Forms For New Hires
Congratulations on becoming a new employee of Pace University! All new employees are required to complete their new-hire paperwork and Employment Eligibility Verification Form I-9 on or before their first day of work. Please note you will be receiving an email message from Pace University with the subject line including the phrase, “TalentEd Records,” which will provide a link to our online electronic paperwork system. Once all new hire paperwork has been submitted, please visit the Human Resources office either before or on your start date to provide original identification to complete the new hire process. You will also be asked to submit your completed tax forms. Links to these forms are listed below. We have copies of all forms located at each HR office location:
Westchester Campus Employees
100 Summit Lake Drive, 3rd Floor
Valhalla, NY 10595
(914) 923-2730
New York Campus Employees
161William Street, 16th Floor
New York, NY 10038
(212) 346-1630
International Students are encouraged to call their campus HR office, or email Talent Acquisition to schedule an appointment to review their new hire forms.
Employment Tax Forms for New Hires
Form W-4 (PDF)
Complete Form W-4 so that your employer can withhold the correct federal income tax from your pay. Consider completing a new Form W-4 each year and when your personal or financial situation changes.
IT-2104 - Employee's Withholding Allowance Certificate and Instructions (NYS) (PDF)
Complete to withhold New York State taxes, if you are working within New York state
IT-2104-1 Certificate of Nonresidence & Allocation of Withholding (PDF)
Complete to claim Nonresidence & Allocation of Withholding
IT-2104-E Certificate of Exemption from Withholding (PDF)
Complete to claim exemption from withholding for New York State personal income tax
8233 - Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual (PDF)
Complete only if a non-resident alien is claiming exemption from taxes based upon their country's treaty with the US. Required for international students and faculty on work visa.
Benefits Forms for New Employee Orientation
Fax completed forms to (914) 989-8506 or Scan/Email to benefits@pace.edu
403(b) Retirement Plan University Contribution Eligibility Acknowledgement
Please complete this online form to confirm your understanding of the age and years of service requirement to receive the University contribution to your 403(b) Retirement Plan. Please complete this online form within 31 days of your full-time date of hire.
403(b) Retirement Plan – Waiting Period Waiver Form:
If applicable, you may elect to either:
- Utilize the online NextGen version of the 403b Waiting Period Waiver form which requires that you enter the email address of a Human Resources representative at your former employer, and that HR Rep must create an username and password via the system to complete their section and submit it to the University Benefits Office.
- Submit the PDF version of the 403b Waiting Period Waiver form (PDF) which requires that you complete Section A and submit the form to an HR Representative at your former employer to complete Section B. The fully completed form must be emailed to benefits@pace.edu.
Regardless of the option that you choose, it is your responsibility, as a new full-time employee, to ensure that the 403b Waiting Period Waiver form is fully completed and submitted to University Benefits for review. You will be notified if you are eligible to waive the waiting period to receive the University contribution of 9% (which is contingent upon your required 3% contribution) to the 403(b) Retirement Plan and the date that the University contribution may begin.
2024 Defined Contribution Retirement Plan (403b) Salary Reduction Agreement Form
Using your Pace Portal username and password, complete this online form to enroll in the plan or to change your contribution for 2024. (Instructions, for online web enrollment with TIAA, are included at the bottom of the form.) The IRS maximum contribution for 2024 is $23,000 (plus an additional $7,500 for those aged 50+ in calendar year 2024). Note: The maximum contribution percentage allowed is 90%. However, it is the employee's responsibility to ensure that the contribution percentage elected will result in an allowable amount; other deductions, such as FICA tax, NYS Paid Family Leave, and union dues (where applicable) as well as voluntary deductions such as medical, dental, life, FSA, HSA, and commuter benefits, take precedence over the 403(b) contribution. If the elected contribution is greater than the net after deductions, no amount will be withheld. University Benefits is not able to provide payroll modeling and will not be responsible for errors that do not produce a contribution as a result of the other deductions.
Group Term Life Insurance (Enrollment) Form (PDF)
Please complete this form to elect Voluntary life insurance coverage and/or Dependent life insurance coverage. Voluntary life insurance, in excess of $400,000, must have underwriting approval by the carrier. Please complete Page 2, Evidence of Insurability, if you are requesting Voluntary life insurance in excess of $400,000 and sign/date Page 3. Please return this form within 31 days of your full-time date of hire.
Life Insurance Beneficiary Designation Form
Please complete this online form to designate a beneficiary (or beneficiaries) for your Basic and Voluntary, if applicable, life insurance coverage. Please be sure to include the percentage of benefit for each beneficiary listed. You may change your beneficiaries, at any time, by submitting an updated form. Please complete this form within 31 days of your full-time date of hire.
Long-Term Disability Plan – Waiting Period Waiver:
If applicable, you may elect to either:
- Utilize the online NextGen version of the Long-Term Disability Plan Waiting Period Waiver Form which requires that you enter the email address of a Human Resources representative at your former employer, and that HR Rep must create an username and password via the system to complete their section and submit it to the University Benefits Office.
- Submit the PDF version of the Long-Term Disability Plan – Waiting Period Waiver Form (PDF) which requires that you complete Section A and submit the form to an HR Representative at your former employer to complete Section B. The fully completed form must be emailed to benefits@pace.edu.
Regardless of the option that you choose, it is your responsibility, as a new full-time employee, to ensure that the Long-Term Disability Plan – Waiting Period Waiver form is fully completed and submitted to University Benefits for review. You will be notified if you are eligible to waive the one-year waiting period to enroll in the Long-Term Disability Plan.
Long Term Care - Benefit Election Form (PDF)
Although an employee may apply for Long Term Care insurance at any time during the plan year, the Evidence of Insurability requirement is waived, for the employee only, if he/she enrolls within the initial 31-day eligibility period (unless an option of $7,000, $8,000 or Unlimited Duration coverage is elected). Please access Unum's long term care insurance website for Pace for further information.
Long Term Care - Evidence of Insurability (PDF)
Evidence of Insurability is required of an employee if he/she enrolls after the 31-day initial enrollment period or chooses to purchase $7,000, $8,000, or Unlimited Duration coverage. Evidence of Insurability is required for all family members. Evidence of Insurability requires carrier underwriting approval. Please visit the UNUM website for further information.
Benefits Eligibility Acknowledgement
Please complete this online form to confirm your understanding of the 31-day initial enrollment period for medical, dental, life insurance, and Flexible Spending Account or Health Savings Account (HSA) participation. Your signature on this form also verifies that you have reviewed the New Employee Orientation narrated presentation online and have contacted the University Benefits office if any information is unclear. Please complete this form within 31 days of your full-time date of hire.