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

[A] [B] [C] [D] [E] [F] [G] [H] [I] [J] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Y] [Z]

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.

  • Helpful Employee Self Service instructions can be found here.

Address and contact information for Health Insurance (Benefits) vendors can be updated in the State Employee Health Plan (SEHP) Member Administration Portal (MAP).

  • MAP contact information update instructions can be found here.

For general Address Change questions contact the HR Service Center.

Online - Employee Self Service

 

Online - State Employee Health Plan Member Administration Portal (MAP)

Accommodations for Employees under the Americans with Disabilities (ADA) This Employee Request for Accommodation form is used to request workplace accommodations. 

Webpage Form

Fillable Word Document

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
Corrective Action Memo To document unmet employee expectation per policy 3.48. Word
COVID-19 Employee Report Form To be completed by employees not reporting to in-person work due to symptoms of, positive test result, or exposure to COVID-19, including the diagnosis of a household member with COVID-19. PDF
Direct Deposit

Direct Deposit is now available online from the Employee Self Service portal.

  • Helpful Employee Self Service instructions can be found here.

Direct Deposit questions should be directed to the Financial Operations Payroll website or email payroll@wichita.edu.

Online - Employee Self Service

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 Self Service

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
Exemption (Medical) for Mask To request a medical exemption for masking mandates related to COVID-19 and Executive Order 14042. For instructions on processing this form, see Vaccination and Masking Requirements for WSU Employees. PDF
Exemption (Religious) for Mask To request a religious exemption for masking mandates related to COVID-19 and Executive Order 14042. For instructions on processing this form, see Vaccination and Masking Requirements for WSU Employees. PDF
Exemption (Medical) for Vaccine To request a medical exemption for vaccination mandates related to COVID-19 and Executive Order 14042. For instructions on processing this form, see Vaccination and Masking Requirements for WSU Employees. PDF
Exemption (Religious) for Vaccine To request a religious exemption for vaccination mandates related to COVID-19 and Executive Order 14042. For instructions on processing this form, see Vaccination and Masking Requirements for WSU Employees. PDF
Exception (Remote Work) for Vaccine To request a remote work exception for vaccination mandates related to COVID-19 and Executive Order 14042. For instructions on processing this form, see Vaccination and Masking Requirements for WSU Employees. PDF
Exit Financial Obligations Report Internal HR Form to determine financial obligations for the exit interview process. Word

 FMLA Request Form

Employees requesting leave under the Family and Medical Leave Act (FMLA) should complete this form and send to the HR Total Rewards team thirty (30) days before the start of leave, or as soon as possible and practical for unforeseen leave needs.

Eligibility will be confirmed by the Leave Administrator and a response issued to the employee requesting leave within five (5) business days. Medical documentation may be required. See more about FMLA.

Fillable PDF 

Flexible Work Arrangement

Optional form for use by leaders if they find it helpful to memorialize discussions with an employee regarding an approved flexible work arrangement. For Flexible Work Arrangements that change an employee’s Regular Schedule, such approval must be elevate to a Senior Leader.

Fillable 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

HR200

Change of Status

The HR200 Form (formerly OHR200) is used to change a current employee's status (e.g. name change, reclassification, FTW, provisional to regular appointment, funding change, etc.)  See guidelines for HR200.

Use the multi-purpose  Position Action Review (PAR) Form for the following actions applied to both grant and non-grant benefit faculty and staff positions:

  • Search (new/replacement)
  • Non Search (search waiver/emergency hire)
  • Workforce Transitions (Promotions/Demotions/Transfers)
  • Off-Cycle Pay Change Requests (pay changes that occur outside the annual cycle which is the beginning of a fiscal year) 

Submit an ePAF for any termination. 

NOTE:  To support our transition to Market Based Compensation, the procedure and form to request, review, approve and process employment actions using the Position Action Request Form is effective July 19, 2021.

PDF

HR 220
Research Change of Status

The HR 220 (formerly OHR 220) Research Change of Status Form is used to change a current grant-funded employee's status (e.g. name change, reclassification, FTE, provisional to regular appointment, funding change, etc.)  See guidelines for HR 220.

Use the multi-purpose Position Action Review (PAR) Form for the following actions applied to both grant and non-grant benefit faculty and staff positions:

  • Search (new/replacement)
  • Non Search (search waiver/emergency hire)
  • Workforce Transitions (Promotions/Demotions/Transfers)
  • Off-Cycle Pay Change Requests (pay changes that occur outside the annual cycle which is the beginning of a fiscal year) 

Submit an ePAF for any termination. 

NOTE:  To support our transition to Market Based Compensation, the procedure and form to request, review, approve and process employment actions using the Position Action Request Form is effective July 19, 2021.


