Hire Document Quick Reference Chart

MyTrack Hires

Faculty, Officer of Administration, and Classified Staff

New employees will be provided a link to the hire documents on the Onboarding Portal which includes W-4, OR-W-4, and I-9. Hire documents to be routed directly to Payroll Office. Forms can be securely uploaded here: OneDrive Payroll Dropbox.

International employees will be provided a link to hire documents to be included in the submitted hire packet. The linked documents include the UO-NRA to be completed and will need to provide copies of I-94, I-20, DS-2019, or Employment Authorization Card (whichever applies). Tax treaty documents are optional. The 8233 is included in the packet and Attachment Letters are available here.

Non-MyTrack Hires

Additional Hire Documents for International Employees

(Both Treaty and Non-Treaty Countries)

If From a Tax-Treaty Country (Optional)

Hire Documents & Mandatory Trainings

• Disabled Workers and Veterans Self-Identification Form
  See: Vet Guide for HR Professionals
• Employee Information Form (EIF)
• Obtaining a UO ID Number and Card
• Workplace Harassment & Discrimination Prevention (Mandatory Training)

Bundled Hire Packets for US Citizens and US Residents

(For non-MyTrack hires)

Bundled Hire Packets for International Employees

(For non-MyTrack hires)

Bundled Hire Packet for MyTrack Hires

Individual Listing of Hire Documents

• New Health Insurance Marketplace Coverage Options and Your Health Coverage
• Disabled Workers and Veterans Self-Identification Form 
  See: Vet Guide for HR Professionals
• Direct Deposit Instructions (attach a void check or Enroll on Duckweb)
• USCIS Form I-9
  • Instructions for Form I-9
  • I-9 Training Slides
  • USCIS Employer Handbook (I-9 Instructions)
• EIF Employee Information Form
• PAW Payroll Accounting Web Page [ See Site for Instructions ]
• PRF Payroll Request Form [ PRF Instructions ]
• SOE Statement of Enrollment for High School
• SSA Application for New/Replacement Social Security Card
• UAF Unpaid Appointment Form
• W-4 Employee Withholding Certificate [Forms received by the 15th will be processed for the current month.]
• W-4 International Version [Forms received by the 15th will be processed for the current month.]
• OR-W-4 Oregon Withholding [Forms received by the 15th will be processed for the current month.]
  • OR W-4 Instructions (English)
  • OR W-4 Instructions (Spanish)
• Instructions when employee work outside Oregon or the United States

International Employee Forms

• UO-NRA Foreign National Data Request Form (formally CO-NRA)
• 8233 Tax Treaty Exemption Form
• 8233 Attachment Letters
• International Employees Instructions and Examples

Time and Attendance

For Nonexempt Employees:

• Time Entry Form (Salaried)
• Time Entry Form (Hourly) Employees may modify the mid-month to mid-month dates on line 16.
• Time Entry Form (Temporary) Employees may modify the mid-month to mid-month dates on line 13.
• Time Entry Form (Faculty and OA Hourly) Employees may modify mid-month to mid-month dates on line 15.
• Daily Time Record (Student)
• Additional Daily Time Sheet (with multiple in and out boxes)

For Exempt Employees (leave reporting only):

• Fiscal Year Vacation/Sick Leave Record (Reporting July to June)
• Calendar Year Vacation/Sick Leave Record (Reporting Jan to Dec)

Other Related Forms:

• SEA Self Entry Authorization Form
• FMLA/OFLA Attendance Record (Required in addition to the regular time sheet or leave reporting for payroll purposes each month.)
• Flexible Work Schedule Agreement (HR form for nonexempt classified employees)

Payroll Administration

• AFE Affidavit of Forged Endorsement
  [ Lost Check Information ]
• Employee Checklist
• ERF Earnings Request Form
  [ ERF Instructions ]
• ESW Request for Exemption from Oregon State Withholding
• LCF Lost Check Form
  [ Lost Check Instructions ]
• MCR Manual Check Request
• NCF Name/Gender Change Form
• ONF Overpayment Notification Form
• PAA Payroll Accounting Adjustment
  [ PAA Instructions ]
• PAR Payroll Advance Request
  [ PAR Instructions ]
• PFN Notification of Preferred First Name
• PPW Pre-Tax Parking Waiver
• RCM Request to Change Mailing Address
• RMC Request U.S. Mail Payroll Checks
• ROC Request for Overload Compensation

Leave

• Leave of Absence Form for Faculty and OAs [ Leave Form Instructions ]
• HR Request for Vacation Cash Out (SEIU Local 503/OPEU)
• Request for leave (classified)

Security

• BAF Banner Access Form [ BAF Instructions ]
• FUP FIS/HRIS User Profile
• Password Change Request Form (Computing Center)