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409 WhitehurstOSU Payroll Services(405) 744-6372 1 Sign-Ups and Employment Action Forms Karen McCombs HRStar.

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Presentation on theme: "409 WhitehurstOSU Payroll Services(405) 744-6372 1 Sign-Ups and Employment Action Forms Karen McCombs HRStar."— Presentation transcript:

1 409 WhitehurstOSU Payroll Services(405) Sign-Ups and Employment Action Forms Karen McCombs HRStar

2 409 WhitehurstOSU Payroll Services(405) Payroll Sign-Ups Collecting Employee DataRequired Sign-Up FormsOther Payroll HandoutsNew Employee Seminars

3 409 WhitehurstOSU Payroll Services(405) New Employee OrientationBenefits Enrollment New Employee Seminars

4 409 WhitehurstOSU Payroll Services(405) Collect Employee Data Complete, Accurate & LegibleAttached to EA or Special Pay Send to Payroll by Deadline Place in Proper Order Route through Appropriate Channels

5 409 WhitehurstOSU Payroll Services(405) Required Sign-Up Forms Health Ins. & Non-Resident Waiver Eligibility Certification Form SS CardPIFW-4Work Clearance FormI-9 FormDirect Deposit Form Loyalty Oath

6 409 WhitehurstOSU Payroll Services(405) Health Ins. & Non- Resident Waiver Eligibility Certification Form Job Code O Class Codes 1748, 1749, 1750, 6592, 3769, 3770 Graduate College Form

7 409 WhitehurstOSU Payroll Services(405) Copy of Social Security Card Number and Name must match the SSA records - $50 fine for mismatch Will also accept Numident or Abbreviated Numident Call Payroll Services for unique situations

8 409 WhitehurstOSU Payroll Services(405) W4 – Employee’s Withholding Allowance Certificate Included in Packet & on the HR web pagePrint name as is on Social Security CardPrint SSN as listed on SS CardPrint Address on the form

9 409 WhitehurstOSU Payroll Services(405) W4 – Employee’s Withholding Allowance Certificate (con’t) Enter Marital Status – Federal & StateEnter Withholding AllowancesEnter Additional WithholdingOr, Enter ‘Exempt’

10 409 WhitehurstOSU Payroll Services(405) W4 – Employee’s Withholding Allowance Certificate (con’t) Sign and date the W-4No W-4 – withhold at Single & ‘0’Invalid Form – withhold at Single & ‘0’

11 409 WhitehurstOSU Payroll Services(405) Loyalty Oath State of Oklahoma MandatesTop – Type/Print Employee NameMiddle – Employee Signs as Affiant Bottom – Notary Public

12 409 WhitehurstOSU Payroll Services(405) International Employment Clearance Not Included in the Sign-Up PacketISS Issues FormForm Carries an Expiration Date

13 409 WhitehurstOSU Payroll Services(405) International Employment Clearance (con’t) Employee complete the top 1/3 of form Attach Original to EA or Special Pay

14 409 WhitehurstOSU Payroll Services(405) Form I-9 – Employment Eligibility Verification Prevent Unlawful Hiring of Individuals not Authorized to Work in the U.S. Complete within Three Business DaysNew I-9 May be Required upon Rehire, but Highly Recommended Check Date on HRS Screen 017

15 409 WhitehurstOSU Payroll Services(405) 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

16 409 WhitehurstOSU Payroll Services(405) Form I-9 – Employment Eligibility Verification Section 2 Record Document InformationList A or List B & CEmployment Date = Start Date on EADepartment Sign & Date within 3 Days

17 409 WhitehurstOSU Payroll Services(405) Form I-9 – Employment Eligibility Verification Section 3 For Updating and Reverification Not Used

18 409 WhitehurstOSU Payroll Services(405) Automatic Deposit Transmittal Form (Direct Deposit Form) Mandatory for new hires after 12/31/04 and for existing employees after 6/30/2007 Directs Pay to Financial InstitutionStops if no deposits in 365 days

19 409 WhitehurstOSU Payroll Services(405) Automatic Deposit Transmittal Form (Direct Deposit Form – Con’t) Instructions on Back of the FormWhite forms are okNeed Voided Check with Bank Routing Number and Employee Account Number

20 409 WhitehurstOSU Payroll Services(405) Personal Information Form All New EmployeesUpdates on Current Employees Complete All Three Sections

21 409 WhitehurstOSU Payroll Services(405) Personal Information Form Employee ID NumberName (Last, First, Middle)New Employee or Change InfoName Change Section 1 – All Employees Complete

