Frequently Asked Questions …and the FORMS that answer them.

Q. What paperwork do I need to change my visa status or citizenship?

A. The Address/Personal Data Form (30005) has a personal information section (section A) in which you can indicate a change of visa status. As the form indicates, an I-9 is also required for this change if your date of hire is after 11-06-86. The change in citizenship status can either be written on the Address/Personal Data Form or a memo can be sent to HRRIS signed by the staff member indicating the change. A new I-9 is also required for this transaction.

Q. What paperwork do I need for a certain transaction?

A. In general, the following transactions can be done with the paperwork listed below. However, there are always special situations that might require additional items, exception memos for example.

New Hires:

Graduate Students
Graduate Student New Hires are processed using eRecruit, and appointment requests are no longer used for the Graduate Student new hires.  Complete the following forms and send to SSC HR to be imaged by the DMC: Fraction Calculation (HR30010 for GSIs and GSSAs only), Supplemental Appointment Information (HR36100), Educational Assistant Personnel Record (HR36510), I-9.  Direct Deposit and tax forms should be sent to the Payroll office.

Academic Staff
All new hires are done through eRecruit except for faculty appointments, complete the following forms and send to SSC HR to be imaged by the DMC: Appointment Request (HR36400), Supplemental Appointment Information (HR36100), Educational Assistant Personnel Record (HR36510) or Faculty Personnel Record (HR30002), I-9.  Direct Deposit and tax forms should be sent to the Payroll office. Additionally, a Regents Communication, AAR, posting, or waiver may be required depending on the position. See  SPG 201.22 for more information on hiring staff members. It is not necessary to include Regents Communication paperwork with appointment paperwork.

Terminations:
Terminations are processed via Termination workflow. Discharge or Resignation letters should be attached to the termination workflow transaction. If not attached to the termination workflow transaction, the letter should be campus mailed to SSC Personnel File Only for imaging.

Leaves of Absence:
An unpaid leave of absence is processed using the PAR and does not require completion of a form.  A paid leave of absence is processed on the Submittal form PAR with the Faculty Leave of Absence Request (HR36609) form attached. See SPG 201.30-0 to 201.30-4

Other:
Use DBE Workflow when making a DBE change only. Use the Submittal Form PAR to process effort changes, rate changes, title and department changes, additional appointments, and if the DBE is changing due to a Job data change.

Personnel Forms Online:
Most forms can be printed in house, if you need to request forms then you can request the forms online.