Empowering a Community of Excellence

Documents & Forms

Document Type

2016 KBOR Q4 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2017 KBOR Q2 (pdf)

Info sheet

1101A Employer's Report of Accident Form (pdf)

Form used by supervisors to report a work related accident to Human Resource Management.
Additional instructions

This form should be completed and submitted to Human Resource Management within 48 hours of the accident by emailing it to hrdept@ku.edu or by faxing it to 785-864-5790.

Form

1290PE Memorandum of Agreement (pdf)

Agreement between the University of Kansas and Laborer’s International Union of North America (LIUNA).
Other

2012 KBOR Q1 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2012 KBOR Q2 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2012 KBOR Q3 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2012 KBOR Q4 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2013 Annual Progress Report of the Architectural Barriers Committee - Appendix A (pdf)

2013 Architectural Barriers Committee annual progress report - appendix item A: Draft drawing for the accessible front entrance to Strong Hall.
Other

2013 Annual Progress Report of the Architectural Barriers Committee - Appendix C (pdf)

2013 Architectural Barriers Committee annual progress report - appendix item C: accessible design standards.
Other

2013 KBOR Q1 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2013 KBOR Q2 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2013 KBOR Q3 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2013 KBOR Q4 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2013 Transition Plan with input from the KU Architectural Barriers Committee - Appendix B (pdf)

2013 Architectural Barriers Committee's transition plan for academic facilities.
Other

2014 KBOR Q1 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2014 KBOR Q2 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2014 KBOR Q3 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2014 KBOR Q4 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2015 KBOR Q1 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2015 KBOR Q2 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2015 KBOR Q3 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2015 KBOR Q4 (pdf)

Other

2016 July PRS Meeting PPT (pdf)

Power Point for the July 2016 PRS meeting.
Other

2016 KBOR Q1 (pdf)

Comparison of the KBOR Mandatory Retirement investment providers. Investment Options - Annualized Performance (net of fund expense).
Info sheet

2016 KBOR Q2 (pdf)

Info sheet

2016 KBOR Q3 (pdf)

Info sheet

2017 Annual Desk Calendar (pdf)

A printable version of HRM's 2017 calendar.
Other

2017 Aon Hewitt Dependent Audit (document)

Info sheet

2017 Claims Comparison Plans A & C (document)

Info sheet

2017 FSA FAQs (pdf)

Info sheet

2017 Health Benefits Booklet (pdf)

Information booklet about the State Employee Health Plan, including rate charts for plan year 2017.
Info sheet

2017 HRA FAQs (pdf)

Info sheet

2017 HSA - Optum FAQs (pdf)

Info sheet

2017 HSA FAQs (pdf)

Info sheet

2017 HSA with HealthQuest Earned Contributions (pdf)

Info sheet

2017 KBOR Q1 (pdf)

Info sheet

2017 Optional Group Life Insurance Open Enrollment Email (pdf)

Other

2017 Pre-Retirement Seminar Social Security (document)

Info sheet

2017 Pre-Retirement Seminar TIAA Paying Yourself handout (document)

Info sheet

2017 Pre-Retirement Seminar TIAA Paying Yourself PPT (document)

Info sheet

2017 Pre-Retirement Seminar TIAA Tomorrow in Focus handout (document)

Info sheet

2017 Pre-Retirement Seminar TIAA Tomorrow in Focus PPT (document)

Info sheet

2017 Pre-Retirement Seminar TIAA Within Reach handout (document)

Info sheet

2017 Pre-Retirement Seminar TIAA Within Reach PPT (document)

Info sheet

2017 SEHP Open Enrollment Powerpoint (pdf)

Other

30 Day Waiting Period Waiver Request Form (pdf) »

A form to waive the 30 day waiting period for coverage under the State Employee Health Plan (SEHP). This waiver is typically used when the prospective employee is required to have health insurance as a condition of obtaining a work visa for employment.
Additional instructions

Submit the completed form to the Benefits Office by either fax to 785-864-5200 or by campus mail to "Human Resources - Benefits".

Form

Absence Request (pdf)

This document outlines how to request and edit an absence and view your absence history in HR/Pay. This also covers the Manager (supervisor) using Absence on behalf of an employee.
Info sheet

ACA Eligible Student Comparison Chart (pdf)

Info sheet

ACA Employee Eligibility Based on Employment Category (pdf)

This chart provides a broad overview of KU employee categories and how ACA Eligibility is determined.
Info sheet

Academic year standard hours calculation sheet (excel)

This sheet is used when you have a academic year faculty member (14 day prorate) and you have a set number of days and/or a set amount of monies to pay and you want to figure out the standard hours.
Info sheet

Accessing Funds for KBOR Mandatory Retirement Plan (pdf)

Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Accommodations

To prohibit discrimination on the basis of disability in all aspects of employment related activities as outlined in federal and state law.
Policy

ADA Training for Public Safety Officers (pdf)

Provides an overview of how ADA interacts with law enforcement procedures and decisions.
Other

ADA Training for Supervisors (pdf)

Provides information for supervisors on how ADA interacts with personnel related decisions.
Other

Administrative Support Job Title Definitions (pdf)

Job Family Definition: Performs and/or coordinates office and administrative duties ensuring smooth and efficient unit operations.
Other

Administrative/Management - Job Title Definitions (pdf)

Job Family Description: Dedicated to the management, coordination, and oversight of the University’s business, academic, student service, public service, and research projects, programs, departments and divisions. Operations jobs support those functions through the design and direction of management processes.
Other

Advance Prescription Drug Purchase (pdf) »

Form

Advising Report Guide (document)

Info sheet

Advising, Career, and Student Services - Job Title Definitions (pdf)

Job Family Description: Provides guidance to students, staff and the public regarding academic policies, educational and career goals and/or personal issues. Supports students with all aspects of their University campus life.
Other

Affiliate Data Form (pdf)

This form is used to provide information to HRM to authenticate affiliate status.
Additional instructions

Please complete this form and submit it to Human Resource Management by fax to 785-864-5790 or by campus mail to "Human Resources - Appointment Specialists".

