Sign-Ups and Employment Action Forms

1. - Introduce yourself and your helpers - Have the class introduce themselves We are going to cover: -Sign-Up packet and all the required documents for the sign-up -All the other handouts in the sign-up packet briefly -Employment Action forms, including � how to complete - - Board Forms - Additive Assignments - Common Mistakes - Some HRS Tips, and - If time, we will do some example EAs Feel free to ask questions anytime. If you can�t hear me, let me know. - Introduce yourself and your helpers - Have the class introduce themselves We are going to cover: -Sign-Up packet and all the required documents for the sign-up -All the other handouts in the sign-up packet briefly -Employment Action forms, including � how to complete - - Board Forms - Additive Assignments - Common Mistakes - Some HRS Tips, and - If time, we will do some example EAs Feel free to ask questions anytime. If you can�t hear me, let me know.

2. We will cover these points regarding Payroll Sign-UpsWe will cover these points regarding Payroll Sign-Ups

3. New Employee Orientation Usually the first Thursday of every month in Student Union Case Study Info on campus life, programs, activities, facilities, and payroll advice Made for all new employees Benefits Enrollment For new benefits eligible employees Complete in first 30 days of hire or will be default enrolled in insurance � default enrolled in retirement after 90 days Benefits Enrollment schedule is on the Human Resources website Be sure to do even if they don�t have SSN yet � type up EA & bring to session � OSEEGIB will provide temporary ID to use until SSN is provided � (for internationals) Pick up Benefits packet (department or employee) at 106J WH prior to session New Employee Orientation Usually the first Thursday of every month in Student Union Case Study Info on campus life, programs, activities, facilities, and payroll advice Made for all new employees Benefits Enrollment For new benefits eligible employees Complete in first 30 days of hire or will be default enrolled in insurance � default enrolled in retirement after 90 days Benefits Enrollment schedule is on the Human Resources website Be sure to do even if they don�t have SSN yet � type up EA & bring to session � OSEEGIB will provide temporary ID to use until SSN is provided � (for internationals) Pick up Benefits packet (department or employee) at 106J WH prior to session

4. Complete, Accurate, and Legible � very important (if you can�t read it, we can�t read it) Staple all the forms to the EA or Special Pay. Do not staple EAs and special pays together. Place in Proper Order � enables Payroll to code more efficiently � go through order in little bit Route through your administrative channels so you��. Get it to Payroll by the deadline!!!!!!!!! Remember�� Workstudy positions should be routed to Work Study Programs at 119 SU (STW campus) who will forward it to Payroll. Branch campuses can send workstudy positions to payroll and we will route to Work Study Office. EAs with faculty titles should be routed to the Provost�s Office (Academic Affairs). Grads in non-academic depts must have signatures of acad dept indicating job relates to degree � new in 2004 due to FSLA rulings Sign-up packets that are accurately and fully completed & meet current period processing deadlines will be processed with the next scheduled payroll. Complete, Accurate, and Legible � very important (if you can�t read it, we can�t read it) Staple all the forms to the EA or Special Pay. Do not staple EAs and special pays together. Place in Proper Order � enables Payroll to code more efficiently � go through order in little bit Route through your administrative channels so you��. Get it to Payroll by the deadline!!!!!!!!! Remember�� Workstudy positions should be routed to Work Study Programs at 119 SU (STW campus) who will forward it to Payroll. Branch campuses can send workstudy positions to payroll and we will route to Work Study Office. EAs with faculty titles should be routed to the Provost�s Office (Academic Affairs). Grads in non-academic depts must have signatures of acad dept indicating job relates to degree � new in 2004 due to FSLA rulings Sign-up packets that are accurately and fully completed & meet current period processing deadlines will be processed with the next scheduled payroll.

5. See handout for required forms and the order we want them in Go over handout quickly � we will go into detail of each on later slides Stress the importance of the order of the documents See handout for required forms and the order we want them in Go over handout quickly � we will go into detail of each on later slides Stress the importance of the order of the documents

6. See handout for example of this form Required for students in a Job Code O with the listed class codes 1748 � MS Grad Assistant 1749 � MS Grad Research Assistant 1750 - MS Grad Teaching Assistant 6592 � Doctoral Grad Associate 3769 � Doctoral Grad Research Associate 3770 � Doctoral Teaching Associate Can download the form from the Human Resource Webpage, which takes you to the Graduate College homepage We will call or send the EA back if form is not attached. - probably not for rate change if dates and FTE stay the same Graduate College Form � questions call 744-6368 We just make sure its there See handout for example of this form Required for students in a Job Code O with the listed class codes 1748 � MS Grad Assistant 1749 � MS Grad Research Assistant 1750 - MS Grad Teaching Assistant 6592 � Doctoral Grad Associate 3769 � Doctoral Grad Research Associate 3770 � Doctoral Teaching Associate Can download the form from the Human Resource Webpage, which takes you to the Graduate College homepage We will call or send the EA back if form is not attached. - probably not for rate change if dates and FTE stay the same Graduate College Form � questions call 744-6368 We just make sure its there

7. SSA can now charge $50 when the SSN and name they have in their system does not match ours when filing the W-2 We will accept SS card, Numident, and Abbreviated Numident Numident = $16.00 Abbreviated Numident = free � SEE EXAMPLE Do not send driver�s license � we tear off and destroy If you have a unique situation where employee cannot get social security card, numident, or abbreviated numident, call Payroll Services for help. SSA can now charge $50 when the SSN and name they have in their system does not match ours when filing the W-2 We will accept SS card, Numident, and Abbreviated Numident Numident = $16.00 Abbreviated Numident = free � SEE EXAMPLE Do not send driver�s license � we tear off and destroy If you have a unique situation where employee cannot get social security card, numident, or abbreviated numident, call Payroll Services for help.

