Human Resources/Payroll Processing Guide

New Hire/Rehire form (NHF)
Employee Change form (ECF)
One Time Payment form (OTF)
Job Opening Request form (JOR)
Faculty Summer Salary form (FSS)
Postdoctoral Scholars Forms

Important Contacts

HRIS - x64465
Employment - x64474
Benefits - x64468
Compensation - x63653
Payroll - x64475
Office of Research Administration - x62121

Human Resources/Payroll Processing Guide



Form Descriptions and Instructions

These new forms, provided in Adobe Acrobat format, may be completed on-line and saved as a document.  The forms offer radio buttons, check boxes and drop down menus. 

Please note: If you plan on saving copies of your completed forms electronically, it is recommended to save these forms by using the "Save" icon in Adobe Acrobat 9. If you use the save command by going to "File" to "Save Page As", you will end up with a blank page.

At the top of each form, the user must select the type of employee (Staff, Faculty, Temporary, or Post Doc) and include the preparer’s name and telephone extension. 

Job Opening Request Form (JOR)
For staff and temporary employees

The Job Opening Request Form (JOR) is used for hiring staff and temporary employees. Completing this form is the first step in initiating the hiring process and must be forwarded to the Office of Human Resources with appropriate department head and budget manager approval.
  • Position Information:  Provide position details such as title, department, supervisor, new position, replacement position, re-allocated position, previous incumbent (if any), vacancy date of position, and space for additional comments.
    • New Position – New budgeted dollars
    • Replacement Position – One for one replacement of a vacant position
    • Re-allocated Position – Re-allocating budget dollars to fill a vacancy
  • Proposed Position Funding Information:  Provide funding information for the position.    Using the drop down values, provide allowable account and fund codes and insert Dept ID, Program, and, if applicable, Project/Grant.   Remember: percentages must total 100%.
  • Signatures/Approvals:  For required signatures of approval.  Refer to the Approval Matrix.

Reminder:  If department has transitioned to Manager Self-Service, please refer to the Manager Self-Service Guide for appropriate hiring procedures.

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New Hire/Rehire Form (NHF)
For regular and temporary staff and faculty.

The New Hire/Rehire Form (NHF) is used for enrolling a new employee in the payroll system or rehiring a former employee. Please note: To hire/rehire a Postdoctoral Scholar, please use the new Postdoctoral Scholar Appointment form. Visit the Office of Research Administration for new guidelines and procedures, effective December 1, 2012.

Refer to Section III: Hiring.  The HR Employment staff will complete this form for all new hire/rehire staff and temporary employees once the candidate accepts and the job opening is filled.   It is the responsibility of academic departments to complete this form for faculty and post docs.

The NHF is divided into four major sections:

  • Personal Information: Provide all pertinent demographic information about the employee: name, address, Social Security number, citizenship status, date of birth, gender, and primary phone number.
  • Position and Compensation Information: Provide information about the job and compensation.  Enter the effective date, the end date (for temporary employees, contract faculty and post doctoral fellows), home department, action (new hire, rehire), reason for action (new position, replacement position, or temporary), FLSA (Fair Labor Standards Act) status, position title, work schedule, FTE (Full Time Equivalent), pay rate including pay frequency (hourly or semi-monthly), and the annual salary. For faculty positions include the following additional information: semester, tenure status and number of payments for the year.
  • Position Funding Information:  Provide funding information for the position.  Use the drop down values with the allowable account and fund codes.   Remember: percentages must total 100%.
  • Signatures/Approval: For required signatures of approval.  Refer to the Approval Matrix.

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Employee Change Form (ECF)
For regular and temporary staff and faculty.

The Employee Change Form (ECF) is used for personnel changes for a current employee (someone with an active Peoplesoft record).  These include pay rate changes, termination of employment, title changes, promotions, leaves of absence, changes to work schedule and any other changes of employment status. Changes to distribution and/or funding ONLY, should be completed with a PLDCN, not an ECF.

Please note: To make any of these changes for a current Postdoctoral Scholar, please use the new Postdoctoral Scholar Appointment Change form. Visit the Office of Research Administration for new guidelines and procedures, effective December 1, 2012.

The ECF is divided into five sections:

  • Current Employee Information:  Provide the employee’s name, the Employee ID # (if not known, leave blank or contact HRIS at x64465), the effective date of the change, the employee’s home department, current position title and supervisor.
  • Action(s) & Reason(s): Summarize the change(s) for the employee.  Types of changes include pay rate change, leave of absence, title change, promotion, or termination.  Space is provided for additional remarks if needed.  Refer to the glossary of terms for a more detailed explanation.
  • Proposed Employee Changes: Provide the specific change(s) for the employee by completing the applicable fields.
  • Proposed Position Funding Information: Update the position funding information.  Use the drop down values with the allowable account and fund codes.  Remember: percentages must total 100%.   Complete this section only if the employee change accompanies a funding change. 
  • Signatures/Approval:  For required signatures of approval.  Refer to the Approval Matrix.

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One Time Payment Form (OTF)
For all employee types.

One-time payments are made for work completed outside the scope of an employee’s regular position.  Refer to Section XI for more information.

  • Employee Information:  Provide the employee’s name, the Employee ID (if not known, leave blank or contact HRIS at x64465), the employee’s home department, and the date(s) the job was completed.
  • Position and Pay Information: Indicate the total payment, reason for payment, including work/task performed, date(s) when work performed and rate justification.  Also provide the name and extension of the supervisor for this particular job.
  • Proposed Position Funding: Provide the funding information for the position being filled.  Use the drop down values with the allowable account and fund codes.  Remember: percentages must total 100%.  
  • Signatures/Approval: For required signatures of approval.  Refer to the Approval Matrix.

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Faculty Summer Salary Form (FSS)
For faculty members receiving summer salary.

  • Personal Information: Provide the faculty member’s name, the Employee ID (if not known, leave blank or contact HRIS at x64465), and their home department.
  • Summer Salary Information: Indicate the action, action reason, start and end date of summer salary, the semi-monthly pay rate, the number of payments at that pay rate, and the faculty member's pay schedule for their academic year salary.
  • Position Funding: Provide funding information for the position.  Use the drop down values with the allowable account and fund codes.   Remember: percentages must total 100%. The only account code allowed on this form is 6103.  Please note: if the funding or percent allocation of the faculty member's summer salary is different from the LAST summer salary payment received, you must check the box on the right. This is the only way your chargeline change will be made in time. If it is not checked, Payroll will not see it.
  • Signatures/Approval: For required signatures of approval.
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