Form

Affiliates & Volunteers

KU recognizes the vital role that Volunteers play in accomplishing its mission of teaching (learning), research (discovery), and service (engagement) and acknowledges their services as either Affiliates or Volunteers. This policy characterizes the nature of Volunteer service; establishes mechanisms to promote a safe, productive, and mutually beneficial environment; specifies allowable services with appropriate authorization; and identifies tracking processes for Volunteer services.
Policy

Affordable Care Act Marketplace Notice for Active Employees - State of Kansas (pdf)

This federal model notice informs employees of the coverage offered by the State Employee Health Plan.
Info sheet

AIG Cuba Travel Certification (pdf)

Form

AIG Travel Assist Web User Guide (pdf)

Document outlining how to create an online account through AIG's Travel Assist website.
Info sheet

AIG Travel Guard Services (pdf)

AIG Travel Guard Services document that details Travel Assistance Services provided by AIG.
Other

Alcohol & Drug Policy, University of Kansas

1
Policy

Americans with Disability Act - Notice to the Public (pdf) »

Required ADA posting (letter format from the Secretary of Administration) provided by the Kansas Department for Children and Families.
Employment Poster

Aon Hewitt Reminder Letter (document)

Other

Attach Documents to a PAF (pdf)

This document provides step-by-step instructions for PAF users on how to attach supplemental documentation to a PAF. Attaching electronic copies of supplemental documents allows for the PAF submission process to remain completely electronic.
Info sheet

Basic Group Life Insurance - Designation of Beneficiary Form for KBOR Retirement Plan Participants (pdf) »

This form designates a beneficiary for life insurance benefits for participants in the KBOR retirement plan.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Basic Group Life Insurance - Designation of Beneficiary Form for KPERS Retirement Plan Participants (pdf) »

This form designates a beneficiary for life insurance benefits for participants in the KPERS retirement plan.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Benefits Email to GTA, GRA, and GA - Fall 2017 (pdf)

Info sheet

Bereavement Leave

The University grants faculty and staff bereavement leave for the death of a close relative or qualified adult.
Policy

Bona Fide Separation from Service (pdf)

Information about Bona Fide Separation from Service
Info sheet

BrassRing - Search Committee Quick Guide (pdf)

This Quick Guide is designed to provide you with the basic features and functionality to begin using the Kenexa 2x BrassRing applicant tracking system as a search committee member.
Info sheet

Building Codes for HR/Pay Directory (excel)

This is a list of building codes used in the HR/Pay directory
Other

Business Travel Insurance Summary of Benefits (pdf)

Information and coverage details for KU's Business Travel Policy provided by AIG.
Info sheet

Campus Mailing List Request (webform)

Electronic form

Changing Images in MyTalent (pdf)

How-to document on changing from KU Card images to the Jayhawk in mytalent.
Info sheet

Checklist of Covered Items for Open Enrollment (pdf)

Info sheet

Child Labor Law Poster (pdf) »

An approved copy of the the Notice of Hours - Child Labor poster made available by the Kansas Department of Labor, Employment Standards, for posting and informational purposes.
Employment Poster

Children in the Workplace

To provide guidance for creating a supportive working climate for employees to meet family obligations and to outline when children can appropriately be at the workplace.​
Policy

Class Observation Template for GTAs (doc)

Form

Colonial Life Benefit Menu (pdf)

Info sheet

Compensation Rate Change Worksheet (xls)

This chart shows the change in the compensation rate in dollars and percentage. You can enter the same type of compensation rate (hourly, biweekly, or annualy) for the comparison to be accurate.
Info sheet

Compensatory Time Payout (pdf)

This document provides you information on how to request for a compensatory time payout by either the employee or supervisor and guidelines.
Info sheet

Concurent (Rehire) (pdf)

This document explains the process of rehiring a employee through a PAF.
Info sheet

Continuation Enrollment Form for GTA/GRA/GA and dependents (pdf)

United Healthcare Continuation Enrollment Form for GTA/GRA/GA and dependents from August 1, 2016 through July 31, 2017
Form

Counseling Process for Staff (document)

Staff may be disciplined for reasons of inadequate performance, misconduct, violation of established policies and procedures, or other cause. These guidelines outline the counseling process which may be utilized prior to taking disciplinary actions for staff.
Policy

Criminal Background Check

In compliance with Kansas Board of Regents policy, the University of Kansas background check program is conducted to facilitate employment decisions that are in the best interest of University students, employees, resources and overall mission statement.
Policy

DEA Lab Conviction Check Form (doc)

Complete this form if you are required to undergo a criminal conviction check for access to DEA registered labs.
Form

Delegate Transactions (pdf)