8. Look at W-4 form Can find on HR webpage with other employee forms and guides Form has changed a little and gets updated each year � can still use old forms. The State of Oklahoma changed things a little bit this year, and you can no longer claim married but withholding at the higher single rate. Print name exactly as on Social Security Card Print SSN as is on Social Security Card Print Address on form � on the new ones, there is a place under the name. If old form, put address at the bottom above State of Oklahoma Address is basically used if Exempt or 10 or more allowances are claimed � but we have to ask for address on all forms Look at W-4 form Can find on HR webpage with other employee forms and guides Form has changed a little and gets updated each year � can still use old forms. The State of Oklahoma changed things a little bit this year, and you can no longer claim married but withholding at the higher single rate. Print name exactly as on Social Security Card Print SSN as is on Social Security Card Print Address on form � on the new ones, there is a place under the name. If old form, put address at the bottom above State of Oklahoma Address is basically used if Exempt or 10 or more allowances are claimed � but we have to ask for address on all forms

9. Enter Marital Status for both Federal & State 1=single, 2=married, International must claim Single (1) unless from Canada, Mexico, Japan or Republic of Korea Enter Withholding Allowances Normally the same for both Federal & State but they can be different Internationals must claim either 0 or 1 unless from Canada, Mexico, Japan, or Republic of Korea � but can claim the appropriate amount of allowances Enter Additional Withholding for both Federal & State Amt added to calculated taxes � can�t do just a fixed amount Students from India are not required to withhold this additional amount Or, Enter �Exempt Do not fill in the above items � just write exempt in the box There are stiff fines if not really exempt and have claimed exempt Expire each February 15 � if not renewed, reverts to single and zero Internationals cannot claim exempt Have employee contact Linda Dunbar if internationals need some assistance regarding the rules Enter Marital Status for both Federal & State 1=single, 2=married, International must claim Single (1) unless from Canada, Mexico, Japan or Republic of Korea Enter Withholding Allowances Normally the same for both Federal & State but they can be different Internationals must claim either 0 or 1 unless from Canada, Mexico, Japan, or Republic of Korea � but can claim the appropriate amount of allowances Enter Additional Withholding for both Federal & State Amt added to calculated taxes � can�t do just a fixed amount Students from India are not required to withhold this additional amount Or, Enter �Exempt Do not fill in the above items � just write exempt in the box There are stiff fines if not really exempt and have claimed exempt Expire each February 15 � if not renewed, reverts to single and zero Internationals cannot claim exempt Have employee contact Linda Dunbar if internationals need some assistance regarding the rules

10. Sign name as it is on the Social Security Card Date with the current date If employee refuses to submit W-4, we will withhold at Single & �0� Invalid forms � we withhold at Single & �0� Change the language of the form or intent is not clear If employee makes a mistake, have them mark through and initial it � if not initialed, we will still accept if the intent is clear. The international EE can discuss their situation with ISS (Linda Dunbar) if they need help filling out their W-4. Sign name as it is on the Social Security Card Date with the current date If employee refuses to submit W-4, we will withhold at Single & �0� Invalid forms � we withhold at Single & �0� Change the language of the form or intent is not clear If employee makes a mistake, have them mark through and initial it � if not initialed, we will still accept if the intent is clear. The international EE can discuss their situation with ISS (Linda Dunbar) if they need help filling out their W-4.

11. Turn to Loyalty Oath OK mandates that all state employees read and sign the form Top Section � Name of Officer or Employee Type or print employee�s name as it is on the SS Card Middle Section � Affiant Employee sign in black ink same as name on SS Card Bottom Section Notary must witness employee signature and complete notary piece County & State Date Sign and affix seal or stamp Commission expiration date We keep in our file now � used to send these to the StateTurn to Loyalty Oath OK mandates that all state employees read and sign the form Top Section � Name of Officer or Employee Type or print employee�s name as it is on the SS Card Middle Section � Affiant Employee sign in black ink same as name on SS Card Bottom Section Notary must witness employee signature and complete notary piece County & State Date Sign and affix seal or stamp Commission expiration date We keep in our file now � used to send these to the State

12. Form is not included in the Sign-Up Packet ISS issues the form to international employees who qualify to work Form has an expiration date in the lower right hand corner. Internationals who wish to continue working must renew the work clearance prior to the expiration date of the work clearance Departments should not appoint an employee past the work clearance date Illegal to work outside the work clearance dates. Internationals cannot be paid for non-approved work. EE responsibility to renew their work clearances at ISS. Form is not included in the Sign-Up Packet ISS issues the form to international employees who qualify to work Form has an expiration date in the lower right hand corner. Internationals who wish to continue working must renew the work clearance prior to the expiration date of the work clearance Departments should not appoint an employee past the work clearance date Illegal to work outside the work clearance dates. Internationals cannot be paid for non-approved work. EE responsibility to renew their work clearances at ISS.

