Human Resources FAQ

Employment may begin only after Human Resources has received and verified all of the following:

  • An approved ESF or AAE
  • Completed Form I-9, with valid identification that meets I-9 requirements
  • Confirmation that Empeon onboarding is 100% complete
  • Live Scan clearance (if required based on the job description and/or assigned duties)
  • Background clearance (if required based on job description/ or assigned duties)
  • International employees must also receive clearance from the CSULB Tax Specialist before starting work.

The ESS account is a personal account with our HR/Payroll vendor Empeon that is designed specifically for employees to view and manage their personal information and pay details throughout their employment. 

Please refer to the ESS Registration Guide (PDF) for Step-by-step instructions.

The Form I-9 is a federal requirement used to verify your identity and authorization to work in the United States. All employees hired after November 6, 1986, must complete this form. 

Federal law requires employers to verify employment eligibility. Completing the I-9 allows us to comply with U.S. Citizenship and Immigration Services (USCIS) regulations. 

Section: 1 must be completed no later than your first day of work. 

Section: 2 must be completed within three business days of your start date. 

You must present either: 

  • One document from List A (identity and work authorization), or
  • One document from List B (identity) and one from List C (work authorization)

A full list of acceptable documents is included in the I-9 form.

Failure to complete the I-9 within the required timeframe may delay your pay or, in some cases, result in termination of employment due to federal compliance requirements. 

Employees can update personal information by logging into their Employee Self-Service (ESS) account and making changes directly to your profile. 

If ESS access is unavailable, employees may complete an Employee Personal Data Change Form (PDF), available on the CSULB Research Foundation.

Note: Name changes require updated legal documentation, including a new Social Security card and completion of a new Form I-9.

For Hiring Managers/Supervisors

Refer to Hiring Guide for Benefitted Employee (PDF)for benefitted employee.

To post a benefitted position on the Research Foundation website, an Employment Opportunities Announcement must be submitted to the Research Foundation HR office and posted for a minimum of two weeks. Prior to posting, the Research Foundation will obtain approval allowability from ORED to confirm that the program can support a benefitted employee. The Employment Opportunities form can be found on the Research Foundation website under the Forms tab.

The following information needs to be included in the opportunities Announcement. 

  • Project or Department name
  • Payroll Classification (refer to the Research Foundation payroll classification list)
  • Working Title (May differ from payroll classification)
  • Non-Exempt (hourly)/Exempt (Salary)
  • Posting dates (two weeks minimum)
  • Percentage of time (e.g., Full Time (100%) or Part Time (50%)
  • Supervisor Name
  • Chartfield information
  • Essential Job Functions (preferably attached as a Word document)
  • Educational and Experience requirements
  • Name of publication and run dates (if advertised outside the Research Foundation website)
  • Chartfield for advertising costs
  • Project Director signature 

Please refer to the Employee Status Form (ESF) Guide (PDF) for step-by-step instructions. 

To initiate onboarding for new hires and rehires, Human Resources must receive an approved Employee Status Form (ESF) /Authorization for Additional Employment (AAE), including the job description and employee email address. 

Once received, Human Resources will: 

  • Launch the onboarding process
  • Invite the employee to create an Employee Self-Service (ESS) account in Empeon (HR/payroll vendor)
  • Employees will enter their information (the same information previously collected in the new hire packet; rehires will verify that their existing information is current).
  • Both new hires and rehires will upload and attach their valid identification documents to support their I-9. 

Yes, international students are eligible to be hired through the Research Foundation. An approved Employee Status Form (ESF) is required to initiate the process.  

In addition to completing the Research Foundation New Hire packet, international students must also obtain clearance from the CSULB Tax Department before they are authorized to work. 

Required documents include:  

 HR will forward the required documents to the Tax Department for tax determination. Once the determination has been completed, the Tax Department will email the students with their results. HR will then update the student’s ESF with the cleared date of hire.

Student may begin submitting onboarding documents while applying for a Social Security Number (SSN). The Research Foundation can provide a conditional employment letter.  

However, the student: 

  • Must receive their SSN
  • Must complete tax clearance 

 Before they are authorized to begin working.

Yes. CSULB staff and faculty may work simultaneously for both CSULB and the CSULB Research Foundation. For staff, this arrangement is called Dual Employment. For faculty, it is referred to as Faculty Overload. 

Requirements: 

  • Complete onboarding requirements for both entities
  • Obtain approval from their college or department
    • Employment Status Form (ESF) for staff
    • Authorization for Additional Employment (AAE) for faculty 

Additional Considerations for Staff 

  • An Employment Agreement form is required. This form is signed by the employee and the employees Dean.
  • CSULB Staff HR will review duties for overlap as their state‑side position.
  • Employees may be subject to overtime if overlap is determined by CSULB Staff HR 

If the job duties are not similar to their state position, a dual employment timecard is required to clearly distinguish work performed for CSULB versus the CSULB Research Foundation.

Yes. Minors who are 16 years of age or older are allowed to work for the Research Foundation, provided they have a valid work permit issued by their school district or school.

Yes, Research Foundation programs are permitted to utilize volunteers. 

  • A volunteer agreement form needs to be completed before the individual may start volunteering.
  • Live scan clearance is required if working with minors or elderly individuals.
  • Volunteer timecard must be submitted in accordance with the Research Foundation payroll schedule.  

Additionally, all supervisors and adults who work alongside the minor are required to have Live Scan clearance. 

All requests for rate increases must be submitted with a new ESF and an updated job description that reflects any new or additional job duties supporting the increase. Requests should be submitted to Human Resources at least two weeks prior to the effective date of the new rate. 

Supervisors must submit an Employee Separation Form to fnd-hr@csulb.edu as soon as an employee provides notice, or prior to the employee’s final timecard submission.  

This helps ensure the employee receives their final paycheck on their last day of employment. 

The separation form can be found on the Research Foundation website under the Forms tab.