This document outlines how to create a delegation request.
Info sheet

DEMIS HR/Pay Training Manual (pdf)

This document provides detailed instructions on how to create reports on DEMIS, export data for analysis and other important functionalities.
Info sheet

Department of Student Housing Transition Plan (pdf)

2013 Department of Student Housing transition plan for Ellsworth Hall.
Other

Dependent Audit Email (document)

Info sheet

Dependent Audit Email Example (document)

Info sheet

Direct Deposit Authorization of Employee Pay (pdf)

Authorizes your financial institution to receive and deposit your bi-weekly pay check.
Form

Director Evaluation Form (doc)

This form is used as a template for evaluating performance for a director level employee.
Form

Disciplinary Action Policy for Staff (document)

Staff may be disciplined for reasons of inadequate performance, misconduct, violation of established policies and procedures, or other cause. This policy outlines the disciplinary actions which may be taken for staff.
Policy

Discretionary Holiday

The University of Kansas provides paid holidays to employees to help balance work and family responsibilities.​
Policy

Discrimination Complaint Resolution Process

To describe the process for resolution of complaints of discrimination on the basis of race (including racial harassment), religion, color, sex (including pregnancy, sexual harassment, and sexual violence), disability, national origin, ancestry, age, status as a veteran, sexual orientation, marital status, parental status, gender identity and gender expression.
Policy

Donor Leave for Blood, Organ, Tissue and Bone Marrow

The donor leave program provides approved recovery time away from work for faculty and staff who choose to donate organs, tissue, bone marrow, blood or blood products.​
Policy

E-Verify Poster - English

E-Verify Participation and the Department of Justice, Office of Special Counsel Right to Work posters must be displayed in English and Spanish by participating employers to inform their current and prospective employees of their legal rights and protections.
Employment Poster

E-Verify Poster - Spanish (pdf)

A notice to employees (in Spanish) that this organization participates in E-Verify.
Employment Poster

Educational Support and Delivery - Job Title Definitions (pdf)

Job Family Description: Directly supports faculty and academic units in or is indirectly involved in the development and delivery of educational offerings and programs to the University’s broad array of students.
Other

Emergency Travel Assistance Travel ID Card and packet (pdf)

Brochure that details Emergency Travel Assistance Services provided by AIG and a printable ID card for you to carry when you travel.
Brochure

Employee Data Sheet (pdf)

Provides key employee information required for the HR/Pay system.
Form

Employee Eligibility Requirements for the Affordable Care Act (ACA)

To outline employee eligibility for health insurance under the State Employee Health Plan pursuant to the provisions of the Affordable Care Act (ACA).
Policy

Employee Eligibility Verification (I-9) (pdf)

Verifies the identity and employment authorization of the new employee.
Form

Employee Exit Questionnaire (web form)

Electronic form

Employee Feedback Form for USS (docx)

Supervisors are required to provide USS employees with the Employee Feedback Form and encourage employees to provide personal input. It is optional for the employee to provide personal feedback; however, the employee must indicate that the opportunity was offered with the check box near the "Goal/Job Objective Achievement" section
Form

Employee Invention Assignment Agreement (pdf)

The purpose of this form is to indicate that you have read the Employee Invention Assignment Agreement and agree to its provisions throughout your employment with KU.
Form

Employee of the Month - Online Nomination Form (webform)

Form used to nominate an eligible staff member for the employee of the month award.
Electronic form

Employee of the Month - Paper Nomination Form (pdf)

Paper form for nominating an employee for the Employee of the Month award.
Form

Employee OffBoarding Checklist (pdf)

Steps to take (and/or consider) when preparing to leave KU employment or transfering to another KU University position.
Job Aid

Employee Polygraph Protection Poster (pdf) »

Every employer subject to the Employee Polygraph Protection Act (EPPA) shall post and keep posted on its premises a notice explaining the Act. Such notice must be posted in a prominent and conspicuous place in every establishment of the employer where it can readily be observed by employees and applicants for employment. Contact: U.S. Department of Labor: 1-866-487-9234.
Employment Poster

Employment Conditions (document)

To define general conditions of employment designated to employees at the time employment is offered or revised.
Policy

Employment Verification Overview (pdf)

Info sheet

Employment Verification Poster (pdf)

Other

Equal Opportunity in Employment (EEO) Poster - U.S. Department of Labor (pdf) »

The notice must be posted in conspicuous places available to employees and applicants for employment and representatives of each labor union with which the covered contractor or subcontractor has a collective bargaining agreement, such as, the personnel office, work-out facility, lunchroom, or company bulletin board. There is no particular size requirement. The notice is also available in Spanish and Chinese. Posting of the notice in languages other than English is not required. Contact: U.S. Department of Labor: 1-866-487-2365.
Employment Poster

Equal Opportunity in Employment (EEO) Poster Supplement - U.S. Department of Labor

Every employer covered by the non-discrimination and EEO laws is required to post on its premises the poster, "Equal Employment Opportunity is the Law." The notice must be posted prominently, where it can be readily seen by employees and applicants for employment. The notice provides information concerning the laws and procedures for filing complaints of violations of the laws with the Office of Federal Contract Compliance Programs (OFCCP).
Employment Poster

Equal Opportunity in Employment Poster - Kansas Human Rights Commission (pdf) »

Required Equal Opportunity employment poster provided by the Kansas Human Rights Commission.
Employment Poster