13. See handout of form Form is called OSU International Employment Clearance Student completes top 1/3 of form at ISS office Name and Social Security Number Local Address Phone Number I-94 Admission # First Date of Entry to the US Check Type of position Sign, Citizenship Country, Country of Residence before coming to US, Date ISS Completes the rest of the form and gives to employee to give to the hiring department � don�t hire EE past work clearance expiration date. Department attaches original gray form to EA � we will not accept copies Note two columns depending on type of employee and position Department can look at HRS Screen 017 to determine work clearance expiration date and other international informationSee handout of form Form is called OSU International Employment Clearance Student completes top 1/3 of form at ISS office Name and Social Security Number Local Address Phone Number I-94 Admission # First Date of Entry to the US Check Type of position Sign, Citizenship Country, Country of Residence before coming to US, Date ISS Completes the rest of the form and gives to employee to give to the hiring department � don�t hire EE past work clearance expiration date. Department attaches original gray form to EA � we will not accept copies Note two columns depending on type of employee and position Department can look at HRS Screen 017 to determine work clearance expiration date and other international information

14. Prevent unlawful hiring, recruiting, or referring for a fee, aliens not authorized to work in U.S. Can complete anytime before hire date but must be within 3 days after hire date that verification occurs $10,000 fine per occurrence can be levied� the responsibility of the hiring department. Document your files Don�t let employees work who have not completed I-9 within the appropriate time A new I-9 IS required upon rehire if there has been a break in service and the I-9 is older than 3 years **Highly recommended to file a new I-9 with any break in service Real employees � 5 working days Students and temps � natural breaks Break in service does not include semester breaks � holidays and summer HRS Screen 017 shows the I-9 DATE OF RECORD � it is at the bottom right hand side See HRS 017 screen print Prevent unlawful hiring, recruiting, or referring for a fee, aliens not authorized to work in U.S. Can complete anytime before hire date but must be within 3 days after hire date that verification occurs $10,000 fine per occurrence can be levied� the responsibility of the hiring department. Document your files Don�t let employees work who have not completed I-9 within the appropriate time A new I-9 IS required upon rehire if there has been a break in service and the I-9 is older than 3 years **Highly recommended to file a new I-9 with any break in service Real employees � 5 working days Students and temps � natural breaks Break in service does not include semester breaks � holidays and summer HRS Screen 017 shows the I-9 DATE OF RECORD � it is at the bottom right hand side See HRS 017 screen print

15. Turn to I-9 Section 1 Print last, first, and middle Initial � maiden name, if applicable Print complete address Enter date of birth in mm/dd/yyyy format Enter Social Security # Check the appropriate Work Eligibility box Citizen or national of U.S. � no other info required Lawful Permanent Resident � put in Alien # A An alien authorized to work until � fill in I-20 end date & Alien or Admission # - not the work clearance end date Employee should sign and date � the date should be before or within 3 days of the first day of employment (begin date on the EA form) Enter preparer/translater information � signature, printed name, address, and date, if applicable Turn to I-9 Section 1 Print last, first, and middle Initial � maiden name, if applicable Print complete address Enter date of birth in mm/dd/yyyy format Enter Social Security # Check the appropriate Work Eligibility box Citizen or national of U.S. � no other info required Lawful Permanent Resident � put in Alien # A An alien authorized to work until � fill in I-20 end date & Alien or Admission # - not the work clearance end date Employee should sign and date � the date should be before or within 3 days of the first day of employment (begin date on the EA form) Enter preparer/translater information � signature, printed name, address, and date, if applicable

16. Section 2 Document information should be filled in (can�t tell employee which documents to provide) Document Title � Social security card, driver�s license, school ID Issuing Authority � SSA, DMV (OK Tax Commission), OSU Document # - SSN, DL#, OSU ID # Expiration Date, if any One item from List A because it has both identity and employment eligibility info OR have an item from List B (Identity) & List C (Employment Eligibility) Items are listed on the back of the form Can�t use SS Card that is not valid for employment �Valid for Work Only with INS Authorization� Middle of certification, enter Employment Date which = Start Date on the EA Signature, printed name, and Title of department representative Business or Organization Name & Address = Department Must date form = s/b within 3 days of date of employment, not before the employee�s date Do not include copies of DL or photo Ids � we normally destroy them Section 2 Document information should be filled in (can�t tell employee which documents to provide) Document Title � Social security card, driver�s license, school ID Issuing Authority � SSA, DMV (OK Tax Commission), OSU Document # - SSN, DL#, OSU ID # Expiration Date, if any One item from List A because it has both identity and employment eligibility info OR have an item from List B (Identity) & List C (Employment Eligibility) Items are listed on the back of the form Can�t use SS Card that is not valid for employment �Valid for Work Only with INS Authorization� Middle of certification, enter Employment Date which = Start Date on the EA Signature, printed name, and Title of department representative Business or Organization Name & Address = Department Must date form = s/b within 3 days of date of employment, not before the employee�s date Do not include copies of DL or photo Ids � we normally destroy them

17. Section 3 is not used � it is for updating and reverifying the I-9 Easier to just do a new one. Departments don�t have the old one on hand � they are in Payroll�s records. Section 3 is not used � it is for updating and reverifying the I-9 Easier to just do a new one. Departments don�t have the old one on hand � they are in Payroll�s records.

