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1.Recruitment
See HR website for recruitment instructions and forms. When recruiting and hiring, the following special circumstances may be applicable:
Rehire:
Applicants who separate from an OUS institution in good standing or employees who voluntarily demote are granted re-employment rights. Re-employment rights continue for two years from the date of separation.
Employees' adjusted service date may be updated to reflect prior service with OUS, which may affect the vacation accrual rate. If employees have successfully completed initial trial service, they will not repeat initial trial service.
HR staff will calculate the appropriate trial service eligibility, anniversary date, and sick leave balance for employees re-hired within two years of termination from an OUS institution.
Limited Duration:
Limited duration appointments are made when employees are needed for special projects of uncertain or limited duration, that are subject to the continuation of a grant, contract, award, or legislative funding.
The limited duration appointment memo from Linda L. King, Director of Human Resources, must be completed, signed by the employee and forwarded to HR with the new hire packet.
See recruitment section on HR website for additional information on limited duration appointments and Limited Duration Memo.
Post Retirement Employment:
Most employees fill temporary positions if they are interested in employment after retirement. In some instances, retirees may fill regular positions. Contact the HR Employment Manager (6-2963) for more information.
2. Benefit Enrollment
Call Cindi Peterson at 346-2956 to enroll new and returning employee in a benefits orientation session. Employees can either submit benefit enrollment forms to HR or go directly to PEBB benefits to enroll on-line at Benefits Information (HR site)
3. Early Hire Document Completion (Optional)
Departments may want to invite new or returning classified employees to come to campus prior to the first day of work to complete hire documents and to attend a benefit orientation. If you do choose this option, employees must be compensated for their time. For comp time earned, enter the earn code LEC in PHAHOUR. (Straight time) For monetary compensation to hourly employees, add additional hours to the REG hours total; for salaried employees, use the earn code "RGP".
4. Submit Hire Packet to HR:
Upon accepting the offer of employment, the department works with the employee to complete the following documents and submits the hire packet through MyTrack . I9 and W4 can be signed through MyTrack or submitted through the payroll document submission Dropbox.
For individual hire forms, bundled classified packets, and instructions, see the Forms Page of Banner Guide and HR site, for forms referenced below.
| Hire Packet Documents for Classified/Temporary Employees | Notes |
| Completed UO Application Form | Classified Only |
| Position Description (HR site, Classification and Compensation) | Classified Only |
| Limited Duration Memo (HR site, Recruitment) | If Applicable |
| Letter of Justification | If beginning pay higher than Step 1 |
| Social Security Card or Receipt * | |
| W-4 | |
| I-9** | |
| Direct Deposit (Optional) | Attached voided check |
| Additional Documents for US Residents | |
| USCIS I- 551Permanent Resident Alien Card or "Green Card" | Copy front and back of card |
| Additional Documents for International Employees | Instructions and Examples |
| UO-NRA and copy of I-94 | UO NRA Form (Blank/ Fillable) UO NRA Form (Example) |
| Employment Authorization Card | |
| 8233 and Attachment (Only if claiming a tax treaty exemption) | Completed 8233 form (Teacher/ Researcher Example) Completed 8233 form (Student Example) |
| Affirmative Action Documents | Not Part of Hire Packet to HR |
| Veteran Self-Identification Form *** | Employee sends form directly to Affirmative Action |
| Disability Self-Identification Form *** | Employee sends form directly to Affirmative Action |
* The Social Security Card or Receipt may also serve as a supporting document for the I-9. Social Security Administration normally provides a new card within 7 to 10 business days. The Social Security Card must be signed.
**If the employee provides a receipt in lieu of the actual document, such as a receipt for Application for an SSN card, the employee must produce the actual document within 90 days of the date of hire or be subject to termination.
***Make certain that employee initials the PIF to indicate receipt of the self-identification forms. The employee should return these forms directly to the Office of Affirmative Action and Equal Opportunity.
Rehire Packet
If the employee is returning after a lapse in service, some hire documents may not be required. However, if the employee has not been employed for two years, it is advisable to submit a new hire packet again.
For individual hire forms, bundled packets, and instructions see the Forms Page of Banner Guide and HR site, for forms referenced below.
| Rehire Packet Documents for Classified/Temporary Employees | Notes |
| Completed UO Application Form | Yes, classified only |
| Position Description (HR site, Classification & Compensation) | Yes, classified only |
| Social Security Card or Receipt | Yes, if legal name has changed |
| W-4 | Yes, if over one year |
| I-9 | Yes, if over 2 years |
| Direct Deposit (Optional) | Attached voided check if over 6 months |
| Additional Documents for US Residents | |
| USCIS I- 551 Permanent Resident Alien Card or "Green Card" | No, unless card has expired |
| Additional Documents for International Employees | |
| UO-NRA and copy of I-94 * | |
| Employment Authorization Card * | |
| 8233 and Attachment * | Only if claiming a tax treaty exemption |
*Yes, if haven't previously submitted this form during the current calendar year