Executive Order 13706, Paid Sick Leave for Federal Contractors Poster (document)

Executive Order 13706 requires certain employers that contract with the Federal Goverment to provide employees working on or in connection with those contacts with 1 hour of paid sick leave for every 30 hours they work, up to 56 hours of paid sick leave each year. Posting of information about this requirement is required by Executive Order 13706.
Other

Facilities Planning, Design, and Operations - Job Title Definitions (pdf)

Job Family Description: Plans, designs, manages or performs activities related to the maintenance, construction, repair or installation of facilities, grounds, infrastructure, equipment and/or vehicles.
Other

Fact Sheet #17E: Exemption for Employees in Computer-Related Occupations Under the Fair Labor Standards Act (FLSA) (pdf)

This fact sheet provides general information on the exemption from minimum wage and overtime pay for employees in the computer field under Sections 13(a)(1) and 13(a)(17) of the FLSA and Regulations 29 CFR Part 541.
Info sheet

Faculty Payroll Period Worksheet (xls)

Payroll period worksheet for faculty.
Other

Fair Labor Standards Act (FLSA)

Outlines the application of Fair Labor Standards Act (FLSA) for position designations as exempt (salaried) or non-exempt (hourly) from overtime compensation.
Policy

Fair Labor Standards Act (FLSA) Minimum Wage Poster (pdf) »

Every employer of employees subject to the FLSA’s minimum wage provisions must post, and keep posted, a notice explaining the Act in a conspicuous place in all of their establishments. Although there is no size requirement for the poster, employees must be able to readily read it. The FLSA poster is also available in Spanish, Chinese, Russian, Thai, Hmong, Vietnamese, and Korean. There is no requirement to post the poster in languages other than English. Contact: U.S. Department of Labor - Wage and Hour Division: 1-866-487-9243
Employment Poster

Family and Medical Leave Act (FMLA)

The FMLA allows employees to balance their work and family life by taking reasonable paid or unpaid leave for certain family and medical reasons.
Policy

Family Medical Leave Act (FMLA) Poster

All covered employers are required to display and keep displayed a poster prepared by the Department of Labor summarizing the major provisions of The Family and Medical Leave Act (FMLA) and telling employees how to file a complaint. The poster must be displayed in a conspicuous place where employees and applicants for employment can see it. A poster must be displayed at all locations even if there are no eligible employees. Contact: U.S. Department of Labor: 816-426-5481
Employment Poster

Flex Time Agreement Form (doc)

Required form for employees interested in applying for a flex-time schedule.
Form

FLSA and Travel Time Guidelines for Non-Exempt Employees and Examples (pdf)

Guidelines on how FLSA applies to non-exempt employee travel.
Info sheet

FMLA - Certification of Health Care Provider for Family Member’s Serious Health Condition (pdf)

Certification form to be completed by the employee and the patient’s healthcare provider to support a request for FMLA leave to care for a covered family member with a serious health condition.
Additional instructions

 Return this form and any required documentation within 15 calendar days by email to hrdept@ku.edu or by fax to 785-864-5790.

Form

FMLA - Employee’s Serious Health Condition Certification of Health Care Provider Form (pdf)

Certification form to be completed by the employee and the employee's healthcare provider to support a request for FMLA to treat a serious health condition that an employee is experiencing.
Additional instructions

 Return this form and any required documentation within 15 calendar days by email to hrdept@ku.edu or by fax to 785-864-5790.

Form

FMLA - Illness of Covered Service Member for Military Family Leave Certification for Serious Injury (pdf)

Certification form to be completed by the employee and an authorized healthcare provider to support a request for FMLA leave due to a serious injury or illness of a covered service member.
Additional instructions

 Return this form and any required documentation within 15 calendar days by email to hrdept@ku.edu or by fax to 785-864-5790.

Form

FMLA - Military Family Leave Certification of Qualifying Exigency (pdf)

Certification form to be completed by the employee to support a request for FMLA leave due to a qualifying exigency related to a family member who is called to active duty by the U.S. Military.
Additional instructions

 Return this form and any required documentation within 15 calendar days by email to hrdept@ku.edu or by fax to 785-864-5790.

Form

Food Service and Dietary - Job Title Definitions (pdf)

Job Family Description: Provide services relating to food preparation and delivery as well as health guidance regarding nutrition.
Other

Formal Accommodation Form (pdf)

Formal Accommodation Form for employees to complete
Form

FTE Change (pdf)

This document explains the process of performing a FTE change through a PAF.
Info sheet

Funding Change (Non-pool funded and pool funded) (pdf)

This document explains how to perform a Funding Change (Non-pool funded and pool funded) through a PAF.
Info sheet

General Guidelines for Time & Absence (pdf)

Provides a highlevel overview of time and absence and where you should navigate within HR/Pay to complete time and absence functionalities.
Info sheet

General Questions and Answers Regarding Time and Labor (pdf)

Info sheet

Goals/Objective Setting Form for USS (docx)

This is the goals/objective setting form used by USS employees.
Form

Graduate Research Assistant (GRA) Intent to Appoint (pdf)

Form

Graduate Research Assistants (GRAs) and Affordable Care Act (ACA) Compliance

To outline the nature of GRA employment as it relates to compliance with ACA.
Policy

Graduate Student Health Insurance Dental Summary of Benefits (pdf)

Provides information about graduate student dental coverage, including a detailed comparison of covered services and benefit guidelines published by UnitedHealthcare.
Info sheet

