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Personal Data Form - Frequently Asked Questions and Instructions

version 2.0

Frequently Asked Questions

When should I use the Personal Data Form?
The Personal Data Form must be completed by you, the new employee, as part of the hire process in order for you to be placed on the payroll system.

When should I not use the Personal Data Form?
This form should not be used to make changes/updates to your personal information. To update your personal information, please use Agora or the Personal Data Update Form.

Is there any additional information I need to be placed on payroll besides the Personal Data Form?
Required:

Required if applicable:

  • Foreign National Information Form (for non-US citizens).
  • Letter from Religious Order verifying exemption from federal tax and FICA withholding and providing direct deposit information.

How do I obtain the Personal Data Form?
Click on this link: Personal Data Form  to obtain the form or navigate through the following sections of the Human Resources website:

  • Choose "Forms and Resources" from the left navigation menu of the website 
  • Click on the "HR Forms" in the left column
  • Select Personal Data Form
  • Input the necessary information into the form

The Personal Data Form can also be obtained from: 

  • An HRSC Representative in the HRSC in Room 100, 129 Lake Street
  • The Benefits Office during a benefits orientation 
  • Your hiring department 

What do I do when I have finished completing the Personal Data Form?
Upon completion of the Personal Data Form, please: 

  • Check all information carefully 
  • Print the completed form (form prints best if margins are set at 0.5" for all sides) 
  • Sign and date the form in all applicable areas 
  • Attach appropriate documentation (I-9 and banking information etc.) 
  • Hand deliver Personal Data Form along with I-9 (remember to bring I-9 verification), and any other necessary documentation to the applicable employment area:
    • Full-time Faculty: Academic Vice President’s Office, Bourneuf House 
    • Part-time Faculty: Dean’s Office 
    • Non-BC Students: Lyons Hall 101 
    • Restricted Ledgers: Appropriate budgetary office, which will then forward to the applicable employment office

Whom do I call if I have questions?
Please call either your Hiring Department or a Human Resources Service Center Representative at (617) 552-HRSC.

 

Instructions for Completing the Personal Data Form
If you are currently a BC employee, you do not need to complete this form.

I. Employee Information (use the back button to return to the form)

Last Name, First Name, Middle Initial, Prefix and Suffix
Enter your last name, first name, and middle initial as it appears on your Social Security card. 

  • Include Prefix and Suffix if applicable

Social Security Number
List the 9-digit number as it appears on your Social Security card. 

  • This is required as a condition of employment. If you do not have a Social Security number please apply for one at the local Social Security Office (207 Harvard Street, Brookline, MA). For other locations, contact (800) 772-1213.

Birth date (mm/dd/yyyy)
Enter the month, day and year of your birth. 

Gender
Indicate "Female" or "Male."

State or Country of Birth
Please record the state or country in which you were born.

Have you ever been employed by Boston College?
Indicate "Yes" or "No."

If "yes," select what type of position you held
Select one of the following types of former employment:

  • Full-time Employee
  • Part-time Employee
  • Temp Pool
  • Student

If you were a BC student employee within the last year, you will need to fill out a Personal Data Update Form, new W-4 and M-4 Tax Withholding Forms and Form I-9.

If you were previously a graduate student, you do not need to complete any of the above mentioned forms unless you would like to make any changes (e.g. changing tax withholding).

What year did your BC employment end?
Enter the year your previous employment ended at Boston College.

  • If applicable, benefits related to years of service, seniority and benefits eligibility will be affected.

II. Permanent (Legal) Address (for non-US citizens please use non-US address) (use the back button to return to the form)

Street, Apartment Number, Optional Additional Line, Post Office Box#, City, State, Postal Code, Country, Telephone Number (including country code and area code)
Enter your legal address in the spaces provided.

  • This must be your legal address since it will be used for tax forms 
  • Non-US citizens must use non-US address

III. Local Address (if different from Permanent Address) (use the back button to return to the form)

Street, Apartment Number, Optional Additional Line, Post Office Box#, City, State, Postal Code, Country, Telephone Number (including country code and area code)
Enter your current, local address and phone number in the spaces provided if they are different from your permanent address and phone.

IV. Voluntary Self-Identification (use the back button to return to the form)

Marital Status
Indicate "Single" or "Married"

  • If a change in marital status results in a name change, a new Social Security card will need to be presented as verification of the name change

Race or Ethnic Group
Select one from the following list:

  • American Indian/Alaskan
  • Black American
  • Caucasian
  • Hispanic
  • Asian/Pacific Islander
  • None Selected

Do you have a disability?
Indicate "No" or "Yes." 

Veteran Status
Select one Veteran status from the following list:

  • No military status
  • Active reserves
  • Inactive reserves
  • Other veteran
  • Retired
  • Special disabled
  • Vietnam era

V. Emergency Contact (use the back button to return to the form)

Name
Indicate the full name of the individual who should be contacted in an emergency situation.

Telephone Number (Including area code)
Enter the phone number of the individual who should be contacted in an emergency situation. If the telephone number is outside the United States, include the country code.

