Payroll: Classified Employee
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 must be completed, signed by the employee, and forwarded to HR with the new hire packet.
See limited duration section on HR website for additional information.
Post Retirement Employment
Most employees fill temporary positions if they are interested in employment after retirement. In some instances, retirees may fill regular positions.
Benefit Enrollment
Enroll new and returning employees in a benefits orientation session. For additional information go to Benefits Information (HR site).
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' (Straight time) in PHAHOUR. For monetary compensation to hourly employees, add additional hours to the 'REG' hours total; for salaried employees, use the earn code 'RGP'.
Hire Packet
Upon accepting the offer of employment in MyTrack, the employee will work with their department to complete the I-9 and W-4. Both forms need to be forwarded to the Payroll Office.
For individual hire forms and instructions, see the Forms page of the Banner Guide and the HR site, for forms referenced below.
| Hire Packet Documents for Classified/Temporary Employees | Notes |
|---|---|
| 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 ** | Attach copies of support documents |
| Direct Deposit (Optional) | Attach voided check |
| Additional Documents for US Residents | |
| USCIS I- 551 Permanent 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 | |
| Employment Authorization Card | |
| 8233 and Attachment | Only if claiming a tax treaty exemption |
| 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. The 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.
***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 and instructions see the Forms page of Banner Guide and HR site, for forms referenced below.
| Rehire Packet Documents for Classified/Temporary Employees | Notes |
|---|---|
| Social Security Card or Receipt | Yes, if legal name has changed |
| W-4 | Yes, if over one year |
| I-9 | Yes, if over one year |
| Direct Deposit (Optional) | Attached voided check if over 6 months |
| Additional Documents for US Residents | |
| USCIS I- 551Permanent 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 they haven't previously submitted this form during the current calendar year