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
  • Invitation to Self Identify Disabled and/or Veteran's Status (document)
• 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
• 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 (doc) required by/on first day of employment - not required for student employees.
• 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 $50,000 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

• ADA Accommodation Request Form
• Direct Deposit Authorization of Employee Pay-EFT (electronic funds transfer) (pdf)
• Direct Depost of Faculty Pay - Authorization for (distributed by bank over 12 months) (pdf)
• Disclosure Form for Persons with Disabilities
  • Invitation to Self Identify Disabled and/or Veteran's Status (document)
• State Arbitrary Withholding -(pdf) Additional State Withholding Form

Benefits Forms: The benefit programs available have different eligibility criteria and deadlines for enrollment. Be certain to contact Staff Benefits for more information to ensure you do not miss your opportunity to enroll.

• Group Health Insurance (pdf) - 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 60 calendar day waiting period. If, prior to your date of hire, you applied for and received approval for waiver of the 60 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.
• KanElect (doc) - The enrollment form must be submitted within 31 calendar days of first day in pay status to be eligible for coverage to begin the first of the month following the 60 calendar day waiting period. There are annual and biweekly minimums and maximums. For any questions about enrollment in KanElect contact Staff Benefits.
• Retirement Verification (doc) - For faculty and unclassified staff. If the form is received within 90 days of your first day in pay status, your contributions will begin on the first day of the pay period in which the form is received. If you are not eligible for immediate participation and/or the form is not received within the 90 days, you must begin participating in the mandatory retirement plan one year after your first day in pay status.
• Board of Regents Mandatory Retirement Plan Investment Agreement Form (doc) – If you are immediately eligible, this form should be returned with the Payroll Form/Offer Letter and the Retirement Data Sheet.
• Group Life Insurance – Enrollment is automatic. Beneficiary Form (pdf) – This form should be returned with the Payroll form/Offer Letter in order that your beneficiary information is on file for your Group Life Insurance which begins with your first day at work.
• 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, sign and return the enrollment form to Staff Benefits within 21 days after your hire date (appointment date).
  Long Term Care Insurance – No forms available at present time. Contact TEA for information packet.