New Employees
Welcome to Clayton State University!
We are pleased that you have chosen to join the Laker family. All new employees, those who have changes in employment conditions (rehires, promotions, etc.), or those who may provide a service to the University (i.e. Non-Paid Affiliates) are required to complete a new hire packet or supply required applicable documents at least 7 (seven) days prior to their official start date.
For current employees (Non-Paid Affiliates, etc.) or inter/intra-institutional transferred employees it is the respective employee or members responsibility to update their information via OneUSG’s Employee Self Service portal as soon as reasonably possible but within 7-10 days of any change. Please contact Human Resources with any questions.
Visit the section titled Pertinent Information for Employees and Non-Paid Affiliates to learn of other employee information.
Part Time Faculty
For Part Time Faculty Employees, please access the Part-Time Faculty New Hire Checklist or required forms that need to be completed.
Employment Categories
To learn the descriptions of the types of employees and employment categories, please refer to the University System of Georgia HR manual on Employee Categories.
Employee Forms
| Form | Audience | Description | Additional Requirement |
|---|---|---|---|
| Employee Data Form3 | ALL Employees | Provides key employee information. | Provide original valid identification for visual verification. |
| Form W-4: Employee’s Withholding Allowance Certificate7 | ALL Employees | Identifies the number of personal withholding allowances for year-end federal tax calculations. Instructions are available at https://www.irs.gov/individuals/international-taxpayers/withholding-exemptions-personal-exemptions-form-w-4. Please consult with a tax professional for assistance with completing this form. | |
| Form G-4: State of Georgia Employee Withholding Allowance Certificate | ALL Employees | Identifies the number of personal withholding allowances for year-end state tax calculations. Learn more information at https://dor.georgia.gov/.Please consult with a tax professional for assistance with completing this form. | |
| Form I-9 Employment Eligibility Verification | ALL Employees | Verifies identity and employment authorization (also known as E-Verify). | Provide original documentation as specified on the “List of Acceptable Documentation” list and MUST be presented to HR within 3 days of hire. |
| e - Verify Rights and Responsibilities | ALL Employees | Outlines the Rights and Responsibilities of Employees as it relates to E-Verify. | Read and retain for your records. |
| Direct Deposit Authorization 4 | ALL Employees | Authorizes the University to deposit your pay check into an account you designate. | Provide copy of a voided bank check; or a letter from your financial institution noting your account and routing number. |
| Selective Service Verification | ALL Employees | Selective Service Verification (SSV) State Law requires all selected male applicants between the ages of 18 and 26 to present proof of having registered with the Selective Service System or to present proof of being exempt from registration prior to beginning State employment. ALL candidates, regardless of the gender they identify with, must complete this form. You may also check your SSV status at this website https://www.sss.gov/verify/ | |
| ACA Market Plan Notification | ALL Employees | In accordance with BOR Policy ALL employees and Non-Paid Affiliates must receive this notification. | Read and retain for your records. |
| Unofficial Transcripts | Faculty ONLY | Required transcripts for graduate degree including 18 graduate hours in the teaching discipline. Official transcripts are required by the Southern Association of Colleges and Schools (SACS) at least one month after start date for all conferred degrees, student issued copies are not acceptable. | Notification only. |
| Laker Angels (Optional) | ALL Employees | The Laker Angels are employees who join together to help other employees. All employees are eligible and invited to be Laker Angels. You can join the Laker Angels by sending an email to lakerangel@mail.clayton.edu . | |
| Non-Resident Aliens or Foreign Entities | Non-Resident Aliens or Foreign Entities | This applies to those employees who identify as and meet the standards of Non-Resident Entities or for Non-Resident Aliens and Foreign Entities. Original documents for your Passport, I-94 Departure Record, US Visa, I-20, DS2019, I-797 (Immigration Documents), and Work Authorization must be submitted to HR when you turn in your required employment documents. Note: If you would like further information on Non-Resident Alien & International Taxation please visit the Internal Revenue Service Website and review IRS Publication 515 Withholding of tax on Non-Resident Aliens and Foreign Entities. | Notification only. |
| Foreign National Tax Information Form | Foreign National Employees Foreign National Entities | This applies to those employees who identify as and meet the standards of Foreign N National. | |
| Supplemental Form W-4 Instructions for Nonresident Aliens | Non-Resident Aliens | This applies to those employees who identify as and meet the standards of a Non-Resident Alien. Nonresident aliens must follow special instructions when completing Form W-4, Employee's Withholding Allowance Certificate, for compensation paid to such individuals as employees performing dependent personal services in the United States. Note. Form W-4, and the other IRS forms and publications referenced in this notice, are available at www.irs.gov/formspubs or by calling 1-800-829-3676 | |
