sign-ups and employment action forms

409 WhitehurstOSU Payroll Services (405) 744-6372 1

Sign-Ups and Employment Action Forms

Karen McCombs

HRStar

409 WhitehurstOSU Payroll Services (405) 744-6372 2

Payroll Sign-Ups

Collecting Employee Data

Required Sign-Up Forms

Other Payroll Handouts

New Employee Seminars

409 WhitehurstOSU Payroll Services (405) 744-6372 3

New Employee Orientation

Benefits Enrollment

New Employee Seminars

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Collect Employee DataComplete, Accurate & Legible

Attached to EA or Special Pay

Send to Payroll by Deadline

Place in Proper Order

Route through Appropriate Channels

409 WhitehurstOSU Payroll Services (405) 744-6372 5

Required Sign-Up FormsHealth Ins. & Non-Resident Waiver Eligibility Certification Form

SS Card

PIF

W-4

Work Clearance Form

I-9 Form

Direct Deposit Form

Loyalty Oath

409 WhitehurstOSU Payroll Services (405) 744-6372 6

Health Ins. & Non-Resident Waiver Eligibility

Certification Form

Job Code OClass Codes 1748, 1749, 1750, 6592, 3769, 3770

Graduate College Form 744-6368

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Copy of Social Security Card

Number and Name must match the SSA records - $50 fine for mismatchWill also accept Numident or Abbreviated NumidentCall Payroll Services for unique situations

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W4 – Employee’s Withholding Allowance

Certificate

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

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W4 – Employee’s Withholding Allowance

Certificate (con’t)

Enter Marital Status – Federal & State

Enter Withholding Allowances

Enter Additional Withholding

Or, Enter ‘Exempt’

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W4 – Employee’s Withholding Allowance

Certificate (con’t)

Sign and date the W-4

No W-4 – withhold at Single & ‘0’

Invalid Form – withhold at Single & ‘0’

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Loyalty Oath

State of Oklahoma Mandates

Top – Type/Print Employee Name

Middle – Employee Signs as Affiant

Bottom – Notary Public

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International Employment Clearance

Not Included in the Sign-Up Packet

ISS Issues Form

Form Carries an Expiration Date

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International Employment Clearance (con’t)

Employee complete the top 1/3 of form

Attach Original to EA or Special Pay

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Form I-9 – Employment Eligibility Verification

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

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Form I-9 – Employment Eligibility Verification

Section 1

Complete Name & Address InformationComplete Birth Date & SSNCheck Work Eligibility Box & Add’l InfoEmployee Signature & DateTranslator Info, if needed

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Form I-9 – Employment Eligibility Verification

Section 2Record Document Information

List A or List B & C

Employment Date = Start Date on EA

Department Sign & Date within 3 Days

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Form I-9 – Employment Eligibility Verification

Section 3

For Updating and Reverification

Not Used

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Automatic Deposit Transmittal Form(Direct Deposit Form)

Mandatory for new hires after 12/31/04 and for existing employees after 6/30/2007Directs Pay to Financial Institution

Stops if no deposits in 365 days

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Automatic Deposit Transmittal Form

(Direct Deposit Form – Con’t)

Instructions on Back of the Form

White forms are ok

Need Voided Check with Bank Routing Number and Employee Account Number

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Personal Information Form

All New Employees

Updates on Current Employees

Complete All Three Sections

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Personal Information Form

Employee ID Number

Name (Last, First, Middle)

New Employee or Change Info

Name Change

Section 1 – All Employees Complete

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Personal Information Form

Section 2 – All New Employees Complete

Marital Status, Gender, Race, Birth Date

Permanent Home Address & Phone

Work Location Information - optional

Emergency Contact – within USA

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Personal Information Form

Section 3 – All Faculty and Regular Continuous Staff Employees

Also need for Temporary Faculty

Include Degree, Year, Institution, & Field

List Highest Degree or Diploma First

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Other Payroll Handouts

Employee Payroll Sign-up Check List

Important Benefits Notice

OSU Drug-Free Workplace Statement

Summary of Public Safety Guide

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Other Payroll Handouts

Invitation to Self-Identify

Payroll Advice Handout

Workers’ Comp, Unemployment Comp & Social Security/Medicare

Computing Policies and Proper Use Of Resources

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Employment Action Forms

How to Complete

Board Forms

Additive Assignments

Common Mistakes

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How To Complete EA Basics

EA Uses

Incomplete Forms

EA Templates

Processing Deadlines

Font & Paper

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How To Complete EAGeneral Employee Information

Employee ID Number

Date of Birth - Optional

Name – Last, First, Middle

Is Person on HRS?

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How To Complete EAEmployment Actions

Purpose & Priority

Appointment - A

Promotion - C

Reappointment - B

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How To Complete EAEmployment Actions – con’t

Transfer - F

Title Change - J

Rate Change - G

FTE Change - H

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How To Complete EAEmployment Actions – con’t

Separation - 8

Retirement - 4

Death - 5

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How To Complete EAPresent/Proposed Status

Leave Present Blank – New EE

Current Info from HRS

OSU Position Title/Pay Grade

Biweekly/Monthly

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How To Complete EAPresent/Proposed Status – con’t

Job Code

Position Number

Begin/End Dates

FTE

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How To Complete EA

Hours

Pay Rate

Class Code

Div/Dept

Present/Proposed Status – con’t

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How To Complete EALabor Distribution

Need only for New Student/Temp positions

Payroll ignores all other Labor Distribution

Departments must use the UL Screens to update

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How To Complete EASeparation Information

Enter Brief Reason for Leaving

Enter Separation Code per HRS

Enter Separation Date and Time

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How To Complete EA

Separation Information – con’t

Enter Leave Balances

Get back keys and other property

P/Card Reconciliation

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How To Complete EA

Faculty Appointment Details

Faculty and Faculty Titles

Education on PIF Required

Signed by Academic Affairs

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How To Complete EA

Faculty Appointment Details – Con’t

Academic Dept Granting Rank

Academic Home Department

Tenure Date & Status

Action Grants Tenure

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How To Complete EA

Faculty Appointment Details – Con’t

Appointment Length

Dates of Appointment

Notification Date - Reappointment

Academic Assignment Length

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How To Complete EA

Additional Information, Remarks, and Signatures

Pay Increase after Review

Exempt from Overtime

Remarks

Signatures

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Board Forms

Must adhere to Board Deadlines

Earliest Effective date is the Monday Following Board

For Faculty, Presidents, VPs, Provosts, Deans, Dept Heads, Directors, Head Coaches

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Additive Assignments

For Employment Related Expenses

Additional Assignment on the EA

Administrative Procedures Available

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Common MistakesEmployee 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

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HRS Tips

Assignment Numbering

Multiple Assignments

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Questions ???

Call Payroll Services at (405) 744-6372