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New Hire Checklist

Several forms will require completion on or before your start date in order for your employment to begin and for you to receive your first paycheck.


All new employees, returning student and temp employees who have had a break in service of 6 months or longer, and staff or faculty who have had a break in service of more than 30 days are required to complete the UKG New Hire Checklist to expedite the onboarding process.

Checklist & Information Guidance for Departments

New Hire has resources for managing the UKG New Hire Checklist and notices for new employees, as well as guidance on completing the UKG New Hire Checklist.


Checklist Guidance



Combined Packet

All forms and information combined.

(Most lines are fillable, but you must print to fully complete the packet.)

Includes all forms for a new hire to complete, as well as the Direct Deposit form.


Personal Information Form (PIF)

Provides key employee information required for HR/Payroll.

Copy of social security card

All new and rehired employees.

Position Request Form

Provides position information for processing new hire paperwork.


The hiring department.

Loyalty Oath

Affirms that the Constitution and laws of the U.S. and the State of Oklahoma will be upheld.


Required by state statute

All new and rehired employees.

I-9 Employment Eligibility Verification

Verifies the identity and employment authorization of the new or rehired employee.

Please refer to the list of acceptable documents for List A, List B, and List C.

All new and rehired employees complete page one. Hiring department completes page two.


U.S. Department of Homeland Security determines eligibility of U.S. and foreign citizens to work in the U.S.


I-9 information must be entered into the fields on the E-Verify website no later than 3 days after employee's first day of employment.

Hiring department.

Employee's Withholding Allowance Certificate (W-4)

Identifies the number of personal withholding allowances for each year-end federal tax calculations.

Changes for federal can be made in the Employee Portal, Therefore, no federal form should be submitted. Changes for state should be made by following the instructions on the form.

All new and rehired employees.

Oklahoma Teachers' Retirement System (OTRS) Notification

Used to confirm your participation in OTRS through another employer.


All new and rehired employees.

State of Oklahoma Outstanding Wages Beneficiary Form

Designation of who receives your paycheck in the event of your death.

Employee should keep a copy for his/her record. Can be changed at anytime.

All new and rehired employees.





Veteran Voluntary Self-Identification Form

Discloses which classifications of protected veterans that apply.

Please include retirement/release from active duty/discharge date.

All new and rehired employees.

Voluntary Self-Identification of Disability Form

Discloses disability status.


All new and rehired employees.

Essential Information

There is always a lot to learn when starting a new position. Resources such as important policies, notices and need-to-know information are important for beginning your role at OSU.   

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