Graduate Student Health Insurance Vision Summary of Benefits (pdf)

Provides information about graduate student vision coverage, including a detailed comparison of covered services and benefit guidelines published by UnitedHealthcare.
Info sheet

Graduate Student Time Reporting Brochure for ACA (pdf)

This chart describes how time is tracked and how ACA-eligibility is determined for graduate students.
Info sheet

Graduate Teaching Assistant Minimum rate calculation sheet (excel)

This sheet is used to calculate the minimum biweekly rate based on standard hours. You will have to enter the standard hours per week.
Info sheet

Grievance Form for 1290PE Covered Employees (pdf)

This form is for employees electing to use the 1290PE MOA grievance process. Additional sheets may be attached if additional space is needed. All attachments must be dated, signed, and identify the specific step to which each attachment applies.
Form

Grievance Form for USS Employees (xls)

USS employees should use this form to initiate the grievance process.
Additional instructions

The original form should be submitted to your immediate supervisor and a copy should be sent to Human Resource Management by email to hrdept@ku.edu or by fax to 785-864-5790, no later than 10 working days from the date of the grievable act or the date when you knew or should have known of the grievable act. Please note that failure to submit the form by this deadline may jeopardize your right to proceed with your grievance.

Form

Grievance Procedure for University Support Staff, University of Kansas

Grievance Procedure for University Support Staff
Policy

GSHI certificate of coverage 2017/2018 (document)

Brochure

GSHI continuation insurance application 2017/2018 (document)

Form

GSHI Dental Summary 2017/2018 (document)

summary of dental benefits GSHI 2017/2018
Info sheet

GSHI fall 2017 email (document)

Info sheet

GSHI summary brochure 2017/2018 (document)

Brochure

GSHI Summer 2017 email (document)

GSHI Summer 2017 email
Info sheet

GSHI summer 2017 email (document)

GSHI summer 2017 email
Info sheet

GSHI vision summary 2017/2018 (document)

summary of benefits for vision insurance for 2017/2018
Info sheet

GTA Memorandum of Agreement (pdf)

Agreement between the University of Kansas, Kansas Board of Regents and The American Federation of Teachers (AFT)
Other

GTA Position Description Template (doc)

Other

Guidelines for Providing References (pdf)

Guidelines for providing references on current or former employees.
Info sheet

Health Care Selection Form (TEFRA) (pdf) »

Form

Health Plan Communication Form

To communicate concerns, suggestions or requests concerning the SEHP, please complete the Health Plan Communication Form and upload the Communication Form into MAP (the Membership Administration Portal) and the form will be submitted to the State Employee Health Plan. If you need assistance, contact the Benefits Office at 864-4946 or email benefits@ku.edu.
Form

Healthcare - Job Title Definitions (pdf)

Job Family Description: Provides direct medical and psychological treatment to students, faculty and/or community members. Jobs also provide guidance to students, staff, and/or the community on physical and mental health related issues.
Other

HealthQuest Biometric Readings Form (pdf) »

Take this handy HealthQuest Biometric Readings Form to your physician to record all the information needed for the HealthQuest Online Health Assessment.
Brochure

HealthQuest Frequently Asked Questions (PDF)

Info sheet

HealthQuest Incentives Summary (PDF)

Info sheet

HealthQuest Links, Webinars, and Resources (PDF)

Info sheet

Hiring/Rehiring Policy

To describe the responsibility of the Department of Human Resources in determining eligibility for hire or rehire of individuals seeking employment in staff and student hourly positions at the University of Kansas, Lawrence
Policy

Holiday and Holiday Compensatory Time Policy

The University of Kansas provides paid holidays to employees to help balance work and family responsibilities.
Policy

Holiday Report Guide (pdf)

This guide addresses holiday eligibility and reporting of holidays for university support staff, unclassified professional staff and fiscal year faculty/academic staff. Student employees and academic year faculty/academic staff are not eligible for holiday compensation; therefore these guidelines do not apply to them. This is a general guide to assist with most scenarios; please contact HR hrdept@ku.edu if you have additional questions.
Info sheet

How to Approve an Absence (pdf)

This document explains the approval process, how to approve an absence, and other actions such as "deny", "push back", "view".
Info sheet

How to Approve Payable Time for Hourly Employees (pdf)

This document outlines instructions on how to navigate to "Payable" time within HR/Pay and and how to approve payable time for hourly employees. Navigation = Navigation: Manager Self Service>Time Management>Approve Time and Exceptions>Payable Time
Info sheet

How to Change a Work Schedule (pdf)

This document provides information on how to navigate to manage employee’s work schedule.
Info sheet

How to Enter Hours Worked into the Timesheet (pdf)

This document provides you information on how to view or modify timesheets in HR/Pay.
Info sheet

How to Modify Punch Timesheet (pdf)

This document provides you with information on how to navigate and modify your employee’s punch (clock times) timesheet in HR/Pay.
Info sheet

How to Report ACA Hours When Required for Salaried (Exempt) Employees (pdf)

This guide instructs non-benefits eligible salaried employees who are not Instructors of Record/Discussion Leaders, Graduate Research Assistants or Residential Graduate Assistants how to enter hours worked in HR/Pay for the purpose of determining Affordable Care Act (ACA) Eligibility.
Info sheet

How to Report Leave without Pay for Regular Hourly Employees (pdf)

