New Employee Packet
This is a listing of supporting documents and forms for use when entering a new employee into the Human Resource/Payroll system. A new employee checklist is available - click here. An overall new employee documents and information is also available - click here.
Required Forms and Documents for all types of employees unless noted.
- Copy of the employee's social security card - required by/on first day of employment
- Employee Data Sheet - required by/on first day of employment
- Employee Eligibility Verification (I-9) (pdf) - required within 3 business days of beginning employment and copies of the document(s) used for verification
- State of Kansas Employee Oath and Acknowledgement of the Intellectual Property Policy (pdf)- required by/on first day of employment
- Direct Deposit Authorization of Employee Pay - The University of Kansas is mandated by the State of Kansas to issue payroll wages electronically (EFT). You must either complete this form for wages to be deposited into a banking institution account or personally visit the Payroll Office, to be enrolled in the Skylight Pay Card program. No pay will be issued other than direct deposit.
- Employee Invention Assignment Agreement - Upon hire, the University requires new employees to review, complete, and sign the Employee Invention Assignment Agreement. This Agreement outlines and documents ownership rights of inventions that are developed during KU employment that may become subject to patent and potentially result in commercialization through technology transfer. It does not apply to "scholarly and artistic" works as defined in the KU-Lawrence Campus Intellectual Property Policy More information.
- Overtime/Compensatory Time Policy Agreement (pdf) - required by/on first day of employment
- W-4 Employee's Allowance Withholding Certificate (pdf) - Federal Form - required by/on first day of employment or single status with zero exemptions will be used.
- K-4 – Employee’s Withholding Allowance Certificate (pdf) – State Form – required by/on first day of employment (hires effective 1/1/08 or after) or single status with zero exemptions will be used.
- Additional Tax Forms may be found on the Payroll Office site
- State of Kansas Tax Clearance Information Form (PDF) required by/on first day of employment - not required for student employees. More Information
- Substance Abuse Policy Affirmation Form (pdf) required by/on first day of employment
- Conflict of Interest - is required for employee classes: unclassified professional staff, academic staff and faculty with a regular full-time (100%) appointment or for those part-time employees who are responsible for the design, conduct or reporting of research. Completion of the document is required by/on first day of employment.
- Substantial Interest (State of Kansas) Form - completion of the form is required within 15 days of the appointment and then annually for A) All faculty members who receive an annual salary of $150,000 or more per year, and B) for any employee who holds a position: (1) Defined as a major policy making position; (2) responsible for contracting, purchasing or procurement, except persons whose sole responsibility is the purchasing of gasoline or emergency repair for a state vehicle assigned to them for their use or persons whose sole responsibility relating to purchasing or procurement includes only transactions pursuant to pre-existing state contracts; (3) responsible for writing or drafting specifications for contracts; (4) responsible for awarding grants, benefits or subsidies; or (5) responsible for inspecting or regulating any person or entity. In addition, any faculty member or other employee who consults for an individual or entity and then lobbies, testifies, promotes or opposes action or nonaction on any issue, including expenditure of public funds, by any federal or state agency or political subdivision must file this form. For more information click here Consulting. Click here for the Guide to Filling out the Form. HR/EO will send out a reminder for the annual process each spring.
Optional Forms
Benefits Forms: The benefit programs available have different eligibility criteria and deadlines for enrollment. Benefits-eligible employees can find information about benefit options below. Employees who are not benefits-eligible can find information about benefits options here. Be certain to contact Benefits for more information to ensure you do not miss your opportunity to enroll.
REQUIRED DOCUMENTATION - AT HIRE
- Group Health Insurance - State Employee Health Plan Enrollment Form The enrollment form must be submitted within 31 calendar days of your first day in pay status to be eligible for coverage to begin the first of the month following the 30 calendar day waiting period. If, prior to your date of hire, you applied for and received approval for waiver of the 30 calendar day waiting period, the enrollment form must be submitted as soon as possible after start date in order to have your coverage set up promptly. Information about calendar year 2012 health insurance (medical, dental, prescription drug and vision plans) can be found here. Information about coverage begin dates, based on hire dates, can be found here.
