The forms below must be returned to the appropriate office. Click on the alpha character below to find forms more quickly by name.

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Form by Name Purpose of this Form Versions
Address Change

Address and Phone Number Change for University systems is now available online from the Employee Self Service portal.

Address and contact information for Benefits vendors can be updated in the Member Administration Portal (MAP).

Helpful Employee Self Service instructions can be found here. MAP contact information update instructions can be found here.

For Address Change questions contact the HR Service Center.

Online

MAP

Accommodations for Employees under the Americans with Disabilities (ADA) This Employee Request for Accommodation form is used to request workplace accommodations. Procedures for completing a request for accommodation(s) can be found as a webpage form here or as a fillable PDF here.

Webpage Form

PDF

Background Checks Background checks are required for individuals hired for faculty, unclassified professional, or university support staff positions at the University, per the Background Check guidelines. See Protocols and Best Practices for guidelines and forms required.

PDF

Candidate Offer Worksheet Form required for all non-teaching benefit eligible offers of employment when conducting a full search.

Word

PDF

Candidate Profile Worksheet To be completed when working through the Reduction In Force Policy (3.59) Excel 
Change of Supervisor Form Form used by the department to change the supervisor for multiple employees. PDF
Checklist for New Employee Form used by department leaders as a guide to orient new employees to their area. Word
Corrective Action Memo To document unmet employee expectation per policy 3.48. Word
Direct Deposit

Direct Deposit is now available online from the Employee Self Service portal.
Helpful Employee Self Service instructions can be found here.

For Direct Deposit questions contact Payroll.

Online

Emergency Contact Information

Emergency Contact Information is now available online from the Employee Self Service portal.
Helpful Employee Self Service instructions can be found here.

Online

Employee Coaching Plan To document a verbal discussion per policy 3.48. Word
Employee Benefits Checklist for Separating Employees This is a benefits listing of who to contact regarding benefits and other pertinent information when separating employment from the University. PDF
Employee Separation Checklist This checklist outlines steps that may be helpful for departments who are involved in separation or transfer of a current employee. Word
Exit Financial Obligations Report Internal HR Form to determine financial obligations for the exit interview process. Word

 Family Leave Request Form

This form can be used to apply for a leave of absence related to care for a family or service member with a serious health condition and/or for a qualifying exigency arising out of the call to active duty status of active duty deployment of a family member serving in the armed forces. It must be completed & signed by the employee.


*To be eligible for the Family & Medical Leave benefit, employees must have 12 months of University/State service and have worked 1,250 hours in the immediate previous 12 months.See more about FMLA.

PDF 

Graduate Hiring: Graduate Assistant (GA, GTA, GRA)

To hire a Graduate Assistant (GA, GTA, GRA), the hiring department must complete the Non-Benefit Eligible Hire Form and submit to Human Resources. The student will receive the electronic new hire packet from Human Resources, and the student will complete the packet electronically prior to the first day of work.

The hiring department must also complete the appropriate Grad Assistant ePAF to hire the grad in Banner. To access the ePAF training documents and instruction guides, log-on to myWSU and click on the Help for Faculty/Staff tab. See Human Resources Help channel, click on Electronic Personnel Action Form (ePAF).

Hiring paperwork updated 6/25/18 to transition to electronic delivery.

Non-Benefit Eligible Hire Form

 

Non-benefit Eligible Hiring Process Information

HR 200

Change of Status

(formerly OHR 200)

Form used to change a current employee's status (e.g. promotion or transfer within the University, retirement, separation, name change, reclassification, FTE, title change, provisional to regular appointment, funding change, etc.) See guidelines for HR 200

Revised 7/23/2018 to remove termination codes. Use ePAF for terminations.

PDF
I-9/Employment Eligibility Verification All U.S. employers are responsible for completion and retention of Form I-9 for every individual hired for employment. PDF
Import/Export Compliance Checklist (Hiring) This checklist should be used at the start of the hiring process to determine if potential import/export compliances issues exist. PDF
Internal Dispute Resolution Request To request review of a claim the University has applied a policy or process to an employee unfairly or inconsistently per policy 3.15. Word
International Student Employment Verification Letter This is completed by the hiring department for the nonimmigrant student to present to the Social Security Administration to receive a social security card to work on campus. (Instructions are included on the form.)

PDF

Investment Agreement -- Mandatory Retirement Plan This form is required for salary deferral contributions to be made to the Kansas Board of Regents Mandatory Retirement Plan under Internal Revenue Code Section 403(b) and K.S.A. 74-4925. PDF
Investment Agreement -- Voluntary Pre-Tax This form is required for salary deferral contributions to be made to the Kansas Board of Regents Voluntary Retirement Plan under Internal Revenue Code Section 403(b) and K.S.A. 74-4925b. PDF
Investment Agreement -- Voluntary Roth After-Tax

This form is required for salary deferral contributions to be made to the Kansas Board of Regents Voluntary Retirement Plan under Internal Revenue Code (IRC) Section 403(b) and K.S.A. 74-4925b. See more regarding the Roth Option Announced Jan. 2011.