This guide is intended for regular hourly employees whose worked hours and leave taken are less than their work scheduled hours and need to have leave without pay entered.
Info sheet

How to Report Worked Time on Holiday (pdf)

This document provides information on how time is reporting when worked during a holiday and certain conditions for exempt and non-exempt employees.
Info sheet

How to Use the KU T L Heads Up Report (pdf)

This document provides you information on how to create certain reports under KU TL Heads up report, including time reporting and absence.
Info sheet

How to Use the Web Clock (pdf)

This document shows how to use the Web Clock.
Job Aid

How to Use the Web Clock in Mobile HCM (pdf)

This document shows how to use the Web Clock on a non-Windows based mobile device.
Job Aid

How to View Payable Time (pdf)

This document provides information on how to access payable time, and what is payable time.
Info sheet

HR/Pay Core Module and Pages Overview (pdf)

This document provides an overview on the modules and pages in HR/Pay which include Job, Position, and Department budget tables and other important functionalities.
Info sheet

HR/Pay PeopleSoft & DEMIS Shared Service Access Form (excel)

This form if for Shared Service Center (SSC) staff to gain access to HR/Pay and DEMIS systems. Please submit to hrpay@ku.edu.
Form

Hr/Pay Self Service - Employee General Information (pdf)

A general overview of the functions available to employees within HR/Pay
Job Aid

HR/Pay Self Service – Direct Deposit (pdf)

Self service instructions for changing direct deposit in HR/Pay
Job Aid

HR/Pay Training Presentation for Supervisors & Managers (pdf)

This presentation discusses supervisor responsibilities, supervisor system delegations and other important information for supervisors in HR/Pay.
Info sheet

HRM Organization Chart (pdf)

Organization chart for the Department of Human Resource Management.
Other

HRM Strategic Plan (document)

Info sheet

Impact of the ADA (pdf)

Changing Perspectives and Opening Doors: The Impact of the ADA on the lives of individuals with disabilities
Other

Inclement Weather Time Reporting Guidelines (pdf)

Instructions on how to report your time when staff are released due to inclement weather.
Info sheet

Information for University Retirees and Phased/ Prospective Retirees (document)

PDF of Information for University Retirees and Phased/ Prospective Retirees
Policy

Information Technology - Job Title Definitions (pdf)

Job Family Description - Provides functional and/or technical support of software and hardware in the conceptualization, creation, development, implementation, use, management, and storage of technology and computing for research and/or instruction.
Other

Injured Worker’s First Fill Prescription Form (pdf)

This form will allow you to fill approved medications related to your workers’ compensation claim. It should be presented along with your prescription to your local network pharmacy.
Form

Instructions for Form I-9, Employment Eligibility Verification (pdf) (document)

Other

Interns (document)

The University of Kansas sponsors a wide variety of educational opportunities and community outreach to support education, learning, service, and research. The importance and benefits of internship experiences for KU students include: heightened student engagement, retention, and success; greater value to their higher education experiences; enhanced opportunities for attainment of, and engagement in, initial and long-term employment; and higher levels of success in their professional and personal lives. These guidelines assist faculty, administrators, and participants in guiding and directing an unpaid internship experience sponsored by KU where a KU faculty or staff member directly supervises the activities.
Policy

Introduction to the Performance Management System (pptx)

Other

Investment Agreement for KBOR Mandatory Retirement Plan (pdf)

Form used to elect your KBOR Mandatory Retirement Plan investment provider.
Additional instructions

Submit the completed form to the Benefits Office by either fax to 785-864-5200 or by campus mail to "Human Resources - Benefits"

 

Form

Invitation to Self-Identify Disabled and/or Veteran Status (pdf)

A glossary of terms used on the Voluntary Self Identification of a Disability Form.
Info sheet

IOA Director Position Description (pdf)

IOA Director Position Description
Info sheet

IT - Research/Academic Computing and Technology - Job Title Definitions (pdf)

Job Family Description: Conducts research and/or provides functional and/or technical support of software and hardware in the conceptualization, creation, development, implementation, use, management, and storage of technology and computing for research and/or instruction.
Other

Jury / Witness Service

The University supports faculty and staff jury or witness service as it relates to their jobs or civic service. ​
Policy

K-4 – Kansas Withholding Allowance Certificate (pdf)

Identifies the number of personal withholding allowances for year-end federal tax calculations. Please note – specific instructions for international employees may apply.
Form

Kansas Clean Air Act (No-Smoking) Poster (web)

The Kansas Clean Air Act requires, as of 7/1/2010, posting of no smoking posters in areas designated as no smoking.
Employment Poster

Kansas University Police Officers Association Memorandum of Agreement (pdf)

Agreement between the University of Kansas and Kansas University Police Officers Association.
Other

Kansas Whistleblower Act (K.S.A. 75-2973, pdf)

PDF of the Kansas Whistleblower Act
Policy

KBOR LTD - Information Sheet (pdf) »

Detailed information about LTD benefits provided through the KBOR plan.
Info sheet

KBOR Retirement Data Form (pdf)

Complete this form to enroll in the KBOR Retirement Plan.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

KBOR Retirement Verification Waiver Form (pdf)

Form that is to be completed if you are eligible to waive the required one-year waiting period and apply for immediate participation in the KBOR Mandatory Retirement Plan.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Key Fields and Panels Relationship Diagram (pdf)