22 409 WhitehurstOSU Payroll Services(405) Personal Information Form Section 2 – All New Employees Complete Marital Status, Gender, Race, Birth DatePermanent Home Address & PhoneWork Location Information - optionalEmergency Contact – within USA

23 409 WhitehurstOSU Payroll Services(405) Personal Information Form Section 3 – All Faculty and Regular Continuous Staff Employees Also need for Temporary FacultyInclude Degree, Year, Institution, & FieldList Highest Degree or Diploma First

24 409 WhitehurstOSU Payroll Services(405) Other Payroll Handouts Employee Payroll Sign-up Check ListImportant Benefits NoticeOSU Drug-Free Workplace StatementSummary of Public Safety Guide

25 409 WhitehurstOSU Payroll Services(405) Other Payroll Handouts Invitation to Self-IdentifyPayroll Advice Handout Workers’ Comp, Unemployment Comp & Social Security/Medicare Computing Policies and Proper Use Of Resources

26 409 WhitehurstOSU Payroll Services(405) Employment Action Forms How to Complete Board FormsAdditive AssignmentsCommon Mistakes

27 409 WhitehurstOSU Payroll Services(405) How To Complete EA Basics EA UsesIncomplete FormsEA Templates Processing Deadlines Font & Paper

28 409 WhitehurstOSU Payroll Services(405) How To Complete EA General Employee Information Employee ID Number Date of Birth - Optional Name – Last, First, Middle Is Person on HRS?

29 409 WhitehurstOSU Payroll Services(405) How To Complete EA Employment Actions Purpose & Priority Appointment - A Promotion - C Reappointment - B

30 409 WhitehurstOSU Payroll Services(405) How To Complete EA Employment Actions – con’t Transfer - F Title Change - J Rate Change - G FTE Change - H

31 409 WhitehurstOSU Payroll Services(405) How To Complete EA Employment Actions – con’t Separation - 8 Retirement - 4 Death - 5

32 409 WhitehurstOSU Payroll Services(405) How To Complete EA Present/Proposed Status Leave Present Blank – New EE Current Info from HRS OSU Position Title/Pay Grade Biweekly/Monthly

33 409 WhitehurstOSU Payroll Services(405) How To Complete EA Present/Proposed Status – con’t Job Code Position Number Begin/End Dates FTE

34 409 WhitehurstOSU Payroll Services(405) How To Complete EA Hours Pay Rate Class Code Div/Dept Present/Proposed Status – con’t

35 409 WhitehurstOSU Payroll Services(405) How To Complete EA Labor Distribution Need only for New Student/Temp positions Payroll ignores all other Labor Distribution Departments must use the UL Screens to update

36 409 WhitehurstOSU Payroll Services(405) How To Complete EA Separation Information Enter Brief Reason for LeavingEnter Separation Code per HRSEnter Separation Date and Time

37 409 WhitehurstOSU Payroll Services(405) How To Complete EA Separation Information – con’t Enter Leave Balances Get back keys and other property P/Card Reconciliation

38 409 WhitehurstOSU Payroll Services(405) How To Complete EA Faculty Appointment Details Faculty and Faculty TitlesEducation on PIF RequiredSigned by Academic Affairs

39 409 WhitehurstOSU Payroll Services(405) How To Complete EA Faculty Appointment Details – Con’t Academic Dept Granting RankAcademic Home Department Tenure Date & StatusAction Grants Tenure

40 409 WhitehurstOSU Payroll Services(405) How To Complete EA Faculty Appointment Details – Con’t Appointment LengthDates of Appointment Notification Date - ReappointmentAcademic Assignment Length

41 409 WhitehurstOSU Payroll Services(405) How To Complete EA Additional Information, Remarks, and Signatures Pay Increase after Review Exempt from OvertimeRemarksSignatures

42 409 WhitehurstOSU Payroll Services(405) 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

43 409 WhitehurstOSU Payroll Services(405) Additive Assignments For Employment Related ExpensesAdditional Assignment on the EA Administrative Procedures Available

44 409 WhitehurstOSU Payroll Services(405) Common Mistakes Employee on HRS?Position # not Set Up YetNew Position w/o Labor Dist. Incorrect JC and Class Code Continuous regular EE should be appointed for full FY

45 409 WhitehurstOSU Payroll Services(405) HRS Tips Assignment Numbering Multiple Assignments

46 409 WhitehurstOSU Payroll Services(405) Questions ??? Call Payroll Services at (405)


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