Relationship
From the list below, select the relationship this individual has to you:

  • Brother
  • Daughter
  • Father
  • Friend
  • Mother
  • Neighbor
  • Other
  • Other relative
  • Roommate
  • Sister
  • Son
  • Spouse

VI. Additional Information (use the back button to return to the form)

Highest Level of Education
Select the highest education level you have completed from the following list:

  • Less than high school
  • High school graduate
  • Tech school
  • Some college
  • 2 year college degree
  • Bachelor’s
  • Masters
  • Doctorate
  • MD, DDS, or JD
  • Post doctorate
  • Some graduate school
  • Not indicated

I learned of this job through:
Select how you learned about this job from the following list:

  • Agency (employment agency)
  • Cold inquiry (you initiated contact with BC)
  • College recruiting (you were recruited while a student)
  • Employee (another BC employee told you about job)
  • HR sourcing (BC HR contacted you)
  • Internal posting (a job posting at BC)
  • Job fair
  • Job Opportunity Listing
  • On-line ad (an advertisement on the Web)
  • Open house
  • Print advertisement
  • Professional network
  • Search firm
  • Not Indicated

Citizenship Status
Select one from the following menu to confirm your citizenship status:

  • Alien Permanent 
  • Alien Temporary 
  • Native (US)
  • Naturalized

If non-US citizen, indicate country of citizenship
If you are a non-US citizen, please indicate your country of citizenship.

If you are a member of a Religious Order please indicate
Indicate "Boston College Jesuit" or "Non BC Jesuit or Other Religious Order." 

  • Attach a letter from your order verifying exemption from withholding and confirming direct deposit information

VII. Payroll Direct Deposit Authorization (use the back button to return to the form)
Boston College requires all employees and student employees to use direct deposit. You may choose any Bank/Credit Union in the United States. You may choose one or two Banks/Credit Unions.

Primary Bank Account

Type of Account
Indicate "Checking" or "Savings"

  • If "Checking" is selected, you must attach a voided blank check 
  • If "Savings" is selected, you must provide the savings authorization form that has been completed by your bank representative

Bank/Credit Union Name
Enter the name of your bank/credit union.

  • If you do not have a bank account, you may contact the HRSC for information

$ of Net Pay
Insert the dollar amount of your net pay to be deposited in your bank/credit union account.
OR

% of Net Pay
Insert the percent of your net pay to be deposited in your bank/credit union account.
OR

All of Net Pay
Check this box to indicate that ALL of your net pay should be deposited in this bank/credit union account.

Secondary Bank Account

Type of Account
Indicate "Checking" or "Savings"

  • If "Checking" is selected, you must attach a voided blank check 
  • If "Savings" is selected, you must provide the savings authorization form that has been completed by your bank representative

Bank/Credit Union Name
Enter the name of your secondary bank/credit union.

Excess
If you did not deposit your entire salary into the Primary Bank Account, the remainder of your salary will be deposited into this account.

Note: If you belong to a Non-BC Religious Order, your pay will be deposited directly into the bank account of the Order. Your Order must provide Boston College with a letter that includes your name, name and address of the Order, and bank account information.

VIII. Dependent/Beneficiary Information (use the back button to return to the form)
This section is for informational purposes only and is required of all benefits-eligible employees. Student employees, and other non-benefits-eligible employees should not complete this section.

If you have more than nine dependent(s)/beneficiary(ies), please list them at the bottom of the Personal Data Form.

Name
Enter the legal name of the dependent/beneficiary.

Social Security Number
Enter the Social Security number of the dependent/beneficiary.

Date of Birth
Enter the dependent/beneficiary’s birth date.

Address (if different from employee)
If the address of the dependent/beneficiary is not the same as yours, enter the different address.

Relationship
Make a selection from the following list to indicate the relationship this individual has to you:

  • Aunt
  • Brother
  • Daughter
  • Estate
  • Ex-Spouse
  • Father
  • Father-in-law
  • Friend
  • Grandchild
  • Grandfather
  • Grandmother
  • Mother
  • Mother-in-law
  • Nephew
  • Niece
  • Other
  • Other Relative
  • Sister
  • Son
  • Spouse
  • Uncle

Full-time Student?
Indicate whether the dependent/beneficiary is a full-time student by indicating "No" or "Yes."

Gender
Indicate whether the dependent/beneficiary is a "Female" or "Male."

Marital Status
Indicate whether the dependent/beneficiary is "Married" or "Single."

IX. Signature (use the back button to return to the form)
Your signature and the date are required.

Upon completion of the Personal Data Update Form, please: 

  • Check all information carefully 
  • Print the completed form (form prints best if margins are set at 0.5" for all sides) 
  • Sign and date the form 
  • Attach appropriate documentation (I-9 and banking information etc.) 
  • Hand deliver Personal Data Update Form along with I-9 (remember to bring I-9 verification), and any other necessary documentation to the applicable employment area:
    • Full-time Faculty: Academic Vice President's Office, Bourneuf House
    • Part-time Faculty: Dean's Office
    • Non-BC Students: Lyons Hall 101 
    • Restricted Ledgers: Appropriate budgetary office, which will then forward to the applicable employment office