Resources for Hired Staff
Accessing Your Required Forms
Your personalized Offer Letter and standard hiring forms were sent to you via Adobe Sign from firstname.lastname@example.org shortly after you received the email indicating our interest in hiring you. It was sent to the email address we have on file for you. If you cannot find it, please ask Erica Barish (email@example.com) for another copy.
All other forms are available in the Forms & Documents section of your online account. Some require you to download a PDF and upload the completed version. Others you may fill out and submit directly as an online form.
Required Forms and How to Fill them Out
Along with a summer job comes a bit of paperwork! Here we’ll describe what forms you need to fill out and how to do so correctly.
Offer Letter, Code of Conduct, Background Check Authorization, W-4, and I-9
Overview The following five forms come as one package hosted on Adobe Sign. You received an email from firstname.lastname@example.org linking to your personalized documents. Only you and our full-time professional staff have access to these documents (signed or unsigned), unless you choose to share the email or link with someone else.
Please fill out all five forms in your web browser, including electronic signatures where indicated. There is no need to download, print, and send handwritten forms to us. You can, of course, download the completed versions for your own records.
Offer Letter Your Offer Letter describes the terms of your employment, including your salary and dates of employment (including required staff orientation).
Code of Conduct The Code of Conduct describes our responsibilities as an employer and your responsibilities as a seasonal employee.
Background Check Authorization The Background Check Authorization (officially “Pre-Employment and Continued Employment/Volunteer Disclosure”) indicates that you authorize us to conduct a background check for you. This allows us to be confident that all the staff we hire are appropriate for their roles supervising minors.
Form W-4 (US Hires Only) Form W-4 is required by the Internal Revenue Service (IRS) and serves as your instructions to us, your employer, for how much of your salary to withhold as taxes and pay directly to the IRS on your behalf. The amount withheld counts against your final tax bill at the end of the year – if you overpaid you’ll receive a refund and if you underpaid you’ll owe additional taxes. The calculations are very complex and very few people end the year owed or owing exactly $0, but the W-4 tells our payroll department how to do those calculations for you, based on the information you provide.
Since every individual has their own financial circumstances, there are no one-size-fits-all instructions for filling out your W-4. If you’re unfamiliar with the W-4, you can ask parents, relatives, or trusted friends to help you, and/or this guide may be helpful: Here’s How to Fill Out the New W-4 Form for 2020 – Gusto.
Form I-9 (US Hires Only) Description Form I-9 is required by the US Department of Homeland Security to prove that you are authorized for employment by an American employer. All American citizens are authorized to work for American employers. If you are a non-citizen, you likely already know whether you are authorized to work for an American employer, but if you are unsure, please contact Dan Garwood immediately (email@example.com).
Instructions You must fill out Section 1, which includes all of Page 1 (except the Preparer and/or Translator Certification, unless applicable). We will fill out Page 2. On Page 3, you must upload a legible scan or photo of one or two identity verification documents – do not submit more than the minimum required document(s).
We recommend that you use your US Passport as your identity document, since you will need it to travel anyway. If you submit your passport, you do not need to provide any other verification documents.
However, we cannot require you to use your passport. If you choose to verify your identity and authorization for employment with other documents, you must bring them to Israel with you. We are required by law to inspect your verification document(s) in person.
It is essential that all the text on your document is legible in the scan/photo (make sure your flash does not create glare that obscures the text). If any part of your passport image is illegible, we cannot accept it and will ask you to send a new image.
TD1 and TD1-ON Forms (Canadian Hires Only)
Description The TD1 Form and TD1-ON Form determine the credits you can claim to reduce your Federal and Provincial taxes owed, respectively. Our Canadian madrichim are paid through our business office in Ontario, and therefore you must submit the TD1-ON Form regardless of your province of residence.
Instructions The TD1 Form and TD1-ON Form are fairly straightforward. Just go down the list of credits and follow the instructions for whether each applies to you. Do not forget to sign and date the TD1 and TD1-ON on the bottom of the second page.
Please email a scan/photo of the TD1 and TD1-ON to Matt Wolf at firstname.lastname@example.org.
Health History, Copy of Insurance Cards, and Medical Exam Form
Overview In accordance with the policies of the URJ Youth summer programs, we require all staff to submit a complete health history, including an exam form indicating the results of a physical examination that occurred within 1 year of the start of your employment dates and signed by your physician. These forms allows us to ensure that you receive appropriate medical care if you are injured or fall ill during the summer program.
Health History Please fill out this online form in your web browser.
Copy of Insurance Cards Please download this PDF, affix copies of the front and back of your insurance card (and prescription card, if applicable), then scan/photograph the completed form. Upload the completed form as a single PDF to the Copy of Insurance Cards slot in your online account.
Medical Examination Form If you have not already, please schedule your annual physical exam for a date before your departure to Israel. At your exam please ask your doctor’s office to complete the form.
If you have already had you annual physical, please contact your doctor’s office and ask them to complete the form based on the record of your most recent physical.
Some doctors will only provide you with a printout of your health history from their record system. We will accept this form in lieu of our exam form.
Once your doctor’s office has returned the completed, signed form to you, please upload the scan/photograph to the Medical Exam Form slot in your online account. If your doctor provided documentation that is more than one page, please ensure the entire document is uploaded as a single PDF.
Travel Request Form
In this short online form, you’ll provide us with the information we need to book your travel.
We also collect some information that we need from you, but are not allowed to ask before hiring you.
Getting Ready for the Summer
Looking for cell phone plans? Want to know how you’re getting to Israel? Check out these resources!
Cell Phone Service
The easiest option is to bring an unlocked phone and buy a prepaid SIM (make sure it has data service – voice is optional, since you can use data for Whatsapp calling). You can buy a SIM from the shops or kiosks of several major Israeli carriers: Cellcom, Partner (formerly Orange), Pelephone, Hot Mobile, or 019. Independent cell phone shops also usually carry prepaid SIMs, often from multiple carriers.
We require all staff to have a phone with data service during the summer, and will reimburse American staff up to $30 for cell phone service costs.
Getting to Israel and Back
After you submit the Travel Request Form, we will get to work booking your travel to and from Israel. We will book your international flights to ensure you arrive in time for staff orientation and depart with a group of our participants. We will also book long-distance domestic travel for you. It will be your responsibility to arrange your travel between your home and the major American airport where your flight originates and returns.
Please direct any specific questions about your summer travel to Ilana Schear (email@example.com).