18. See handout Direct Deposit is cheaper for OSU in time and money Dir Dep is more convenient for the employee � no lines Directs OPM to send employee�s pay to the designated financial institution � can change by filling out a new form Travel reimbursement were once handled this way and are looking in to handling it this way again. Watch for check distribution on the Payroll Advice If there has not been a direct deposit in 365 days � the automatic deposits normally stops Good to know for employee on leave or ones who come back after being gone a while. Mandatory for New Hires after 12/31/04 Big push now for all employees to be on dir deposit � 6/30/07 deadlineSee handout Direct Deposit is cheaper for OSU in time and money Dir Dep is more convenient for the employee � no lines Directs OPM to send employee�s pay to the designated financial institution � can change by filling out a new form Travel reimbursement were once handled this way and are looking in to handling it this way again. Watch for check distribution on the Payroll Advice If there has not been a direct deposit in 365 days � the automatic deposits normally stops Good to know for employee on leave or ones who come back after being gone a while. Mandatory for New Hires after 12/31/04 Big push now for all employees to be on dir deposit � 6/30/07 deadline

19. The instructions are on the back of the form Need a voided check to attach to form � this insures correct routing number and account number. The check should also have the employee�s name and address on it. Savings account � need card from bank with routing information. The packet contains a purple direct deposit form which OPM prefers but will accept it on white � form is on the HR website We will supply you with the purple form for you office if you want some to have on hand. Questions should be directed to our office. The instructions are on the back of the form Need a voided check to attach to form � this insures correct routing number and account number. The check should also have the employee�s name and address on it. Savings account � need card from bank with routing information. The packet contains a purple direct deposit form which OPM prefers but will accept it on white � form is on the HR website We will supply you with the purple form for you office if you want some to have on hand. Questions should be directed to our office.

20. May be returned if not complete � or at least get a call to send in a new one Legal to ask for this info once the employee has been hired Information is used for reporting to various agencies PIFs are part of sign-up packet but can be downloaded from the HR website Required for all new employees Highly recommended employee completes a PIF when they have had a break in service to insure all information is correct. Updates should be completed on current employees as needed Address all three sections for new hires & applicable parts for updates. Some of the info can be updated on Web for EE rather than filling out the PIF � address, marital status (but not for tax purposes), and emergency contact. May be returned if not complete � or at least get a call to send in a new one Legal to ask for this info once the employee has been hired Information is used for reporting to various agencies PIFs are part of sign-up packet but can be downloaded from the HR website Required for all new employees Highly recommended employee completes a PIF when they have had a break in service to insure all information is correct. Updates should be completed on current employees as needed Address all three sections for new hires & applicable parts for updates. Some of the info can be updated on Web for EE rather than filling out the PIF � address, marital status (but not for tax purposes), and emergency contact.

21. Look at the PIF and follow along Section 1 Employee ID # = SSN at this time Enter same name as on the SS Card in the Last, First, Middle format Check whether this is a new employee or just updating information for current employee If Name Change box is checked, a copy of the new SS card is required before we will update HRS Look at the PIF and follow along Section 1 Employee ID # = SSN at this time Enter same name as on the SS Card in the Last, First, Middle format Check whether this is a new employee or just updating information for current employee If Name Change box is checked, a copy of the new SS card is required before we will update HRS

22. Section 2 Employee checks marital status, gender, race, and date of birth If employee refuses to answer gender or race � give us your best guess Permanent Home Address - This is where information will be sent � Form W-2 if employee is not currently employed � Must be in USA Emergency Contact must be within USA and we need to know the relationship to the employee. Phone number is the most important part of the contact. Section 2 Employee checks marital status, gender, race, and date of birth If employee refuses to answer gender or race � give us your best guess Permanent Home Address - This is where information will be sent � Form W-2 if employee is not currently employed � Must be in USA Emergency Contact must be within USA and we need to know the relationship to the employee. Phone number is the most important part of the contact.

23. Section 3 � This is the education information Students and Temporaries (except Temp faculty) do not need to complete Will call and request an updated PIF if this information is not filled in on continuous regular positions Include Degree, Year Received, Institution name and location, and Field of Study � List highest degree or diploma first This is coded on the L23 screen with details on the 023 screen Updated PIFs should be sent to Payroll by employees for one of the following reasons: Employee changes address or phone Employee changes name � with SS Card Employee changes marital status � may wish to update W-4 also Employee earns new degree Update Emergency Contact info Current employees may also update their home address, marital status, and emergency contact info by using Web for Employees located on the Human Resource web page Section 3 � This is the education information Students and Temporaries (except Temp faculty) do not need to complete Will call and request an updated PIF if this information is not filled in on continuous regular positions Include Degree, Year Received, Institution name and location, and Field of Study � List highest degree or diploma first This is coded on the L23 screen with details on the 023 screen Updated PIFs should be sent to Payroll by employees for one of the following reasons: Employee changes address or phone Employee changes name � with SS Card Employee changes marital status � may wish to update W-4 also Employee earns new degree Update Emergency Contact info Current employees may also update their home address, marital status, and emergency contact info by using Web for Employees located on the Human Resource web page