PDF
Involuntary Separation of Employment To document an involuntary separation of Employment per policy 3.41. Word
KBOR Immediate Participation Form This form allows eligible unclassified professional and faculty employees to waive their 1-year waiting period and begin contributing to the KBOR Mandatory Retirement Plan immediately. Employees must submit this to past employer(s) and have the form returned to Human Resources within 90 days of their hire date to be valid. PDF
K-4 State Tax Withholding Form

The Form K-4 for the State of Kansas withholding tax purposes is still a paper form that can be found on the Employee Self Service portal or on the Payroll Website. Complete the paper form and deliver it to Payroll in 210 Jardine Hall or fax to 316.978.3069

Helpful Employee Self Service instructions can be found here.

For Form K-4 questions contact Payroll.

Online

Kansas Mentors Program Employees may use up to 90 minutes of work time per pay period to work with an approved mentoring program. This time must fall within the employee's regular work schedule and shall not be used during or result in overtime for non-exempt employees. See more about the program.

PDF

Lecturer Hiring

To hire a lecturer, the hiring department must complete the Non-Benefit Eligible Hire Form and submit to Human Resources. The lecturer will receive the electronic new hire packet from Human Resources, and the lecturer will complete the packet electronically prior to the first day of work.

The hiring department must also complete the appropriate Lecturer ePAF. To access the ePAF training documents and instruction guides, log-on to myWSU and click on the Help for Faculty/Staff tab. See Human Resources Help channel, click on Electronic Personnel Action Form (ePAF).

Hiring paperwork updated 8/03/18 to transition to electronic delivery.

Non-Benefit Eligible Hire Form

 

Non-benefit Eligible Hiring Process Information

Medical Leave Request Form This form can be used to apply for a leave of absence related to an employee or family member's health condition. It must be completed & signed by the employee.
*To be eligible for the Family & Medical Leave benefit, employees must have 12 months of University/State service and have worked 1,250 hours in the immediate previous 12 months.
See more about FMLA.

PDF

Nine/Ten Month Annualized Salary Agreement This form can be used to spread salary payments for the academic year to 12 months. PDF
Nine/Ten Month Annualized Salary Cancellation This form can be used to cancel the salary payments spread for the academic year. PDF
Non-Benefit Eligible Hire Form To hire a Student, Graduate Assistant, Lecturer or Temporary Employee, the hiring department must complete the Non-Benefit Eligible Hire Form and submit to Human Resources. The employee will receive the electronic new hire packet from Human Resources, and the student will complete the packet electronically prior to the first day of work. PDF
Non-benefit Eligible Hiring Process Information  Information about the Non-Benefit Eligible Hiring Process. Word
Offer Letter Form This form is initiated by the Search Chair to communicate with the Employment Team to prepare offers for all non-teaching benefit-eligible new hires. The offer letter is then sent to the new hire from PeopleAdmin by HR.

PDF

Word

OHR 100 Request to Fill

Begins the search process to fill any non-benefits eligible University support staff, unclassified or faculty position. Benefits eligible searches are done through PeopleAdmin. See guidelines for OHR 100

Word

PDF

OHR 120

Research Request to Fill

Begins the search process to fill grant-funded research positions. Benefits eligible research searches are done through PeopleAdmin. See guidelines for OHR 120

PDF

HR 200

Change of Status

(formerly OHR 200)

Form used to change a current employee's status (e.g. promotion or transfer within the University, retirement, separation, name change, reclassification, FTE, title change, provisional to regular appointment, funding change, etc.) See guidelines for HR 200

Revised 7/23/2018 to remove termination codes. Use ePAF for terminations.

PDF

OHR 220

Research Change of Status

Form used to change a current grant-funded employee's status (e.g. internal promotion or transfer, retirement, separation, name change, reclassification, FTE, title change, provisional to regular appointment, funding change, etc.) See guidelines for OHR 220.

Use ePAF for terminations.

PDF

OHR 300

Appointment

Used to appoint an individual to a position (other than as a Lecturer, Research or Summer Session appointment) at the conclusion of a search or direct-hire to a new non-benefits eligible position. PeopleAdmin is used for all benefits eligible positions. See guidelines for completing the OHR 300.