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Health Savings Account - The HSA enrollment form for this program is mandatory ONLY if enrolling in the Plan C Medical Option.
(*Dependent documentation required if applicable and form is required even if waiving coverage)
- Group Life Insurance - The University pays for coverage equal to 150% of your annual salary. Enrollment is automatic. Complete and return the appropriate form to designate your desired beneficiary(ies).
- Retirement Data Forms - These forms are required to document any prior State service, retirement system participation and benefit elections.
REQUIRED DOCUMENTATION – AT HIRE OR WHEN ELIGIBLE FOR PLAN PARTICIPATION
- Mandatory Retirement Plan - Faculty, Unclassified Academic and Unclassified Professional Staff -
- Retirement Verification - Retirement Verification Form Faculty and unclassified academic and unclassified professional staff are required to participate in the Kansas Board of Regents Mandatory Retirement Plan after serving a one year waiting period. Waiver of the waiting period can be obtained if certain criteria are met. If the Retirement Verification Form is received by the Benefits Office within 90 days of your first day in pay status and the wavier provisions are met, your contributions will begin on the first day of the pay period in which the form is received. Otherwise, participation will begin one year after your first day in pay status.
- Board of Regents Mandatory Retirement Plan Investment Agreement Form - If you are immediately eligible, return the Mandatory Retirement Plan Investment Form with the Payroll Form/Offer Letter and the Retirement Data Sheet.
- Mandatory Retirement Plan - University Support Staff - KPERS Retirement Plan information. No forms are needed for enrollment in KPERS. USS who are eligible for KPERS will be automatically enrolled at date of hire.
- Mandatory Retirement Plan – Police and Fire – KP&F Retirement Plan Information. No forms are need for enrollment in KP&F. KU employees eligible for KP&F will be automatically enrolled at date of hire.
OTHER BENEFITS INFORMATION AND VOLUNTARY DOCUMENTATION
- Flexible Spending Accounts - The enrollment form for this voluntary program must be submitted within 31 calendar days of your first day in pay status. Participation in the health care and/or dependent care flexible spending accounts will begin the first of the month following the 30 calendar day waiting period. There are annual and biweekly minimums and maximums. Additional information can be found here.
- Optional Group Life - If you wish to enroll in KPERS Optional Group Life term insurance through payroll deduction and be eligible for the guaranteed issue amount of $50,000, complete Optional Group Life Insurance Form and return it to Benefits within 21 days after your hire date (appointment date). KPERS administers this plan for all benefits-eligible faculty and staff. If you wish to enroll in the Optional Group Life insurance plan offered through KU's Teachers and Employees Association, visit the TEA website to apply for coverage.
- Voluntary Retirement Plans – All benefits-eligible employees can participate in one or both of the voluntary retirement plans available: the Kansas Board of Regents Voluntary 403(b) plan, which offers both pre-tax and after-tax deductions, and the State of Kansas 457 Deferred Compensation Plan.
- Long-Term Disability (LTD) –All benefits-eligible faculty and staff are covered under the State's LTD program that is paid for by the employer. The LTD program is administered by KPERS for participants in the KPERS retirement program as well as the Board of Regents retirement program. The third-party service provider for the KPERS LTD plan is DCG Resource Options (DCG). This LTD coverage is designed to provide income if you are disabled for longer than 180 calendar days and are unable to work. Additional information can be found here.
- Long Term Care Insurance (LTC)
- This optional benefit program provides insurance coverage to pay some or all of the costs of assisted living when a person is unable to take care of their daily living needs. Additional information is available about the two LTC plan options (the State of Kansas plan with Genworth and the Teachers & Employees plan with UNUM), as well as the Kansas Department of Insurance Buyer's Guide to Long Term Care.
- Leaves and Holidays– Information about leaves (vacation, sick, shared leave, etc.) and holidays can be found here.
General Benefits Summary – A chart of benefits and additional benefits information can be found on the HREO website.
Required Policy Notifications