24. Payroll Sign-Up Check List - has items listed in the order in which we would like to see them in the packet Add Grad form after EA or Special Pay Important Benefits Notice for New Hires explains the Benefits enrollment process and when coverage begins OSU Drug-Free Workplace Statement explains OSU stance on a drug-free environment. OSU Dept of Public Safety Guide Summary � on back of Drug-Free handout Info on the website � www.osupd.okstate.edu 911 Training Campus crime statistics Payroll Sign-Up Check List - has items listed in the order in which we would like to see them in the packet Add Grad form after EA or Special Pay Important Benefits Notice for New Hires explains the Benefits enrollment process and when coverage begins OSU Drug-Free Workplace Statement explains OSU stance on a drug-free environment. OSU Dept of Public Safety Guide Summary � on back of Drug-Free handout Info on the website � www.osupd.okstate.edu 911 Training Campus crime statistics

25. Invitation to Self-Identify as individual with disabilities or veteran Voluntary form Complete and return to Director of Affirmative Action, 408 WH or return with the payroll packet Information Sheet on W/C, UC, and SS/Medicare � describing coverage and benefits. Payroll Advice handout � contains information on reading your payroll advice Example on the back IT�s Computing Policies and Proper Use of Resources - Time to Take a Break??????? Invitation to Self-Identify as individual with disabilities or veteran Voluntary form Complete and return to Director of Affirmative Action, 408 WH or return with the payroll packet Information Sheet on W/C, UC, and SS/Medicare � describing coverage and benefits. Payroll Advice handout � contains information on reading your payroll advice Example on the back IT�s Computing Policies and Proper Use of Resources - Time to Take a Break???????

26. These are the items we plan to coverThese are the items we plan to cover

27. What the EA is used for Add new employees to payroll Update pay situations for current employees Allows university computer access Set labor distribution for new temporary and student positions Separate employees Incomplete Forms Returned to department or we may just call depending on the problem EA Templates Available in Word or Excel On Payroll�s website Processing Deadlines Need to be in Payroll by deadline � guaranteed to work Will work others as they come in Call us and let us know if late especially monthly separation � avoid overpayments. We try to get everything on that we possible can Font & Paper Please type with at least 10 point font Print on buff colored paperWhat the EA is used for Add new employees to payroll Update pay situations for current employees Allows university computer access Set labor distribution for new temporary and student positions Separate employees Incomplete Forms Returned to department or we may just call depending on the problem EA Templates Available in Word or Excel On Payroll�s website Processing Deadlines Need to be in Payroll by deadline � guaranteed to work Will work others as they come in Call us and let us know if late especially monthly separation � avoid overpayments. We try to get everything on that we possible can Font & Paper Please type with at least 10 point font Print on buff colored paper

28. Look at handout of blank EA Employee ID Number How we identify at this point in time How we must report to IRS and SSA Date of Birth � Optional on form � Required on PIF If entered, mm/dd/yyyy Name � Last, First, Middle � easy to file Use exact name as on SS Card except in this order Is Person on HRS? Pull person up on HRS Screen 017 � they are on HRS All departments can see all employees Screen 017 Screen A16 tells you whether they have a current assignment or not w/o the pay rate. Look at handout of blank EA Employee ID Number How we identify at this point in time How we must report to IRS and SSA Date of Birth � Optional on form � Required on PIF If entered, mm/dd/yyyy Name � Last, First, Middle � easy to file Use exact name as on SS Card except in this order Is Person on HRS? Pull person up on HRS Screen 017 � they are on HRS All departments can see all employees Screen 017 Screen A16 tells you whether they have a current assignment or not w/o the pay rate.

29. Purpose and Priority � these could change in the future (Broadbanding) To identify reason for change Affirmative Action reports Establish a job history on employee Can only code one � we code the highest priority � first one HR is in process of redefining EA definitions and priorities Tied to Start & Stop event codes on HRS � see L16 Screen print Appointment - A Not been employed by University during current fiscal year Moves from student/temp to continuous regular position Someone with a break in service Use �A� on all Student and Temps because we don�t report on them and it�s the default. Promotion - C Moving into a higher rank or pay grade � definition is changing under broadbanding Reappointment - B BDS roll Indicates a return to pay status after a period on non-employment (holiday or summer break). Faculty $0.00 pay assignments Purpose and Priority � these could change in the future (Broadbanding) To identify reason for change Affirmative Action reports Establish a job history on employee Can only code one � we code the highest priority � first one HR is in process of redefining EA definitions and priorities Tied to Start & Stop event codes on HRS � see L16 Screen print Appointment - A Not been employed by University during current fiscal year Moves from student/temp to continuous regular position Someone with a break in service Use �A� on all Student and Temps because we don�t report on them and it�s the default. Promotion - C Moving into a higher rank or pay grade � definition is changing under broadbanding Reappointment - B BDS roll Indicates a return to pay status after a period on non-employment (holiday or summer break). Faculty $0.00 pay assignments

30. Transfer - F Moving laterally from one position to another Changing departments Put leave on the Form EA flows from leaving dept to hiring dept Title Change - J For working title change � remains in same job family and pay grade Rate Change - G Base compensation is changing Increase or decrease FTE Change - H Important for benefits Important for monthly�s pay Transfer - F Moving laterally from one position to another Changing departments Put leave on the Form EA flows from leaving dept to hiring dept Title Change - J For working title change � remains in same job family and pay grade Rate Change - G Base compensation is changing Increase or decrease FTE Change - H Important for benefits Important for monthly�s pay