This diagram shows the relationships between job, position, funding, personal data, and other key modules or pages in HR/Pay.
Info sheet

KPERS Application to Purchase Service Credit (pdf) »

This form is to be completed by active KPERS members who are applying to purchase service credit.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

KPERS handout (pdf)

Info sheet

KPERS June 2017 Updates (document)

Info sheet

KPERS LTD - Summary Plan Description (pdf)

Provides members with a detailed description of the benefits offered by the KPERS Long Term Disability Plan.
Info sheet

KPERS Membership Guide (pdf)

This guide contains instructions for accessing account information online, adding or changing beneficiaries, and other important information for KPERS Retirement Plan members.
Info sheet

KPERS Monthly Optional Group Life Insurance Rates - Employees (After 7/1/2016) (pdf)

Provides monthly premium rates for KPERS Optional Group Life Insurance employee coverage.
Info sheet

KPERS Monthly Optional Group Life Insurance Rates - Employees (Before 7/1/2016) (pdf)

Provides monthly premium rates for KPERS Optional Group Life Insurance employee coverage.
Info sheet

KPERS Monthly Optional Group Life Insurance Rates - Spousal Coverage (pdf)

Provides monthly premium rates for KPERS Optional Group Life Insurance spousal coverage.
Info sheet

KPERS Retirement Data Form (pdf)

Complete this form to enroll in the KPERS Retirement Plan.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

KPERS Tier 1: Benefits At A Glance (pdf)

Summary of benefits offered to KPERS Tier 1 participants.
Info sheet

KPERS Tier 2: Benefits At A Glance (pdf) »

Summary of benefits offered to KPERS Tier 2 participants.
Info sheet

KU Affordable Care Act FAQs and Glossary of Terms (pdf)

This information provides questions and answers addressing the provisions of KU's ACA policies.
Info sheet

KU Card Issuance for Temporary KU Affiliates, Temporary Faculty, and Temporary Staff (pdf) »

Information about KU Card issuance for temporary KU affiliates, faculty, and staff.
Info sheet

KU ID Card Acknowledgement (docx)

Allows new employees the option to have their KU Card delivered via campus mail or in person.
Form

Lactation Support for Nursing Mothers

To provide guidance and procedures in creating a supportive working climate for nursing mothers to express milk at work.
Policy

Language Proficiency Verification for Prospective Faculty Form (pdf)

This form is intended for use with prospective faculty whose first language is not English and must be submitted with the Approval for Written Offer Form.
Form

Layoff Policy/Procedures for University Support Staff (USS)

To notify University of Kansas departmental administration and university support staff (USS) of layoff procedures and associated employee rights in the event such action is necessitated by funding shortfalls, reorganizational needs, position abolishment, etc.
Policy

Leave Advancement Policy

Some employees may feel compelled to come to work while possibly infected with a virus or contagious conditions because they do not have sufficient accrued leave and would be in leave without pay status. This policy allows employees with no leave balance to borrow against future leave accrual in order to remain in pay status and away from the work-site, thus reducing the possibility of spreading an infectious virus to co-workers.
Policy

Leave of Absence (pdf)

This document describes how to perform a leave of absence through a PAF.
Info sheet

Lecturers & Faculty Time Reporting Brochure for ACA (pdf)

This chart describes how time is tracked and ACA-Eligibility is determined for lecturers and faculty.
Info sheet

Library Services - Job Title Definitions (pdf)

Job Family Description: Acquires, catalogs, collects and distributes conventional and electronic materials. Provides assistance to patrons regarding library resources.
Other

Limited Retirement Health Care Bridge Policy

To provide a management tool that enables KU to assist employees who desire to retire before they become eligible to qualify for Medicare.
Policy

Manager Evaluation (doc)

This template is narrative based and has a rating scale for evaluating performance at the manager level.
Form

Materials retention cover sheet (pdf)

Units who wish to use the imaging service only need to complete the Materials Retention Cover Sheet (PDF) and forward this with their search materials to their SSC contact in a confidential envelope.
Form

Medical Accommodation Form (pdf)

Medical form for employee/doctor to complete
Form

Medical Document Form (pdf)

Form used to submit medical documents for accommodations
Form

Military Leave

To affirm the University’s support and commitment to the Uniformed Services Employment and Reemployment Rights Act and Family Medical Leave Act.​
Policy

Museum and Arts - Job Title Definitions (pdf)

Job Family Description: Supports the selection, display and presentation of cultural and scientific offerings to the University’s broad array of constituents.
Other

New Employee Packet - All Hiring Forms (pdf)

A single pdf containing all of the required forms from the New Employee Packet.
Form

New Hire PAF (pdf)

This guide explains the process of hiring a new employee through a PAF.
Info sheet

Nominate Team Award (webform)

Electronic form

Non-Benefits Eligible UPS & USS Time Reporting for ACA (pdf)

This chart describes how time is tracked and ACA eligibility is determined for UPS and USS.
Info sheet

Nondiscrimination, Equal Opportunity, and Affirmative Action

To outline the University’s policies on nondiscrimination, equal opportunity, and affirmative action.
Policy

Notice of Nonreappointment for Unclassified Professional Staff (UPS) (document)

Pursuant to Kansas Board of Regents policy, Unclassified Professional Staff (UPS) may be re-appointed on an annual basis unless a previous notice of non-reappointment has been issued. This policy outlines the policy and process associated with notices of non-reappointment.
Policy