| Training Acknowledgement | ALL Employees | In order to educate and support all employees and those who provide a service to Clayton State University with ensuring and maintaining a safe compliant work environment all employee must complete training within 30 days of their employment. Failure to comply may result in separation from employment. | |
| Statement of Confidentiality | ALL Employees | As an employee of Clayton State University some information will include access to or involvement with information and records that are considered confidential. This forms allows employees to acknowledge confidentiality and understanding their role related to the same. |
| Form | Audience | Description | Additional Requirement |
|---|---|---|---|
| Employee Data Form3 | Temporary Employees | Provides key employee information. | Provide original valid identification for visual verification. |
| Form W-4: Employee’s Withholding Allowance Certificate7 | Temporary Employees | Identifies the number of personal withholding allowances for year-end federal tax calculations. Instructions are available at https://www.irs.gov/individuals/international-taxpayers/withholding-exemptions-personal-exemptions-form-w-4. Please consult with a tax professional for assistance with completing this form. | |
| Form G-4: State of Georgia Employee Withholding Allowance Certificate | Temporary Employees | Identifies the number of personal withholding allowances for year-end state tax calculations. Learn more information at https://dor.georgia.gov/.Please consult with a tax professional for assistance with completing this form. | |
| Form I-9 Employment Eligibility Verification | Temporary Employees | Verifies identity and employment authorization (also known as E-Verify). | Provide original documentation as specified on the “List of Acceptable Documentation” list and MUST be presented to HR within 3 days of hire. |
| E - Verify Rights and Responsibilities | Temporary Employees | Outlines the Rights and Responsibilities of Employees as it relates to E-Verify. | Read and retain for your records. |
| Direct Deposit Authorization 4 | Temporary Employees | Authorizes the University to deposit your pay check into an account you designate. | Provide copy of a voided bank check; or a letter from your financial institution noting your account and routing number. |
| Selective Service Verification | Temporary Employees | Selective Service Verification (SSV) State Law requires all selected male applicants between the ages of 18 and 26 to present proof of having registered with the Selective Service System or to present proof of being exempt from registration prior to beginning State employment. ALL candidates, regardless of the gender they identify with, must complete this form. You may also check your SSV status at this website https://www.sss.gov/verify/ | |
| ACA Market Plan Notification | Temporary Employees | In accordance with BOR Policy ALL employees must receive this notification. | Read and retain for your records. |
| Laker Angels (Optional) | Temporary Employees | The Laker Angels are employees who join together to help other employees. All employees are eligible and invited to be Laker Angels. You can join the Laker Angels by sending an email to lakerangel@mail.clayton.edu . | |
| Non-Resident Aliens or Foreign Entities | Non-Resident Aliens or Foreign Entities | This applies to those employees who identify as and meet the standards of Non-Resident
Entities or Non-Resident Aliens and Foreign Entities. Original documents for your Passport, I-94 Departure Record, US Visa, I-20, DS2019,
I-797 (Immigration Documents), and Work Authorization must be submitted to HR when
you turn in your required employment documents. Note: If you would like further information on Non-Resident Alien & International Taxation please visit the Internal Revenue Service Website and review IRS Publication 515 Withholding of tax on Non-Resident Aliens and Foreign Entities. |
Notification only. |
| Foreign National Tax Information Form | Foreign National Employees Foreign National Entities | This applies to those employees who identify as and meet the standards of Foreign N National. | Please complete and return to HR. |
| Supplemental Form W-4 Instructions for Nonresident Aliens | Non-Resident Aliens | This applies to those employees who identify as and meet the standards of a Non-Resident Alien. Nonresident aliens must follow special instructions when completing Form W-4, Employee's Withholding Allowance Certificate, for compensation paid to such individuals as employees performing dependent personal services in the United States. Note. Form W-4, and the other IRS forms and publications referenced in this notice, are available at www.irs.gov/formspubs or by calling 1-800-829-3676 | |
| Georgia Defined Contribution Plan Brochure14 | Temporary Employees | This applies to temporary employees only. Georgia Defined Contribution Plan Brochure provides information on Georgia Defined Contribution Plan. Note: Georgia Defined Contribution Plan website https://www.ers.ga.gov/georgia-defined-contribution-plan | Read and retain for your records. |
| Georgia Defined Contribution Plan Acknowledgement15 | Temporary Employees | This applies to temporary employees only. Temporary employees of the University are REQUIRED by Georgia law to participate in the Georgia Defined Contribution Plan. | |
| Georgia Defined Contribution Plan Refund Information | Temporary Employees | This applies to temporary employees only. Georgia Defined Contribution Plan Refund Information provides information to separating
