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 portal.
Address and contact information for Health Insurance (Benefits) vendors can be updated in the State Employee Health Plan (SEHP) .
For general Address Change questions contact the HR Service Center. |
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| 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. | |
| Coaching Plan | A coaching plan is a documented plan between Leadership and the Employee to address and correct minor or initial unmet performance-related Employee Expectations. Coaching plans may include training or other measures to support Employees in developing skills, enhancing productivity, or overcoming a performance-related concern. Coaching plans are not typically suitable for behavior-related concerns. | Word |
| Corrective Action Memo | To document unmet employee expectation per policy 3.48. | Word |
| Direct Deposit |
Direct Deposit is now available online from the 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 portal.
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| Employee Benefits Information for WSU Separating Employees | This is a benefits listing of who to contact regarding benefits and other pertinent information when employees are separating from WSU. | |
| Employee Benefits Information for ICAA Separating Employees | This is a benefits listing of who to contact regarding benefits and other pertinent information when employees are separating from ICAA. | |
| 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 Separating Checklist Department (ICAA Leader) |
This checklist outlines steps that may be helpful for ICAA departments who are involved in separation or transfer of a current employee |
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| 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. | |
| 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. |
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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鈥檚 Regular Schedule, such approval must be elevate to a Senior Leader. |
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| 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
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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. Submit an ePAF for any termination. |
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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. Submit an ePAF for any termination. |
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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) Hire 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. | Word |
| 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 step-by-step guide gives instructions on how an international student obtains a social security number. The hiring department is responsible for completing step 1A- International Student Employment Verification Letter (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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| Job Description Intake Form | Form to be used by leaders to gather job description information for changes to existing job descriptions or to create new job descriptions. | Job Description Intake Form PDF |
| 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 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 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 ICAA Benefit Eligible Employee Checklist (Department) | Department Checklist used by Leaders as a guide to orient and welcome new Intercollegiate Athletic Association (ICAA) 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 ICAA Supervisor Department Checklist | Department Checklist used by Leaders as a guide to orient and welcome new Intercollegiate Athletic Association (ICAA) 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 ICAA Employee 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. | |
| 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. | |
| Off-Cycle Pay Adjustment Form | Replaces the PAR for requesting Off-Cycle Pay Adjustment Requests for exempt and non-exempt benefit-eligible employees. This form is used to request a base pay change outside the annual cycle which occurs at the beginning of a fiscal year. This form can also be used to request a temporary pay change for a specified period of time. See guidelines for Off-Cycle Pay Adjustment | |
| 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 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鈥痶he鈥痡ob鈥痗atalog鈥痙escription鈥痑nd鈥痶o鈥痯rovide more detail鈥痳egarding the鈥痵pecific tasks and duties鈥痮f the position鈥痑s 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. |
* |
| 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 (鈥淭emp鈥�) Hiring |
Temporary WSU employees (鈥淭emps鈥�) 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 portal. can be found here. For W-4 questions contact Payroll. |
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| Withholding Tax Tool | See the | |
| Work History Collection Template | As WSU evolves and refines the pay variables utilized in the Market Based Compensation (MBC) Program, collecting and analyzing our employees鈥� work history for relevance to their current position is necessary. Understanding an employee鈥檚 relevant work history will provide additional information to assist in the proper placement of individual employees within the correct pay range quartile and allow the university to analyze the gap in pay for our existing employees. During the recent stakeholder feedback sessions with university leadership, there was overwhelming support from leaders to explore options for collecting this information for the FY25 pay analysis. | Word |
| Workers Compensation Employee Accident or Illness Report | Complete this form within 3 days of any work-related accident or illness. | |
| Workers Compensation Mileage | Complete this form to report trips in excess of 5 miles in connection with employee's Workers Comp claim. | |
| 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. | |
| Workplace Accommodation Request form |
A workplace accommodation is an adjustment to a job or work environment for an employee 1) With a disability (ADA), 2) With a known limitation related to pregnancy, childbirth or related medical condition (PWFA), or 3) To allow them to participate in a religious belief. Accommodations may include specialized equipment, modifications to the work environment or adjustments to work schedules or responsibilities. For more information on which form to use for your situation, please visit the Workplace Accommodations Website |
SME: LA/RR
Updated: 10/14/2024 NH