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Kansas State University

Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
Contact HR

Human Resources Newsletter

December 21, 2012

Topics included in this issue:

Important—New Background Check Form and Procedures Effective 1.1.2013

Effective January 1, 2013, the FCRA has new compliance directions for Background Screening processes. In following their directive, a new disclosure and authorization form (PER-59) has been created with new attachments. Also, if the applicant is a resident of select states, there are additional attachments that the applicant must be provided, by law.

The new PER-59 is two pages long. The applicant information is on page one, the hiring department information is on page two. Please review this new form carefully. Both of these pages will need to be faxed to HR for processing.

NOTE: Please begin using this form immediately to ensure compliance by January 1, 2013.

On page one, if the applicant is a resident of Minnesota, Oklahoma, or California. They, by checking the box and providing an email address, may have their consumer report sent to them via email.

If the applicant is a resident of New York or California, there are links, on page two, to documents that will need to be printed and given to the applicant. The hiring department assisting the applicant with completing the form will be responsible for ensuring that they receive these documents.

As before, only select positions (Extension agents and interns) will be authorized for obtaining a driver's license check.

If you have any questions, please do not hesitate to contact Kris Mauck at kmauck@ksu.edu.

You can find the new form and instructions at: http://www.k-state.edu/hr/backgrdcheck.htm

On Campus Work Permit no longer needed for F1/J1 Students

Beginning with the 2013 calendar year, on campus work permits will no longer be needed for F1/J1 Students. International Student and Scholar Services (ISSS) will no longer issue on campus work permits for F1/J1 student new hires. Division of Human Resources will continue to track work authorization expirations using the Form I-9 and supporting documents such as the unexpired passport, I-94 and the I-20 or DS2019. Individuals with immigration status of J1 Scholar, H-1B, TN, O-1, F-1 students on OPT or STEM Extension will still require on campus work permits issued by ISSS. Further information on this change will be forthcoming.

Social Security Card Reminders for new Foreign National Employees

The Social Security Administration (SSA) office in Manhattan is encouraging/requesting departments sending several foreign nationals to their office at one time to contact them in advance so they may be more able to accommodate the requests and reduce wait time. The SSA may wish to arrange an appointment time. The SSA contact number is 1-877-840-5741.

Remember: The SSA office is no longer printing the social security number on the receipts issued to a foreign national employee. Since the receipt will not have a number, a copy of the actual social security card will now be required before we can put them on the payroll. The new employee will have to wait until the social security card is delivered in the mail.

To avoid the social security card being returned by the Post Office to the SSA the foreign national must register his address with his postman. The individual must complete a Manhattan Post Office Blue Card (for an off campus address) or a KSU Central Mail Gold Card (on campus addresses in Jardine & Claflin apartments) and put it in their mail box so that the postman knows who to leave mail for at that address. If this has not been done, the envelope containing social security card will be returned to the Social Security Administration thus further delaying receipt of the SS card and our ability to hire this individual. The blue cards will be available at the International Student & Scholar Services.

Further information on Requirements for Issuing Social Security Numbers for Foreign Nationals can be found at http://www.k-state.edu/hr/forms/SSNRequirementsNRA.pdf

The Division of Human Resources wishes everyone a wonderfully Joyous Holiday Season!!!