Training & Reference Materials

We want you to have all the information and access to the right resources to help you get your new or rehired employee off to a good start. If you are new to the process of assisting with the New Hire Checklist or you need a refresher we have reference materials available below.

• Employment at OSU

  OSU is an equal opportunity employer committed to diversity. OSU will hire qualified applicants who are legally able to work in the U.S. regardless of citizenship status.

  All individuals must complete a New Hire Checklist prior to officially commencing work product. This requires all documentation to be provided for processing.

   

  NOTE TO INTERNATIONAL EMPLOYEES: This may require individuals without social security numbers to file with the Social Security Administration (may be done after the individual has been in-country for 10 days) and then return to that office for numident (typically no greater than three days processing time).

   

  NOTE TO INTERNATIONAL STUDENT EMPLOYEES: Contact International Students and Scholars; http://iss.okstate.edu/.

   

  State IDs and exceptions to E-Verify documentation will no longer be issued or required as a routine course of work - with the possible exception of faculty/executives that must have access to systems prior to start date utilizing a zero pay/zero FTE assignment. However, all required payroll sign-up documentation must be provided prior to commencement of compensated hours.

   

  For questions regarding exceptions, please call 405.744.2910 or email newhire@okstate.edu, for more information and/or approval prior to the employee commencing work.

• Student Employment Guidelines: Employment During Summer

  The following examples provide guidance on how to address student employment and assistantships during the summer months. If you have any questions regarding these guidelines, please contact your HR Consultant.

  1. Enrolled student nonexempt worker employed in the spring; working the summer and taking classes; and returning to classes and work in the fall = no EPAF required as the student may remain in his/her student position.
  2. *Enrolled student nonexempt worker employed in the spring; working the summer and not taking classes; and returning to classes and work in the fall = no EPAF required as the student may remain in his/her student position.
  3. Enrolled student nonexempt worker employed in the spring; not working the summer; and returning to classes and work in the fall = no EPAF required as the student may remain in his/her student position.  CAUTION:  if the student does not return in the fall, the department must do a separation EPAF as there are no longer processes to “roll” the student off of the system.
  4. Enrolled student nonexempt worker employed in the spring; not working the summer; and unclear on whether returning to classes and work in the fall = separation EPAF is required.  NOTE:  If the student returns to enrollment and employment in the fall, a reactivation EPAF can be used.
  5. *Enrolled student nonexempt worker employed in the spring; graduated in the spring; wishes to remain working for summer and possibly into fall = EPAF is required to move student into temporary position number.
  6. *Enrolled student nonexempt worker employed in the spring; graduated in the spring; wishes to remain working for summer and possibly into fall; may enroll in masters’ program for fall and continue student employment = EPAF is required to move student into temporary position number for summer.  NOTE:  When/if the employee returns to enrollment, the department can place him/her into a student position number and send through the appropriate EPAF.
  7. *Enrolled student Federal Work-Study worker employed in the spring; employed in the summer and may or may not be enrolled; returning to Federal Work-study status in the fall = EPAF must be done to move employee from FWS position into regular student position. FWS positon can be reactivated in the fall.
  8. GRA/GTA worker employed in the spring; employed in the summer and enrolled but not providing GRA/GTA duties; returning in the fall as GRA/GTA = EPAF must be done to move employee from GRA/GTA position into regular nonexempt student position. GRA/GTA positon can be reactivated in the fall.
  9. *GRA/GTA worker employed in the spring; employed in the summer, not enrolled and not providing GRA/GTA duties; returning in the fall as GRA/GTA = EPAF must be done to move employee from GRA/GTA position into regular nonexempt student position. GRA/GTA positon can be reactivated in the fall.

  *Please note these employees will not qualify for an exemption from FICA/Medicare taxes of 7.65% during the summer, resulting in a reduction in their net pay.

• Peak Hiring Season Reminders

  The New Hire Checklist can be completed as early as 90 days prior to a start date.

   

  Peak Hiring Reminders

• E-Verify Resources

  If you are new to E-Verify you must request access. Please use this E-Verify Access Request form and submit to newhire@okstate.edu to complete the request process.

   

  E-Verify for Employers

• Social Security Card Information

  A copy of your social security card is required even if it is not used for the I-9 documentation. This ensures your name in Banner matches your social security card exactly, which is important for tax documentation and reporting, and for reporting healthcare coverage to the Internal Revenue Service.

• FAQ

  Frequently asked questions addressing the most common new hire situations and processes.

   

  FAQ