Sign-Ups and Employment Action Forms

1. HRStar Sign-Ups and Employment Action Forms Karen McCombs

2. Collecting Employee Data Required Sign-Up Forms Other Payroll Handouts New Employee Seminars Payroll Sign-Ups

3. Benefits Enrollment New Employee Orientation New Employee Seminars

4. Complete, Accurate & Legible Attached to EA or Special Pay Place in Proper Order Send to Payroll by Deadline Route through Appropriate Channels Collect Employee Data

5. Health Ins. & Non-Resident Waiver Eligibility Certification Form Loyalty Oath SS Card Work Clearance Form PIF I-9 Form W-4 Direct Deposit Form Required Sign-Up Forms

6. Job Code O Class Codes 1748, 1749, 1750, 6592, 3769, 3770 Graduate College Form 744-6368 Health Ins. & Non-Resident Waiver Eligibility Certification Form

7. Number and Name must match the SSA records - $50 fine for mismatch Will also accept Numident or Abbreviated Numident Call Payroll Services for unique situations Copy of Social Security Card

8. Included in Packet & on the HR web page Print name as is on Social Security Card Print SSN as listed on SS Card Print Address on the form W4 – Employee’s Withholding Allowance Certificate

9. Enter Marital Status – Federal & State Enter Withholding Allowances Enter Additional Withholding Or, Enter ‘Exempt’ W4 – Employee’s Withholding Allowance Certificate (con’t)

10. Sign and date the W-4 No W-4 – withhold at Single & ‘0’ Invalid Form – withhold at Single & ‘0’ W4 – Employee’s Withholding Allowance Certificate (con’t)

11. State of Oklahoma Mandates Top – Type/Print Employee Name Middle – Employee Signs as Affiant Bottom – Notary Public Loyalty Oath

12. Not Included in the Sign-Up Packet ISS Issues Form Form Carries an Expiration Date International Employment Clearance

13. Employee complete the top 1/3 of form Attach Original to EA or Special Pay International Employment Clearance (con’t)

14. Prevent Unlawful Hiring of Individuals not Authorized to Work in the U.S. Complete within Three Business Days New I-9 May be Required upon Rehire, but Highly Recommended Check Date on HRS Screen 017 Form I-9 – Employment Eligibility Verification

15. Complete Name & Address Information Complete Birth Date & SSN Check Work Eligibility Box & Add’l Info Employee Signature & Date Translator Info, if needed Form I-9 – Employment Eligibility Verification Section 1

16. Record Document Information List A or List B & C Employment Date = Start Date on EA Department Sign & Date within 3 Days Form I-9 – Employment Eligibility Verification Section 2

17. For Updating and Reverification Not Used Form I-9 – Employment Eligibility Verification Section 3

18. Mandatory for new hires after 12/31/04 and for existing employees after 6/30/2007 Directs Pay to Financial Institution Stops if no deposits in 365 days Automatic Deposit Transmittal Form (Direct Deposit Form)

19. Instructions on Back of the Form White forms are ok Need Voided Check with Bank Routing Number and Employee Account Number Automatic Deposit Transmittal Form (Direct Deposit Form – Con’t)

20. All New Employees Updates on Current Employees Complete All Three Sections Personal Information Form

21. Employee ID Number Name (Last, First, Middle) New Employee or Change Info Name Change Personal Information Form Section 1 – All Employees Complete

22. Marital Status, Gender, Race, Birth Date Permanent Home Address & Phone Work Location Information - optional Emergency Contact – within USA Personal Information Form Section 2 – All New Employees Complete

23. Also need for Temporary Faculty Include Degree, Year, Institution, & Field List Highest Degree or Diploma First Personal Information Form Section 3 – All Faculty and Regular Continuous Staff Employees

24. Employee Payroll Sign-up Check List Important Benefits Notice OSU Drug-Free Workplace Statement Summary of Public Safety Guide Other Payroll Handouts

25. Invitation to Self-Identify Payroll Advice Handout Workers’ Comp, Unemployment Comp & Social Security/Medicare Computing Policies and Proper Use Of Resources Other Payroll Handouts

26. How to Complete Board Forms Additive Assignments Common Mistakes Employment Action Forms

27. EA Uses Incomplete Forms EA Templates Processing Deadlines Font & Paper How To Complete EA Basics

28. Employee ID Number Date of Birth - Optional Name – Last, First, Middle Is Person on HRS? How To Complete EA General Employee Information

29. Purpose & Priority Appointment - A Promotion - C Reappointment - B How To Complete EA Employment Actions

30. Transfer - F Title Change - J Rate Change - G FTE Change - H How To Complete EA Employment Actions – con’t

31. Separation - 8 Retirement - 4 Death - 5 How To Complete EA Employment Actions – con’t

32. Current Info from HRS OSU Position Title/Pay Grade Biweekly/Monthly Leave Present Blank – New EE How To Complete EA Present/Proposed Status

33. Job Code Position Number Begin/End Dates FTE How To Complete EA Present/Proposed Status – con’t

34. Hours Pay Rate Class Code Div/Dept How To Complete EA Present/Proposed Status – con’t

35. Need only for New Student/Temp positions Payroll ignores all other Labor Distribution Departments must use the UL Screens to update How To Complete EA Labor Distribution

36. Enter Brief Reason for Leaving Enter Separation Code per HRS Enter Separation Date and Time How To Complete EA Separation Information

37. Enter Leave Balances Get back keys and other property P/Card Reconciliation How To Complete EA Separation Information – con’t

38. Faculty and Faculty Titles Education on PIF Required Signed by Academic Affairs How To Complete EA Faculty Appointment Details

39. Academic Dept Granting Rank Academic Home Department Tenure Date & Status Action Grants Tenure How To Complete EA Faculty Appointment Details – Con’t

40. Appointment Length Dates of Appointment Notification Date - Reappointment Academic Assignment Length How To Complete EA Faculty Appointment Details – Con’t

41. Pay Increase after Review Exempt from Overtime Remarks Signatures How To Complete EA Additional Information, Remarks, and Signatures

42. Must adhere to Board Deadlines Earliest Effective date is the Monday Following Board For Faculty, Presidents, VPs, Provosts, Deans, Dept Heads, Directors, Head Coaches Board Forms

43. For Employment Related Expenses Additional Assignment on the EA Administrative Procedures Available Additive Assignments

44. Employee on HRS? Position # not Set Up Yet New Position w/o Labor Dist. Incorrect JC and Class Code Continuous regular EE should be appointed for full FY Common Mistakes

45. Assignment Numbering Multiple Assignments HRS Tips

46. Questions ??? Call Payroll Services at (405) 744-6372