PDF

Payroll Check - Distribution Schedule Current calendar of payroll distribution dates. Webpage
Payroll Schedule Schedule of pay periods, pay dates and due dates for paperwork: PDF
PeopleAdmin Proxy Request Form Every user assigned an approval role in the PeopleAdmin applicant tracking system needs a proxy. Proxies can only be requested by the PeopleAdmin approver. All requests are verified with the PeopleAdmin approver. Online Form
Personal Leave Request Form

When an employee has need to take leave that is not related to a family or medical-related reason or a workplace accommodation, this form is used to request a personal leave of absence lasting longer than two weeks.

PDF
Position Description, University Support Staff The form is a helpful template to develop a Position Description for inputting into PeopleAdmin where Positon Descriptions are stored. Word
Position Description, Unclassified The form is a helpful template to develop a Position Description for inputting into PeopleAdmin where Positon Descriptions are stored. Word
Reference Check A form for the search committee to use for prior employment reference checks on applicants who have interviewed for a position.

Word

PDF

Reduction in Force Memo To be completed by leaders in the case of a need for reduction in force.

Word

Salary Reduction Authorization For salary deferral contributions to be made to the Kansas Board of Regents Voluntary Retirement Plan. PDF
Search Exception Request Form The Search Exception Request Form is used for search waivers, emergency hires, and promotions.

Search Exception Form

Search Exception Instructions

Shared Leave, Request for Time Form for University employees to apply for shared leave. See more about shared leave.

PDF

Spoken English Screening Form This form is used for faculty, lecturers, and graduate teaching assistants. This is an assessment tool required by the Kansas Board of Regents. This form is found on the Academic Affairs Faculty Forms page.  
Student Hiring: Regular, Work-Study, or Graduate Assistantship

To hire a student, the hiring department must complete the Non-Benefit Eligible Hire Form and submit to Human Resources. The student will receive the electronic new hire packet from Human Resources, and the student will complete the packet electronically prior to the first day of work.

The hiring department must also complete the appropriate Student ePAF to hire the student in Banner. To access the ePAF training documents and instruction guides, log-on to myWSU and click on the Help for Faculty/Staff tab. See Human Resources Help channel, click on Electronic Personnel Action Form (ePAF).

Hiring paperwork updated 6/25/18 to transition to electronic delivery.

Non-Benefit Eligible Hire Form

 

Non-benefit Eligible Hiring Process Information

Student Employment Application Departments may use this application format.

Word

PDF

Student Exception Request Request for exception of minimum credit hours requirement for students to work in an undergraduate student position on campus.

PDF

Tax Compliance, Glacier Nonresident Alien Withholding Complete the set up form for enrollment in a web based tax compliance system for foreign nationals employed by the University. See additional information.

PDF

Temporary Agency Help Requisition form to request temporary agency staff.

PDF

Temporary Employee (“Temp”) Hiring

Temporary WSU employees (“Temps”) are not typically eligible for benefits, and are generally employed for a specific project, up to one year in length. To hire a Temp, the hiring department must complete the Non-Benefit Eligible Hire Form and submit to Human Resources. The Temp will receive the electronic new hire packet from Human Resources, and the Temp will complete the packet electronically prior to the first day of work.

 The hiring department must also complete the appropriate Temp ePAF. To access the ePAF training documents and instruction guides, log-on to myWSU and click on the Help for Faculty/Staff tab. See Human Resources Help channel, click on Electronic Personnel Action Form (ePAF).

Hiring paperwork updated 8/03/18 to transition to electronic delivery.

Non-Benefit Eligible Hire Form

 

Non-benefit Eligible Hiring Process Information

Tuition Assistance Application

Tuition assistance is available for eligible employees and their spouse and/or dependent children. The revised form can be used for employee, dependent or spouse. See additional information.

PDF

Unclassified Professional Temp Hire Packet

Documents may be printed and completed in the department and sent with the unclassified professional to HR.

Paper Hiring Packets updated 5/15/2018 for Employee Self Service

ZIP
Volunteer Packet

To be completed by leaders when requesting a volunteer, in accordance with volunteer procedures.

Word
W-2 Electronic W-2 is available. See more to consent to electronic W-2 form.  
W-4 Federal Tax Withholding Form 2018

The W-4 Federal Tax Withholding Form is now available online from the Employee Self Service portal.

Helpful Employee Self Service instructions can be found here.

For W-4 questions contact Payroll.

Online
Withholding Tax Tool See the State of Kansas Employee Service Center website for payroll calculation help -- link to the Payroll Calculation is on the far right under Employee Self Service.  
Workers Compensation Employee Accident or Illness Report Complete this form within 3 days of any work-related accident or illness.

PDF

Workers Compensation Mileage

Complete this form to report trips in excess of 5 miles in connection with employee's Workers Comp claim.

PDF

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SME: MH

Revised: 11/08/2018 DCC