New Appointment Information
Welcome to Caltech! On this page you will find the information you need to begin your Professorial or Moore Distinguished Scholar appointment. Below are links to download the required check-in forms, submit your eligibility for employment, complete your federal and state tax forms and more. Please scroll down the page to find the information you need to get started.
Select the links below to download the fillable PDFs of the required check-in forms. There is a
Submit feature on the form that will set up an email to forward the form directly to
the Faculty Records Office. Use the Submit feature before you save the form. You will be able to save a copy for your records after the form has been submitted. If the Submit
feature does not function, or if the forms are not accessible, please send an email to firstname.lastname@example.org
and we will send you the forms by email.
Survivor Benefit Policy and Beneficiary form (Professorial appointments only)
There will be additional on-boarding items to complete at the start of your appointment. We will send you instructions to access these items once your appointment has been activated.
COVID Mandatory Vaccination Policy
It is mandatory to submit your vaccination documents to the following link prior to employment date:
Optional forms - not required for check-in
For Paid Appointments Only
All paid employees must complete and submit Section-1 of Form I-9 to verify your identity and employment eligibility.
Click here to go to the Caltech Equifax log-in page to complete and submit your form. Note, by selecting this link you will be leaving this page. Once you have completed Section-1, please send a confirmation email to the Faculty Records Office at email@example.com.
Tax Withholding Forms
The forms below are the current tax withholding forms for the State of California and the Internal Revenue Service. For your convenience, you can fill out the withholding forms now and return them to the Faculty Records Office (firstname.lastname@example.org) prior to the start of your paid appointment (for security purposes, please omit your SSN on the form).
DE-4 form (state withholding)
W-4 form (federal withholding)
Note on completing the W-4 form: the allowances will automatically populate when the filing status is chosen. To enter a specific number of allowances, you will need to print the form and enter the allowances manually.
Click here to visit the Caltech Witholding Toolbox if you need assistance completing the W-4 withholding form.
Caltech Access Account and Email Address and ID Card
If your Caltech Access account or email address has not been set up for you at this time, please email the Faculty Records Office at email@example.com to request set-up and include the following information:
- Contact Information: (Telephone number and current e-mail address)
- Desired Username #1:
- Desired Username #2:
- Desired Username #3:
- Desired E-mail alias: ………..@caltech.edu