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Sign-Ups and Employment Action Forms
description
Transcript of Sign-Ups and Employment Action Forms
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Sign-Ups and Employment Action Forms
Karen McCombs
HRStar
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Payroll Sign-Ups
Collecting Employee Data
Required Sign-Up Forms
Other Payroll Handouts
New Employee Seminars
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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
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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
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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