31. Separation - 8 Leaving the university � stop pay & benefits Send out COBRA notices Changes from Continuous regular employee to student/temp for Cobra & terminal AL purposes Complete separation area � go into this later Separations not required for student/temp unless leaving before end of their current assignment. Retirement � for faculty and staff only � no students/temps - 4 EE has at least 10 years of continuous OSU service & is at least 62 EE has at least 25 years of continuous service with OSU � any age Meets OTR Rule of 80 or Rule or 90 Submit 90 days prior to retirement date Fill in separation area Update if leave is different than the estimate on original EA Notify ES to set up retirement counseling session for EE � ES will give EE Retirement Guide Death � 5 (use if the EE dies) Date of death in separation info as effective separation date Make sure you enter the leave No federal and state taxes if notified early enough Notify ES immediately Call if any of these happen and you don�t have time to send EA � we can eliminate some problems if we know about these in time Separation - 8 Leaving the university � stop pay & benefits Send out COBRA notices Changes from Continuous regular employee to student/temp for Cobra & terminal AL purposes Complete separation area � go into this later Separations not required for student/temp unless leaving before end of their current assignment. Retirement � for faculty and staff only � no students/temps - 4 EE has at least 10 years of continuous OSU service & is at least 62 EE has at least 25 years of continuous service with OSU � any age Meets OTR Rule of 80 or Rule or 90 Submit 90 days prior to retirement date Fill in separation area Update if leave is different than the estimate on original EA Notify ES to set up retirement counseling session for EE � ES will give EE Retirement Guide Death � 5 (use if the EE dies) Date of death in separation info as effective separation date Make sure you enter the leave No federal and state taxes if notified early enough Notify ES immediately Call if any of these happen and you don�t have time to send EA � we can eliminate some problems if we know about these in time

32. Present status blank for new employees because there is no current assignment Leave proposed status blank on separations, retirements, and death Current Assignment � information on HRS Use HRS Screens L16 and 061 for info needed OSU Position Title/Pay Grade Enter the OSU Working Title from 061 position screen Enter Pay Grade (Salary schedule high) from 061 screen Biweekly/Monthly Check the appropriate box that applies to the the present status pay cycle Use this to help us meet deadlinesPresent status blank for new employees because there is no current assignment Leave proposed status blank on separations, retirements, and death Current Assignment � information on HRS Use HRS Screens L16 and 061 for info needed OSU Position Title/Pay Grade Enter the OSU Working Title from 061 position screen Enter Pay Grade (Salary schedule high) from 061 screen Biweekly/Monthly Check the appropriate box that applies to the the present status pay cycle Use this to help us meet deadlines

33. Job Code Single alpha character that can be found on the L16, 016, or 061 screens JC defines type of position & which payroll & is set when the position is established Position Number Six digit number found on L16 and 016 Continuous regular staff position numbers are created by submitting a Position Questionnaire to Partner Services Continuous regular faculty position numbers are created when the Request to Staff form is processed. Students/Temp positions set up by Payroll from EA Begin/End Dates Both should be formatted mm/dd/yyyy � please use the slashes Both can be seen on the L16 and 016 screens End date for students and temps cannot extend past the fiscal year End for continuous regular employees should be FN (further notice) � this helps Benefit coding FN will be coded as 06/30/yyyy Faculty with no summer salary � indicate with $0.00 and 0.00 FTE for non-paid months FTE Means full-time equivalent Biweekly � divide work hours for week by 40 (30/40 = .75 FTE) Monthly � divide hours worked per month by 173.33 (87/ 173.33) = .5 FTE Job Code Single alpha character that can be found on the L16, 016, or 061 screens JC defines type of position & which payroll & is set when the position is established Position Number Six digit number found on L16 and 016 Continuous regular staff position numbers are created by submitting a Position Questionnaire to Partner Services Continuous regular faculty position numbers are created when the Request to Staff form is processed. Students/Temp positions set up by Payroll from EA Begin/End Dates Both should be formatted mm/dd/yyyy � please use the slashes Both can be seen on the L16 and 016 screens End date for students and temps cannot extend past the fiscal year End for continuous regular employees should be FN (further notice) � this helps Benefit coding FN will be coded as 06/30/yyyy Faculty with no summer salary � indicate with $0.00 and 0.00 FTE for non-paid months FTE Means full-time equivalent Biweekly � divide work hours for week by 40 (30/40 = .75 FTE) Monthly � divide hours worked per month by 173.33 (87/ 173.33) = .5 FTE

34. Hours Biweekly � Hours = 80 times FTE Monthly Regular Assignment always = 173.33 Monthly Additive Assignment should always be 1.00 Pay Rate Biweekly = hourly rate Monthly = monthly rate at full 1.0 FTE � HRS will calculate the appropriate amount Class Code HRS Broadbanding class code Used to define the type of work the employee is doing Div/Dept Div = 2 character campus code Dept = 5 digit department number of employing dept Do not combine these Home department can be different and is determined by the following Current assignment with latest end date Greatest FTE Earliest start date Administrative assignments (>990) are ignored in this determination Hours Biweekly � Hours = 80 times FTE Monthly Regular Assignment always = 173.33 Monthly Additive Assignment should always be 1.00 Pay Rate Biweekly = hourly rate Monthly = monthly rate at full 1.0 FTE � HRS will calculate the appropriate amount Class Code HRS Broadbanding class code Used to define the type of work the employee is doing Div/Dept Div = 2 character campus code Dept = 5 digit department number of employing dept Do not combine these Home department can be different and is determined by the following Current assignment with latest end date Greatest FTE Earliest start date Administrative assignments (>990) are ignored in this determination

