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.
| FORM | DESCRIPTION | ADDITIONAL/REQUIRED FORMS/DOCUMENTS | PERSON(S) REQUIRED TO COMPLETE |
|---|---|---|---|
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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. |
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Provides key employee information required for HR/Payroll. |
Copy of social security card |
All new and rehired employees. |
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Provides position information for processing new hire paperwork. |
The hiring department. |
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Affirms that the Constitution and laws of the U.S. and the State of Oklahoma will be upheld. |
MUST BE NOTARIZED Required by state statute |
All new and rehired employees. |
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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. |
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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. |
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Identifies the number of personal withholding allowances for each year-end federal tax calculations. |
Changes for federal can be made in the Employee Portal, my.okstate.edu. 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. |
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Used to confirm your participation in OTRS through another employer. |
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All new and rehired employees. |
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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. |
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OPTIONAL |
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Discloses which classifications of protected veterans that apply. |
Please include retirement/release from active duty/discharge date. |
All new and rehired employees. |
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Discloses disability status. |
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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.
- MANDATORY NOTICES AND POLICIES
- PROFESSIONAL DEVELOPMENT
Talent Development offers a variety of learning opportunities through instructor-led sessions and online opportunities to meet the needs of OSU's diverse workforce. Talk to your supervisor about getting started on your learning journey.
- RECOMMENDED OR REQUIRED UNIVERSITY TRAINING
Please review the Recommended or Required Training Playlist in the Learning Management System, with your supervisor, to determine what training is right for you and your college/division.
- OUR LEADERSHIP, MISSION AND COMMUNITY
A land-grant institution with more than 35,000 students across a five-campus system, we've graduated more than 240,000 students to serve the state of Oklahoma, the nation and the world.
- ORIENTATION AND BENEFIT SIGN-UP SESSION
The Orientation & Benefit Sign-Up program is designed to provide new faculty and staff information concerning benefits, campus resources, and guidance to support their transition to campus as a new employee.