employees on how to request a refund of their contributions. Note: Georgia Defined Contribution Plan website https://www.ers.ga.gov/georgia-defined-contribution-plan |
Notification Only. Upon Separation from Clayton State University please submit Georgia Defined Contribution Plan (GDCP) refund requests directly to GDCP. |
| Temporary Conditions of Employment | Temporary Employees | This applies to Temporary Employees and/or those designated to provide a service to CSU on a temporary basis. | |
| Statement Concerning Social Security | Temporary Employees | This applies to Temporary Employees and/or those designated to provide a service to CSU on a temporary basis. | |
| Training Acknowledgement | Temporary Employees | In order to educate and support all employees and those who provide a service to Clayton State University with ensuring and maintaining a safe compliant work environment all employee must complete training within 30 days of their employment. Failure to comply may result in separation from employment. | |
| Statement of Confidentiality | Temporary Employees | As an employee of Clayton State University some information will involve access to or involvement with information and records that are considered confidential. This forms allows employees to acknowledge confidentiality and understanding their role related to the same. |
| Form | Audience | Description | Additional Requirement |
|---|---|---|---|
| Employee Data Form3 | Student Temporary Employees | Provides key employee information. | Provide original valid identification for visual verification. |
| Form W-4: Employee’s Withholding Allowance Certificate7 | Student Temporary Employees |
Identifies the number of personal withholding allowances for year-end federal tax calculations. Instructions are available at https://www.irs.gov/individuals/international-taxpayers/withholding-exemptions-personal-exemptions-form-w-4. Please consult with a tax professional for assistance with completing this form. | |
| Form G-4: State of Georgia Employee Withholding Allowance Certificate | Student Employees | Identifies the number of personal withholding allowances for year-end state tax calculations. Learn more information at https://dor.georgia.gov/.Please consult with a tax professional for assistance with completing this form. | |
| Form I-9 Employment Eligibility Verification | Student Temporary Employees |
Verifies identity and employment authorization (also known as E-Verify). | Provide original documentation as specified on the “List of Acceptable Documentation” list and MUST be presented to HR within 3 days of hire. |
| E - Verify Rights and Responsibilities | Student Temporary Employees | Outlines the Rights and Responsibilities of Employees as it relates to E-Verify. | Read and retain for your records. |
| Direct Deposit Authorization 4 | Student Temporary Employees | Authorizes the University to deposit your pay check into an account you designate. | Provide copy of a voided bank check; or a letter from your financial institution noting your account and routing number. |
| Selective Service Verification | Student Temporary Employees | Selective Service Verification (SSV) State Law requires all selected male applicants between the ages of 18 and 26 to present proof of having registered with the Selective Service System or to present proof of being exempt from registration prior to beginning State employment. ALL candidates, regardless of the gender they identify with, must complete this form. You may also check your SSV status at this website https://www.sss.gov/verify/ | |
| ACA Market Plan Notification | Temporary Student Employees | In accordance with BOR Policy ALL employees must receive this notification. | Read and retain for your records. |
| Laker Angels (Optional) | Student Temporary Employees | The Laker Angels are employees who join together to help other employees. All employees are eligible and invited to be Laker Angels. You can join the Laker Angels by sending an email to lakerangel@mail.clayton.edu . | |
| Non-Resident Aliens or Foreign Entities | Non-Resident Aliens or Foreign Entities | This applies to those employees who identify as as and meet the standards of Non-Resident
Entities or for Non-Resident Aliens and Foreign Entities. Original documents for your Passport, I-94 Departure Record, US Visa, I-20, DS2019, I-797 (Immigration Documents), and Work Authorization must be submitted to HR when you turn in your required employment documents. Note: If you would like further information on Non-Resident Alien & International Taxation please visit the Internal Revenue Service Website and review IRS Publication 515 Withholding of tax on Non-Resident Aliens and Foreign Entities. |
Notification only. |
| Foreign National Tax Information Form | Foreign National Employees Foreign National Entities | This applies to those employees who identify as and meet the standards of Foreign N National. | Please complete and return to HR. |
| Supplemental Form W-4 Instructions for Nonresident Aliens | Non-Resident Aliens | This applies to those employees who identify as and meet the standards of a Non-Resident
Alien. Nonresident aliens must follow special instructions when completing Form W-4, Employee's Withholding Allowance Certificate, for compensation paid to such individuals as employees performing dependent personal services in the United States. Note. Form W-4, and the other IRS forms and publications referenced in this notice, are available at www.irs.gov/formspubs or by calling 1-800-829-3676 |