35. New Student/Temp Positions Used Proposed section of Labor Distribution Make sure they are valid accounts Make sure adds to 100% Payroll ignores all other Labor Distribution Realize departments use this but we ignore Don�t need to send us fund change EA forms Departments must use UL Screens New Student/Temp Positions Used Proposed section of Labor Distribution Make sure they are valid accounts Make sure adds to 100% Payroll ignores all other Labor Distribution Realize departments use this but we ignore Don�t need to send us fund change EA forms Departments must use UL Screens

36. Enter Brief Reason for Leaving Required � in case we need to document unemployment claim Enter Separation Code per HRS Three digit code � can use F2 in HRS See handout of separation codes Enter Separation Date and Time Mm/dd/yyyy format Put am or pm If died = date of death If worked funky shift, let us know in case it affects pay. Enter Brief Reason for Leaving Required � in case we need to document unemployment claim Enter Separation Code per HRS Three digit code � can use F2 in HRS See handout of separation codes Enter Separation Date and Time Mm/dd/yyyy format Put am or pm If died = date of death If worked funky shift, let us know in case it affects pay.

37. Enter Leave Balance Terminal AL and Comp leave paid on last check within limits Taxed at higher rate except death & layoff Sick leave not paid but can be used toward OTRS credit at retirement or rehired within six months and department says okay to set back up 80 hours Get back keys and other property Keys, computers, laptops, etc. Make sure get P/Card back and it is reconciled Get all documentation needed for purchases the employee has made � transaction log, receipts, etc. Cancel P/Card immediately � form from P/Card Administrator 744-5984 � mark it delete, cardholder�s name, reason for cancellation, and department head signature If missing receipts, cardholder needs to contact issuing bank and ask them to replace missing receipts before the card is cancelled Must have a receipt for each transactionEnter Leave Balance Terminal AL and Comp leave paid on last check within limits Taxed at higher rate except death & layoff Sick leave not paid but can be used toward OTRS credit at retirement or rehired within six months and department says okay to set back up 80 hours Get back keys and other property Keys, computers, laptops, etc. Make sure get P/Card back and it is reconciled Get all documentation needed for purchases the employee has made � transaction log, receipts, etc. Cancel P/Card immediately � form from P/Card Administrator 744-5984 � mark it delete, cardholder�s name, reason for cancellation, and department head signature If missing receipts, cardholder needs to contact issuing bank and ask them to replace missing receipts before the card is cancelled Must have a receipt for each transaction

38. Required for Faculty and Faculty Titles Faculty and A/P with Faculty Titles (Deans, Department Heads) New employees � use letter of offer to fill out the info Current employees, use Screen 026 for much of the information Education is Required on PIF Education Information is required on PIF for anyone who teaches students Signed by Academic Affairs We will not process EA without Academic Affairs signature � be sure route correctly Many times these are also Board forms � so label them as such at the top Required for Faculty and Faculty Titles Faculty and A/P with Faculty Titles (Deans, Department Heads) New employees � use letter of offer to fill out the info Current employees, use Screen 026 for much of the information Education is Required on PIF Education Information is required on PIF for anyone who teaches students Signed by Academic Affairs We will not process EA without Academic Affairs signature � be sure route correctly Many times these are also Board forms � so label them as such at the top

39. Academic Dept Granting Rank Name of the Academic Department Granting faculty rank May not be the same as home department in the case or dean Only Academic departments can grant rank Academic Home Department List the Department number of the Academic department On HRS 026 � Tenrd Dept Tenure Date & Status If tenure has been granted, enter date granted Enter Yes or No to whether faculty on tenure track or not On HRS 026 � Faculty Tenure Date & EEO Tenure Status (N,O,T) Action Grants Tenure If the EA action is granting tenure, check the Yes boxAcademic Dept Granting Rank Name of the Academic Department Granting faculty rank May not be the same as home department in the case or dean Only Academic departments can grant rank Academic Home Department List the Department number of the Academic department On HRS 026 � Tenrd Dept Tenure Date & Status If tenure has been granted, enter date granted Enter Yes or No to whether faculty on tenure track or not On HRS 026 � Faculty Tenure Date & EEO Tenure Status (N,O,T) Action Grants Tenure If the EA action is granting tenure, check the Yes box

40. Appointment Length Check the appropriate box � sem, 1 yr, 3 yrs, 4 yrs, 5 years, cont On HRS 026 � Len Academic Apt Dates of Appointment Start Date = beginning of appointment, End Date Instructors = one-year period & reappointment each year during probationary period Asst Prof = appointed 4 years + an additional 3 years Assoc Prof = w/o tenure for 5 years, during 4th year must have recommendation to reappoint with tenure as assoc prof or promote to prof or give one year notice Prof = granted tenure at time of appointment & length is continuous � can have a probationary period not to exceed three years Notification Date � Reappointment Date you have to tell them they have one year Academic Assignment Length Check Sem, 9, 10, 11, 12 � on HRS screen 012 Appointment Length Check the appropriate box � sem, 1 yr, 3 yrs, 4 yrs, 5 years, cont On HRS 026 � Len Academic Apt Dates of Appointment Start Date = beginning of appointment, End Date Instructors = one-year period & reappointment each year during probationary period Asst Prof = appointed 4 years + an additional 3 years Assoc Prof = w/o tenure for 5 years, during 4th year must have recommendation to reappoint with tenure as assoc prof or promote to prof or give one year notice Prof = granted tenure at time of appointment & length is continuous � can have a probationary period not to exceed three years Notification Date � Reappointment Date you have to tell them they have one year Academic Assignment Length Check Sem, 9, 10, 11, 12 � on HRS screen 012

