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HUMAN RESOURCES

Forms Index

The forms below must be returned to the appropriate office.  Click on the alpha character below to find forms more quickly by name.

[A] [B] [C] [D] [E] [F] [G] [H] [I] [J] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Y] [Z]

Form by Name Purpose of this Form Versions
Address Change Log into the myWSU portal, click on the Faculty/Staff Resources tab, and in the Employee Toolbox channel under myContact Info, you will find the link "Demographic Verification/Address Change."  Then follow the directions provided. 

 

Americans with Disabilities (ADA) This Employee Request for Accommodation form is used for reporting of disability status and request for special accommodations.

*PDF

Background Checks Background checks are required for individuals hired for faculty, unclassified professional, or university support staff positions at the University, per the Background Check guidelines.  >>See Protocols and Best Practices for guidelines and forms required.

*PDF

Corrective Action Memo To document unmet employee expectation per policy 3.48. Word
Direct Deposit Form

Complete the Direct Deposit Form and include a voided check or bank letter. This form can be used for up to three (3) financial institutions. 

*PDF

Direct Deposit Supplemental Form Complete the Direct Deposit Form AND the Direct Deposit Supplemental Form only if more than three (3) financial institutions are needed for direct deposit. The Direct Deposit Supplemental Form cannot be substituted for the Direct Deposit Form. PDF
Emergency Contact Information

Log into the myWSU portal, click on the Faculty/Staff Resources tab, and in the Employee Toolbox channel under myContact Info, you will find the link "Demographic Verification/Address Change."  Then follow the directions provided.

 

Employee Coaching Plan To document a verbal discussion per policy 3.48. Word
Employee Separation Checklist This checklist outlines steps that may be helpful for departments who are involved in separation or transfer of a current employee. Word
Exception Reporting (faculty not included) Departments with no faculty members may use this form for employees to report exceptions to the work schedule for timekeeping purposes.

Word

*PDF

Exit Financial Obligations Report Internal HR Form to determine financial obligations for the exit interview process. Word

Graduate Hiring: Graduate Assistant (GA, non-teaching)

To appoint or change the status of a Graduate Assistant (GA), the department completes the appropriate Grad Assistant ePAF. To access the ePAF training documents and instruction guides, log-on to myWSU and click on the Help for Faculty/Staff tab.  See Human Resources Help channel, click on Electronic Personnel Action Form (ePAF). ZIP
Graduate Hiring: Graduate Teaching Assistant (GTA, teaching)

To appoint or change the status of a Graduate Teaching Assistant (GTA), the department completes the appropriate Grad Teaching Assistant ePAF -- to access the ePAF training documents and instruction guides, log-on to myWSU and click on the Help for Faculty/Staff tab.  See Human Resources Help channel, click on Electronic Personnel Action Form (ePAF).

ZIP
HR 200

Change of Status

(formerly OHR 200)

Form used to change a current employee's status (e.g. promotion or transfer within the University, retirement, separation, name change, reclassification, FTE, title change, provisional to regular appointment, funding change, etc.) >>See guidelines for HR 200

PDF
I-9/Employment Eligibility Verification All U.S. employers are responsible for completion and retention of Form I-9 for every individual hired for employment. *PDF
Import/Export Compliance Checklist (Hiring) This checklist should be used at the start of the hiring process to determine if potential import/export compliances issues exist. PDF
Internal Dispute Resolution Request To request review of a claim the University has applied a policy or process to an employee unfairly or inconsistently per policy 3.15. Word
International Student Employment Verification Letter This is completed by the hiring department for the nonimmigrant student to present to the Social Security Administration to receive a social security card to work on campus. (Instructions are included on the form.)

*PDF

Investment Agreement -- Mandatory Retirement Plan This form is required for salary deferral contributions to be made to the Kansas Board of Regents Mandatory Retirement Plan under Internal Revenue Code Section 403(b) and K.S.A. 74-4925. *PDF
Investment Agreement -- Voluntary Pre-Tax This form is required for salary deferral contributions to be made to the Kansas Board of Regents Voluntary Retirement Plan under Internal Revenue Code Section 403(b) and K.S.A. 74-4925b. *PDF
Investment Agreement -- Voluntary Roth After-Tax

This form is required for salary deferral contributions to be made to the Kansas Board of Regents Voluntary Retirement Plan under Internal Revenue Code (IRC) Section 403(b) and K.S.A. 74-4925b.  >> See  more regarding the Roth Option Announced Jan. 2011.

