.

The I-9 form can be broken down into two separate sections, which give the following information:

#1 - Employee Information and Verification

(Completed and signed by the new employee.)

This top section must be completed and signed by the new employee, and submitted to the employing department.

#2 - Employer Review and Verification

(Completed and signed by the employing department.)

The bottom signature/date lines are required for final processing. The designated UNL individual who completes Section 2 of the I-9 must verify the authenticity of the documentation. This individual must be a regular UNL employee.

#3 - Updating and Reverification

(Completed and signed by the employing department.)

This section is completed when an employee's previous work authorization has expired or changed. Copies of the new documentation are to be attached, providing the document title, number, and expiration date. The bottom signature/date lines are required for processing.

The employing department should keep a copy of the I-9 and copies of corresponding documentation in the employee's employee file.

Employment Eligibility Verification Form, I-9 - Sample

This form includes all personal information, including home address, personal contact, higher education completed, and paycheck distribution. The PDF should be completed by all UNL employees and updated whenever changes occur in any of the listed information.

Explanation of Form

All pertinent information should be printed or typed in the unshaded area of each field. New hires should attach a Form W-4 to the completed PDF prior to forwarding the copy.

Detailed instructions are located on the back of the PDF explaining specific codes used on the form.

Departments with questions concerning the PDF should contact Human Resources.

Personal Data Form, PDF - Sample

For forms that are in SAPPHIRE follow this path (select your system, select Business Forms, select Human Resources, select Personnel Administration) PDF Form

Certification Statement, Office/Service - Sample



Certification Statement, Managerial/Professional - Sample

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If you would like more information about the department of Human Resources, visit the Human Resources website or call 402-472-3101. You may also email questions about Human Resources policies or procedures to hroffice2@unl.edu.