|
| Temporary Conditions of Employment | Student Employees | This applies to Temporary Employees and/or those designated to provide a service to CSU on a temporary basis. | |
| Statement Concerning Social Security | Student Employees | This applies to Temporary Employees and/or those designated to provide a service to CSU on a temporary basis. | |
| Training Acknowledgement | Student Employees | In order to educate and support all employees and those who provide a service to Clayton State University with ensuring and maintaining a safe compliant work environment all employee must complete training within 30 days of their employment. Failure to comply may result in separation from employment. | |
| Statement of Confidentiality | Student Employees | As an employee of Clayton State University some information will involve access to or involvement with information and records that are considered confidential. This forms allows employees to acknowledge confidentiality and understanding their role related to the same. | |
| Student Assistant Acknowledgement Form | Student Employees | Acknowledgement of Student Employee Temporary employment supplemental conditions. Note: this is in addition to any conditions set forth by your hiring manager. |
| Form | Audience | Description | Additional Required Forms/Documents/Actions |
|---|---|---|---|
| Employee Data Form3 | NPA & IC | Provides key employee information. | Provide valid original identification for visual verification. |
| Form I-9 Employment Eligibility Verification | NPA & IC | Verifies the identity and employment authorization (also known as e-Verify). | Provide original documentation as specified on the “List of Acceptable Documentation” list and MUST be presented to HR within 3 days of hire. |
| E - Verify Rights and Responsibilities | NPA & IC | Outlines the Rights and Responsibilities of Employees as it relates to e-Verify. | Read and retain for your records. |
| ACA Market Plan Notification | NPA & IC | In accordance with BOR Policy ALL employees must receive this notification. | Read and retain for your records. |
| Training Acknowledgement | NPA & IC | In order to educate and support all employees and those who provide a service to Clayton State University with ensuring and maintaining a safe compliant work environment all employee must complete training within 30 days of their employment. Failure to comply may result in separation from employment. | |
| Statement of Confidentiality | NPA & IC | As an employee of Clayton State University some information will involve access to or involvement with information and records that are considered confidential. This forms allows employees to acknowledge confidentiality and understanding their role related to the same. |
Vehicle Registration: In order to obtain a Clayton State University vehicle registration permit, you will need to report to Public Safety in order to complete a new vehicle registration form. If you have any questions or concerns, contact the Clayton State University Department of Public Safety at (678) 466-4050.
Laker ID: The LakerCard is your official Campus ID and must be presented to any school representative upon request. The cardholder agrees to abide by all rules, regulations, policies, and procedures as specified by Clayton State and the LakerCard Center. Your LakerCard photo may be used for official campus roster photos or other institutional identification purposes. In order to obtain your LakerCard, you will need to report to the LakerCard Center located on the first floor of the Baker University Center, adjacent to the Lakeside Dining Hall. If you have any questions or concerns, please contact the LakerCard Center.
E-Mail and University Network Credentials: You may not obtain any University specific credentials until all applicable paperwork has been processed and you have received confirmation from your manager/supervisor. Please see below some important policies regarding Use, Copyright, & Communications: Clayton State University Computer and Network Acceptable Use Policy, Peer to Peer and Copyright, and Computer, Network and Information Security Policy and Plan
Workweek and Work Schedules: A minimum workweek of 40-hours is observed by all full-time staff employees. The requirements of the various operations of the University are highly diverse and different. Though, flexible work schedules may be adopted to meet different needs of the University. The schedules for a given department are established by respective department heads and subject to the approval of the administrative officer. Most offices are required to be open from 8:00 a.m. to 5:00 p.m. (EST) Monday through Friday, and as required by some departments in the evening and on weekends. An employee’s work schedule may differ in some departments, but only by mutual agreement between the employee and supervisor. Flexible scheduling or teleworking is done in accordance with University policy. The following form sets up the specific agreement between the employee and Clayton State University pertaining to arranged flexible work schedule (s) agreed upon by the individual employee and their departmental management team.
Campus Maps: In order to assist you in navigating the CSU campus (s), here is a link to all the maps for Clayton State University. Clayton State University Maps & Directions
University Calendars Visit the University calendars
Contact Us
Main Phone: (678) 466-4230
Fax: (678) 466-4239
Email: HumanResources@clayton.edu
Location: Clayton State University, Clayton State East - Arbor Hall