*PDF
Involuntary Separation of Employment To document an involuntary separation of Employment per policy 3.41. Word
KBOR Immediate Participation Form This form allows eligible unclassified professional and faculty employees to waive their 1-year waiting period and begin contributing to the KBOR Mandatory Retirement Plan immediately.  Employees must submit this to past employer(s) and have the form returned to Human Resources within 90 days of their hire date to be valid. PDF
K-4 State Tax Withholding Form Employees must complete the Form K-4 for the State of Kansas withholding tax purposes.  The withholding elections made on the Form K-4 may differ from the Federal withholding elections made on Form W-4.  *PDF
Kansas Mentors Program Employees may use up to 90 minutes of work time per pay period to work with an approved mentoring program. This time must fall within the employee's regular work schedule and shall not be used during or result in overtime for non-exempt employees.  >>See more about the program.

Word

*PDF

Leave and Overtime Request Form

Optional department timekeeping form.

Word

*PDF

Lecturer Hiring To appoint or change the status of a lecturer, the department completes the appropriate Lecturer ePAF. To access the ePAF training documents and instruction guides, log-on to myWSU and click on the Help for Faculty/Staff tab.  See Human Resources Help channel, click on Electronic Personnel Action Form (ePAF). ZIP
Lecturer Time Reporting Form to be used to record comp time and straight time when a non-exempt employee also works in a lecturer position.  Contact OHR timekeeping for additional instructions. Word
Medical Leave Request Form This form can be used to apply for a leave of absence including FMLA, workers' compensation, and ADA.  It must be completed & signed by the employee. 
*To be eligible for the Family & Medical Leave benefit, employees must have 12 months of University/State service and have worked 1,250 hours in the immediate previous 12 months.
>>See more about FMLA.

PDF

New Hire Report, State of Kansas Required by the State of Kansas to report newly hired, rehired and returning employees.
# All new employees must fill out section 1 and answer the questions.
# Department fills out section 2.

Word

*PDF

Nine Month Annualized Salary Agreement This form can be used to spread salary payments for the academic year to 12 months.    *PDF
Nine Month Annualized Salary Cancellation This form can be used to cancel the salary payments spread for the academic year.    *PDF
Offer Letter Form This form is initiated by the Search Chair to communicate with the Employment Team to prepare offers for all non-teaching benefit-eligible new hires. The offer letter is then sent to the new hire from PeopleAdmin by HR. PDF

OHR 100 Request to Fill

Begins the search process to fill any non-benefits eligible University support staff, unclassified or faculty position.  Benefits eligible searches are done through PeopleAdmin.  >>See guidelines for OHR 100

Word

*PDF

OHR 120

Research Request to Fill

Begins the search process to fill grant-funded research positions. Benefits eligible research searches are done through PeopleAdmin.  >>See guidelines for OHR 120

*PDF

HR 200 

Change of Status 

(formerly OHR 200)

Form used to change a current employee's status (e.g. promotion or transfer within the University, retirement, separation, name change, reclassification, FTE, title change, provisional to regular appointment, funding change, etc.) >>See guidelines for HR 200

PDF

OHR 210

Additional Compensation
 

Form used to request additional compensation for full-time exempt unclassified employees. Additional compensation may be paid for work in addition to the employee's regular duties and performed outside of regular work hours (e.g. teaching a class). >>See completion guidelines for OHR 210.

*PDF

OHR 220

Research Change of Status

Form used to change a current grant-funded employee's status (e.g. internal promotion or transfer, retirement, separation, name change, reclassification, FTE, title change, provisional to regular appointment, funding change, etc.)  >>See guidelines for OHR 220.

*PDF

OHR 300

Appointment

Used to appoint an individual to a position (other than as a Lecturer, Research or Summer Session appointment) at the conclusion of a search or direct-hire to a new non-benefits eligible position.  PeopleAdmin is used for all benefits eligible new positions.  >>See guidelines for completing the OHR 300.

*PDF

OHR 310

Lecturer Appointment

Used to appoint temporary semester appointments that may include lecturers and paid adjunct appointments. Exempt positions paid a salary either incrementally or at semester end. (May be benefits eligible, dependent on credit hours taught in consecutive semesters.)  >>See guidelines for completing the OHR 310.