41. Pay Increase Recommended after review of performance, market, and equity Sign if this applies Exempt from Overtime Check if exempt from overtime Not really necessary since job code tells us this Remarks For additional information pertaining to the employment action Indicate employee is changing payroll cycles Explain EE meets OSU retirement criteria Explain special instructions regarding benefits Signatures Required No stamps please Faculty detail forms need Academic Affairs signature Transfers need signatures from both departments Grads in non-academic area need academic signaturePay Increase Recommended after review of performance, market, and equity Sign if this applies Exempt from Overtime Check if exempt from overtime Not really necessary since job code tells us this Remarks For additional information pertaining to the employment action Indicate employee is changing payroll cycles Explain EE meets OSU retirement criteria Explain special instructions regarding benefits Signatures Required No stamps please Faculty detail forms need Academic Affairs signature Transfers need signatures from both departments Grads in non-academic area need academic signature

42. Adhere to Board Deadlines Different from regular monthly Payroll processing schedule Separate board schedule on HR webpage & part of HRStar Calendar Earliest Effective Date Monday following the board meeting Please put BOARD at the top of the form Questions � contact Jimmie Feher at 744-7420 or Academic Affairs at 744-5627 For These Titles Faculty � those that grant or potentially grant, or have already granted tenure. Presidents, VPs, Provosts, Deans, Dept Heads, Directors, Head Coaches Includes appointment, reappointment, rate changes, title changes, promotions, transfers, corrections, sabbaticals, Separations, retirements, deaths of Prof, Assoc Prof, and Assist Prof & Instructor are for information only. FTE, fund changes, or summer assignments are not board actions Acting or Interims are not board actions Adhere to Board Deadlines Different from regular monthly Payroll processing schedule Separate board schedule on HR webpage & part of HRStar Calendar Earliest Effective Date Monday following the board meeting Please put BOARD at the top of the form Questions � contact Jimmie Feher at 744-7420 or Academic Affairs at 744-5627 For These Titles Faculty � those that grant or potentially grant, or have already granted tenure. Presidents, VPs, Provosts, Deans, Dept Heads, Directors, Head Coaches Includes appointment, reappointment, rate changes, title changes, promotions, transfers, corrections, sabbaticals, Separations, retirements, deaths of Prof, Assoc Prof, and Assist Prof & Instructor are for information only. FTE, fund changes, or summer assignments are not board actions Acting or Interims are not board actions

43. Employment Related Expense Cell Phones are most common, Cell Phone � must include the sign up sheet when adding or changing amounts Additional Assignment on the EA Additional line on EA which includes same Job Code, position number, Div/Dept Begin � when it starts End � when the additive ends FTE = 1.00 Hours = 1.00 Pay Rate = cell phone amount on form � cell phone doesn�t have to be whole $ Class Code = Phone Administrative Procedure Available on HRwebsite HR � Administrative Helps � Administrative ProceduresEmployment Related Expense Cell Phones are most common, Cell Phone � must include the sign up sheet when adding or changing amounts Additional Assignment on the EA Additional line on EA which includes same Job Code, position number, Div/Dept Begin � when it starts End � when the additive ends FTE = 1.00 Hours = 1.00 Pay Rate = cell phone amount on form � cell phone doesn�t have to be whole $ Class Code = Phone Administrative Procedure Available on HRwebsite HR � Administrative Helps � Administrative Procedures

44. Employee on HRS? Check the wrong yes or no Position Number not Set up yet Position Questionnaire for staff Request to Staff for Faculty Please check New Position w/o Labor Distribution For new student and temporary positions Incorrect Job Codes on EAs Look at HRS 061 for the job code Incorrect Class Code Look at HRS 061 screen for correct class code for the position Continuous Regular EE should be appointed for full year or they will be in limbo even if it is for $0.00 and 0.00 FTE until department finds funding. EE in limbo otherwise and causes all kinds of edit exceptions.Employee on HRS? Check the wrong yes or no Position Number not Set up yet Position Questionnaire for staff Request to Staff for Faculty Please check New Position w/o Labor Distribution For new student and temporary positions Incorrect Job Codes on EAs Look at HRS 061 for the job code Incorrect Class Code Look at HRS 061 screen for correct class code for the position Continuous Regular EE should be appointed for full year or they will be in limbo even if it is for $0.00 and 0.00 FTE until department finds funding. EE in limbo otherwise and causes all kinds of edit exceptions.

45. Show them graph of assignment number system Can�t be on monthly and biweekly at the same time unless you are temp/student employee. � it messes up your benefits. Show Example EAs Show them graph of assignment number system Can�t be on monthly and biweekly at the same time unless you are temp/student employee. � it messes up your benefits. Show Example EAs