sign-ups and employment action forms

409 WhitehurstOSU Payroll Services (405) 744-6372 1

Sign-Ups and Employment Action Forms

Karen McCombs

HRStar


Payroll Sign-Ups

Collecting Employee Data

Required Sign-Up Forms

Other Payroll Handouts

New Employee Seminars


New Employee Orientation

Benefits Enrollment

New Employee Seminars


Collect Employee DataComplete, Accurate & Legible

Attached to EA or Special Pay

Send to Payroll by Deadline

Place in Proper Order

Route through Appropriate Channels


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


Health Ins. & Non-Resident Waiver Eligibility

Certification Form

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

Graduate College Form 744-6368


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


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



Certificate (con’t)

Enter Marital Status – Federal & State

Enter Withholding Allowances

Enter Additional Withholding

Or, Enter ‘Exempt’



Certificate (con’t)

Sign and date the W-4

No W-4 – withhold at Single & ‘0’

Invalid Form – withhold at Single & ‘0’


Loyalty Oath

State of Oklahoma Mandates

Top – Type/Print Employee Name

Middle – Employee Signs as Affiant

Bottom – Notary Public


International Employment Clearance

Not Included in the Sign-Up Packet

ISS Issues Form

Form Carries an Expiration Date


International Employment Clearance (con’t)

Employee complete the top 1/3 of form

Attach Original to EA or Special Pay


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



Section 1

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



Section 2Record Document Information

List A or List B & C

Employment Date = Start Date on EA

Department Sign & Date within 3 Days



Section 3

For Updating and Reverification

Not Used


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


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


Personal Information Form

All New Employees

Updates on Current Employees

Complete All Three Sections



Employee ID Number

Name (Last, First, Middle)

New Employee or Change Info

Name Change

Section 1 – All Employees Complete



Section 2 – All New Employees Complete

Marital Status, Gender, Race, Birth Date

Permanent Home Address & Phone

Work Location Information - optional

Emergency Contact – within USA



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



Employee Payroll Sign-up Check List

Important Benefits Notice

OSU Drug-Free Workplace Statement

Summary of Public Safety Guide



Invitation to Self-Identify

Payroll Advice Handout

Workers’ Comp, Unemployment Comp & Social Security/Medicare

Computing Policies and Proper Use Of Resources


Employment Action Forms

How to Complete

Board Forms

Additive Assignments

Common Mistakes


How To Complete EA Basics

EA Uses

Incomplete Forms

EA Templates

Processing Deadlines

Font & Paper


How To Complete EAGeneral Employee Information

Employee ID Number

Date of Birth - Optional

Name – Last, First, Middle

Is Person on HRS?


How To Complete EAEmployment Actions

Purpose & Priority

Appointment - A

Promotion - C

Reappointment - B


How To Complete EAEmployment Actions – con’t

Transfer - F

Title Change - J

Rate Change - G

FTE Change - H


How To Complete EAEmployment Actions – con’t

Separation - 8

Retirement - 4

Death - 5


How To Complete EAPresent/Proposed Status

Leave Present Blank – New EE

Current Info from HRS

OSU Position Title/Pay Grade

Biweekly/Monthly


How To Complete EAPresent/Proposed Status – con’t

Job Code

Position Number

Begin/End Dates

FTE


How To Complete EA

Hours

Pay Rate

Class Code

Div/Dept

Present/Proposed Status – con’t


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


How To Complete EASeparation Information

Enter Brief Reason for Leaving

Enter Separation Code per HRS

Enter Separation Date and Time


How To Complete EA

Separation Information – con’t

Enter Leave Balances

Get back keys and other property

P/Card Reconciliation


How To Complete EA

Faculty Appointment Details

Faculty and Faculty Titles

Education on PIF Required

Signed by Academic Affairs


How To Complete EA

Faculty Appointment Details – Con’t

Academic Dept Granting Rank

Academic Home Department

Tenure Date & Status

Action Grants Tenure


How To Complete EA

Faculty Appointment Details – Con’t

Appointment Length

Dates of Appointment

Notification Date - Reappointment

Academic Assignment Length


How To Complete EA

Additional Information, Remarks, and Signatures

Pay Increase after Review

Exempt from Overtime

Remarks

Signatures


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


Additive Assignments

For Employment Related Expenses

Additional Assignment on the EA

Administrative Procedures Available


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


HRS Tips

Assignment Numbering

Multiple Assignments


Questions ???

Call Payroll Services at (405) 744-6372

sign-ups and employment action forms

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