*PDF

OHR 311

Hourly Lecturer Compensation

Used to add hourly compensation for an individual in a nonexempt benefits eligible teaching position.
>>See instructions regarding time and pay for a fulltime non-exempt   employee to teach a class concurrently.
>> Also see form to be used to record comp time and straight time when a non-exempt employee also works in a lecturer position. 
   *PDF

OHR 320

Research Appointment

Used to appoint University support staff, unclassified professional or faculty to a non-benefits eligible position that is partially or totally grant funded. PeopleAdmin is used for all benefits eligible grant funded positions. >>See guidelines for completing the OHR 320.

*PDF

OHR 330

Summer Session Appointment Authorization

Used to appoint lecturer or other unclassified employee (for other than 12-month) during the summer academic period.  >>See guidelines for completing the OHR 330.

*PDF

Payroll Check - Distribution Schedule Current calendar of payroll distribution dates. PDF
Payroll Schedule Schedule of pay periods, pay dates and due dates for paperwork: *PDF
Position Description, University Support Staff The form is a helpful template to develop a Position Description for inputting into PeopleAdmin where Positon Descriptions are stored. Word
Position Description, Unclassified The form is a helpful template to develop a Position Description for inputting into PeopleAdmin where Positon Descriptions are stored. Word
Positive Time Reporting (in-out) Optional timekeeping form. Primarily used for student employees.

Word

*PDF

Reference Check A form for the search committee to use for prior employment reference checks on applicants who have interviewed for a position.

Word

*PDF

Salary Reduction Authorization For salary deferral contributions to be made to the Kansas Board of Regents Voluntary Retirement Plan. *PDF
Search Waiver This form is found on the Academic Affairs Search Information web page.  
Shared Leave, Confidentiality Waiver Authorization for the University to obtain necessary information in regard to an employee's request for shared leave.

Word

*PDF

Shared Leave, Donation of Time Form for University employees to voluntarily donate leave to another employee on shared leave.

Word

*PDF

Shared Leave, Request for Time Form for University employees to apply for shared leave.  >>See more about shared leave.

Word

*PDF

Spoken English Screening Form (Faculty Only) This form is used exclusively for faculty only and is an assessment tool required by the Kansas Board of Regents.  This form is found on the Academic Affairs Faculty Forms page.  
Spoken English Screening Form (Graduate Students and Lecturers Only) This form is used exclusively for graduate students and lecturers only and is an assessment tool required by the Kansas Board of Regents.  This form is found on the Academic Affairs Faculty Forms page.  
Student Hiring: Regular or Work-Study The department completes the appropriate Student ePAF to appoint or change the status of regular or work-study students. To access the ePAF training documents and instruction guides, log-on to myWSU and click on the Help for Faculty/Staff tab.  See Human Resources Help channel, click on Electronic Personnel Action Form (ePAF). ZIP
Student Employment Application Departments may use this application format.

Word

*PDF

Student Exception Request Request for exception of minimum credit hours requirement for students to work in an undergraduate student position on campus.

*PDF

Tax Compliance, Glacier Nonresident Alien Withholding Complete the set up form for enrollment in a web based tax compliance system for foreign nationals employed by the University. >>See additional information.

PDF

Temporary Agency Help Requisition form to request temporary agency staff. 

*PDF

Tuition Assistance Application - Employee

Tuition assistance is available for eligible employees and their spouse and/or dependent children. >>See additional information.

*PDF

Tuition Assistance Application - Dependent
 
Tuition assistance is available for eligible employees and their spouse and/or dependent children. >>See additional information.   *PDF
Tuition Assistance Application - Spouse Tuition assistance is available for eligible employees and their spouse and/or dependent children. >>See additional information.

*PDF

Unclassified Professional Temp Hire Packet Documents may be printed and completed in the department and sent with the unclassified professional to HR. ZIP
Voluntary Separation of Employment To document a voluntary separation of employment per policy 3.41. Word
W-2 Electronic W-2 is available.  >>See more to consent to electronic W-2 form.  
W-4 Federal Tax Withholding Form 2018 Employees complete this form to change the number of dependents for Federal income tax withholding. Please return completed form to Human Resources. Changes can take several pay cycles before they become effective. (Instructions are included on the form.) *PDF
Withholding Tax Tool See the State of Kansas Employee Service Center website for payroll calculation help -- link to the Payroll Calculation is on the far right under Employee Self Service.  
Workers Compensation Employee Accident or Illness Report Complete this form within 3 days of any work-related accident or illness.

*PDF

Workers Compensation Mileage

Complete this form to report trips in excess of 5 miles in connection with employee's Workers Comp claim.

*PDF

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SME: MH

Revised: 04/12/2018 DC