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.
Address and contact information for Health Insurance (Benefits) vendors can be updated in the State Employee Health Plan (SEHP) Member Administration Portal (MAP).
For general Address Change questions contact the HR Service Center. |
Online - Employee Self Service
Online - State Employee Health Plan Member Administration Portal (MAP) |
| 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. | |
| Candidate Offer Worksheet | Form required for all non-teaching benefit eligible offers of employment when conducting a full search. | |
| 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. | |
| 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.
Direct Deposit questions should be directed to the Financial Operations Payroll website or email payroll@wichita.edu. |
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| Emergency Contact Information |
Emergency Contact Information is now available online from the Employee Self Service portal.
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| 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. | |
| Employee Request for Workplace Accommodations | This Employee Request for Accommodation form is used to request workplace accommodations. | |
| Employee Separation Checklist (Department) | This checklist outlines steps that may be helpful for departments who are involved in separation or transfer of a current employee. | |
| Employee Separation Checklist (Employee) | This checklist outlines steps that may be helpful for departments who are involved in separation or transfer of a current employee. | |
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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. |
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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. |
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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
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| 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:
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. |
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HR 220 |
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:
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. |
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HR 311 |
(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. |
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| 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. | |
| ICAA Non-Benefit Eligible (NBE) Form | To hire a Student, Graduate Assistant, or Temporary Employee, the Athletics Department must complete the Athletics ICAA Non-Benefit Eligible Hire Form and submit to Human Resources. The employee will receive the electronic new hire onboarding tasks from Human Resources, and the student will complete the tasks electronically prior to the first day of work. | |
| 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. | |
| 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. | |
| 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.) | |
| 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. | |
| 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. | |
| 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. |
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| 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. | |
| 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. |
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| 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:
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| 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 submitting an ePAF |
Non-Benefit Eligible Hire Form
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| New BE Employee Department Checklist | Department Checklist used by Leaders as a guide to orient and welcome new benefit eligible employees to their department. | |
| New NBE Employee Department Checklist | Department Checklist used by Leaders as a guide to orient and welcome new non benefit eligible employees to their department. | |
| New Supervisor Department Checklist | Department Checklist used by Leaders as a guide to orient and welcome new Supervisor to their department. | |
| New BE Employee Requirements Checklist | Checklist of new employee requirements for Benefit-Eligible (BE) positions. | |
| New NBE Employee Requirements Checklist | Checklist of new employee requirements for Non-Benefit Eligible (NBE) positions. | |
| New ICAAEmployee Requirements Checklist | Checklist of new employee requirements for Intercollegiate Athletic Association (ICAA) positions. | |
| Nine/Ten Month Annualized Salary Agreement | This form can be used to spread salary payments for the academic year to 12 months. | |
| Nine/Ten Month Annualized Salary Cancellation | This form can be used to cancel the salary payments spread for the academic year. | |
| 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. | |
| 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. | |
| Payroll Check - Distribution Schedule | Current calendar of payroll distribution dates. | Webpage |
| Payroll Schedule | Schedule of pay periods, pay dates and due dates for paperwork: | Webpage |
| 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. |
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| Phased Retirement Request Form |
To be completed by employees who are requesting to initiate a phased retirement agreement. |
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| 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:
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. |
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| 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. |
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| 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. |
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| Reference Check | A form for the search committee to use for prior employment reference checks on applicants who have interviewed for a position. | |
| Reduction in Force Memo | To be completed by leaders in the case of a need for reduction in force. | |
| 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. |
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| 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. | |
| 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. |
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| Separation of Employment | To document an involuntary separation of Employment per policy 3.41. | |
| Shared Leave Donation Form | Donation of unused sick or vacation leave hours to the State Shared Leave program. | |
| Shared Leave Request Form | Form for University employees to apply for shared leave. See more about shared leave. | |
| 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 submitting an ePAF |
Non-Benefit Eligible Hire Form
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| Student Employment Application | Departments may use this application format. | |
| Student Exception Request | Request for exception of minimum credit hours requirement for students to work in an undergraduate student position on campus. | |
| 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)
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| 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. | |
| Temporary Agency Help | Requisition form to request temporary agency staff. | |
| 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 submitting an ePAF |
Non-Benefit Eligible Hire Form
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| 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. |
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| Volunteer Packet |
To be completed by leaders when requesting a volunteer, in accordance with volunteer procedures. |
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| 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. | |
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Workers Compensation Mileage |
Complete this form to report trips in excess of 5 miles in connection with employee's Workers Comp claim. | |
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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. |
SME: LA/RR/FK
Updated: 05/12/2023 SA