PDF

HR 311
Hourly Additional Job

(formerly OHR 311)

Revised 12/6/2019 this appointment will be assigned through an "Hourly Additional Job ePAF".  Please contact your HRBP if you believe you need access to this ePAF, and they will review to confirm that appointment is correct.  Training is necessary for this new ePAF type, please see FAQs in the PDF to the right.

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

Leave Request Form

Employees requesting leave other than regular sick or vacation leave should complete this form and send to the HR Total Rewards team thirty (30) days before the start of leave, or as soon as possible and practical for unforeseen leave needs. Applicable leave policies will be determined by the Leave Administrator, who will respond to the employee requesting leave within five (5) business days. Leave types that may be requested on this form include but are not limited to:

  • Parental leave for birth of a newborn, adoption, or placement for foster care
  • Leave due to employee's or family member's illness, injury, surgery, chronic condition, or other medical condition and treatment
  • Military active duty
  • Extended jury duty 

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

New Employee Department Checklist Department Checklist used by Leaders as a guide to orient and welcome new employees to their department. Word
New Employee Requirements Checklist New Employee Checklist of Requirements.  Includes due dates, instructions, and contact information for additional assistance.

Benefit-Eligible (BE) New Employee Requirements Checklist

Non-Benefit-Eligible (NBE) New Employee Requirements Checklist

     
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. Hire Form
Non-benefit Eligible Hiring Process Information  Information about the Non-Benefit Eligible Hiring Process.   Instructions
Non-Employee Access Form Used to request access for an individual that is not an employee of the University (previously completed on an OHR 300).  Please see instructions. PDF
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

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 Action Request (PAR) Form

The Position Action Request (PAR) Form is a multi-purpose form that applies to the following actions for benefit faculty and staff positions and is used by grant/externally funded and non-grant funded organizations/positions:

  • Search (New/Replacement)
  • Non Search (Search Waiver/Emergency Hire)
  • Workforce Transitions (Promotions/Demotions/Transfers)
  • Off-Cycle Pay Change Requests (Pay changes that occur outside the annual cycle which is the beginning of a fiscal year) 

NOTE: Student hires, lecturers, non-benefit eligible temps and all positions in the Division of Industry and Defense Programs are exempt from this process. 

To support our transition to Market Based Compensation, the procedure and form to request, review, approve and process employment actions using the Position Action Request Form is effective July 19, 2021.

Position Action Review Form (Fillable PDF)

Position Exception Review*

*The previously used Position Exception Review Form is no longer in use and has been replaced.  Use the Position Action Request (PAR) Form.  

Note: To support our transition to Market Based Compensation, the procedure and form to request, review, approve and process employment actions using the Position Action Request Form is effective July 19, 2021.

*
Position Responsibilities

The purpose of this template is to supplement the job catalog description and to provide more detail regarding the specific tasks and duties of the position as it relates to this department. 

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

Remote Work Request

Remote Work Requests are required by the University if: Regular Remote Work is performed at an Alternate Work Location outside the state of Kansas; Remote Work is being performed internationally; or the Employee is on an H1B/VISA and the Alternate Work Location is different than the Assigned Work Site approved in the H1B/VISA application.

Web Form

Report of Suspected Drug/Alcohol Use To be completed if a Leader has Reasonable Suspicion that one of their employees has engage in prohibited drug/alcohol related activities. See Drug-Free Workplace Procedures for more information.

PDF

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 previously used Search Exception Request Form is no longer in use and has been replaced.  Please use the Position Action Request (PAR) Form.

Note: To support our transition to Market Based Compensation, the procedure and form to request, review, approve and process employment actions using the Position Action Request Form is effective July 19, 2021.

*

Shared Leave Donation Form Donation of unused sick or vacation leave hours to the State Shared Leave program.

PDF

Shared Leave Request Form 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

Supplemental Information Forms

(submitted with PAR Form)

Supplemental Information Forms must be submitted with the PAR Form for all Teaching Positions or Non Teaching Positions.  Select the link for further information and instruction.

Note: To support our transition to Market Based Compensation, the procedure and form to request, review, approve and process employment actions using the Position Action Request Form is effective July 19, 2021.  The previously used Position Descriptions for University Support Staff (USS) and Unclassified Professionals (UP) are no longer in use and have been replaced by the forms mentioned above.

Teaching Supplemental Information Form (Fillable PDF)

 

Non Teaching Supplemental Information Form (Fillable 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 online application is available only during the appropriate application window for each academic term. See additional information.

Online Application

Volunteer Packet

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

PDF

Volunteer Background Check Form

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

Working Title Request

This form is for the request of a working title in addition to the job title when it is in the best interests of the department or University. Completed forms should be sent to MarketBasedComp@wichita.edu

PDF

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SME: MH/RR/LP
Updated: 11/09/2021 SRAP