The FAQ's

We have you covered on all things New Hire Checklist.

• What are the steps for hiring an individual who has never worked on campus before?
  • Request a Banner ID/CWID by following the General Employee Setup procedures. If the employee is a student or former student, they will use the same Banner ID.
  • Request a Position Number by accessing the spreadsheet for Request for New Temporary/Periodic or Student Position, only if a new position is needed.
  • Add new employee to UKG. Be sure checklist is 100% complete and accurate. New Hire Checklist
  • Create an EPAF. Use the EPAF How To Guide, which can be found in Banner Resources.
• Who needs to fill out a checklist?
  • Anyone who has never worked for OSU before.
  • Any non-benefited position that has had a break in service that exceeds six months.
  • Any benefited position that has a break in service that exceeds 30-days.
• What do I do when hiring a retiree?
  • Any retiree that exceeds a break in service must complete the entire packet.
  • If the retiree is returning as a contractor, there must be a break of service of at least two years in order to comply with Purchasing Guidelines.
• How do I hire temporary or student workers that are only working in the summer?
  • If they have never worked on an OSU campus or they have exceeded their break in service, a checklist is required.
  • If the employment period is 90-days or less at .75 FTE or higher, you must place an end date on the EPAF in order to avoid triggering Affordable Care Act (ACA) requirements.
  • If the employment period is intended to last longer than 90-days at .75 FTE or higher, insurance must be offered to the employee in order to comply with ACA regulations. The department and the employee will be contacted.
• Where should employees go to request Federal & State withholding if they don't want a marital status of single with no allowances?
  • Federal and State Tax Withholding instructions and forms are on the Payroll Services website under Payroll Tax Withholding Forms.
• Why do I have to term the job and employee if his/her last position is in my department?
  • Terming the job and employee when the employee will no longer be employed by OSU is important because it ensures employment history is correct when the employee needs employment verifications completed. Doing so also ensures there are no “ghost” employees on payroll, which would infringe legislation.
    

Hiring International/Foreign National Employees without Social Security Numbers

Delays in processing are impacting how quickly international and foreign national employees are receiving Social Security Numbers. The process for onboarding student and staff/faculty hires is outlined below.

Student Employees:
Once the employee has completed all steps with the Office of International Students and Scholars, the hiring department will contact the new hire team to set up a temporary SSN for EPAF completion within one month of hire. The new hire team will reach out regarding the SSN every two weeks until the documentation is available and provided. 

Staff/Faculty:
Once the employee has completed all steps with University Human Resource's immigration services consultant, the hiring department will contact the new hire team to set up a temporary SSN for EPAF completion within one month of hire. The new hire team will reach out regarding the SSN every two weeks until the documentation is available and provided.  

Employees are required to provide proof of the SSN application and status updates. Failure to provide this information could result in termination of employment.