Optional Group Life Insurance Enrollment Form (pdf) »

Form that must be completed and returned to Human Resource Management within 21 days of your hire date to enroll in the KPERS Optional Group Life Insurance plan.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Optional Group Life Insurance Reduction/Cancelation Form (pdf) »

Employees who are currently enrolled in the optional group life insurance program complete this form if they wish to reduce or cancel their current coverage.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Outline of Employee Relations Investigative Process (pdf)

Outline of the Investigative Process used by University Employee Relations staff.
Other

Overtime Compensation Policy

Provide guidance concerning overtime compensation for non-exempt staff.
Policy

PAF Contract Pay (pdf)

This gives examples of how to submit a PAF for any faculty member eligible for Contract Pay. Found within this document are three examples of how a department can submit contract pay changes for eligible faculty members.
Info sheet

PAF Guide (pdf)

This guide explains how to fill out the PAF. The PAF is an e-form that contains fields which require specific information depending upon the type of personnel transaction being submitted. This guide indicates what type of information each field should include, what format that information should be entered in and any tips on how to enter that information.
Info sheet

Pay Rate Change (pdf)

This document explains how to perform a pay rate change through a PAF.
Info sheet

Paycheck Guide (pdf)

Info sheet

Payment for Additional Services or Products Provided by Student or Temporary Employees

Occasionally departments wish to compensate student or temporary employees for services or products that do not relate to their employment with the University. This policy outlines the parameters for such one-time payments.
Policy

Payroll Retroactive Funding Adjustments (ppt)

This presentation explains what is an RFA, how do you know when a RFA is needed, and how to prevent RFAs.
Info sheet

Performance Evaluation Form for USS (docx)

This is the form that supervisors should use to evaluate USS employee performance.
Form

Performance Evaluation Template for GTAs (doc)

Form

Performance Evaluation Template for Student Hourly Employees (xls)

Form

Performance Evaluations for Graduate Teaching Assistants

In order to assist Graduate Teaching Assistants (GTAs) in developing their instructional skills, academic units are required to provide GTAs with regular, written performance evaluations. This policy outlines the University’s expectations and requirements for academic units in managing GTA performance evaluations and describes the processes associated with those evaluations.
Policy

Performance Management Step-by-Step Instructions - Employee Counseling (pdf)

Job Aid

Performance Management Step-by-Step Instructions - Employee Profile (pdf)

Job Aid

Performance Management Step-by-Step Instructions - Goals for Employees (pdf)

Job Aid

Performance Management Step-by-Step Instructions - Goals for Supervisors (pdf)

Job Aid

Performance Management Step-by-Step Instructions - Performance Evaluation for Employees (pdf)

Job Aid

Performance Management Step-by-Step Instructions - Performance Evaluation for Supervisors (pdf)

Job Aid

Performance Management Step-by-Step Instructions - Performance Improvement Plan (pdf)

Job Aid

Performance Management Supervisor Reports Step-by-Step Instructions (pdf)

Job Aid

Performance Rating Appeals Form for USS (pdf)

Form used by regular USS employees who want to appeal an evaluation rating. This can be submitted up to 7 calendar days after signing the evaluation. Please submit this form to HRM for review.
Form

Plan A Incentive Guide

A quick reference guide to help you earn your credits and receive the HealthQuest premium discount and incentives.
Info sheet

Plan C Incentive Guide (document)

A quick reference guide to help you earn your credits and receive the HealthQuest premium discount and incentives.
Info sheet

Postdoctoral Researcher Employment

As a member of the American Association of Universities, the University of Kansas furthers its research and instructional mission by engaging the services of Postdoctoral Researchers (Post Docs). This policy governs the nature of that employment as unclassified professional staff. The policy also provides related considerations about non-employee Postdoctoral Fellows (see Definitions below).
Policy

Project SEARCH Inquiry Form (webform)

Units that are interested in becoming a Project SEARCH internship site should complete this form. Once submitted, HRM will review your request and contact you regarding next steps.
Form

Proximity Time Collection Device Information Sheet (pdf)

This is a information sheet describing the device functionality, locations and instructions for IN, OUT, BALANCE, TEMP OUT, LEAVE REQ STATUS.
Info sheet

Public Affairs - Job Title Definitions (pdf)

Job Family Description: Increases awareness and promotes KU's image, projects and programs through all forms of media. Supports solicitation of donor funds and creates marketing strategies. Writes, acquires and/or edits materials for distribution.
Other

Public Safety - Job Title Definitions (pdf)

Job Family Descripition: Assures, assesses and monitors all aspects of campus safety and security, orderly conduct, and adherence to laws, regulations and policies/procedures.
Other

Publishing - Job Title Definitions (pdf)

Job Family Description: Involved in the publishing of books, journals and newspapers.
Other

PY 2017 Open Enrollment email (pdf)

Other

Racial & Ethnic Harassment

p
Policy

Racial and Ethnic Discrimination and Harassment Brochure

Policy

Reaves Estate Planning 101 Handout (document)

Info sheet

Reaves Long Term Care handout (pdf)

Info sheet

Reaves Long Term Care PowerPoint (document)

Info sheet

Recruitment Guidelines for UPS and USS (pdf)

Guidelines compiled to assist university personnel in conducting searches for unclassified professional staff and university support staff.
Info sheet

Reductions in Campus Services

To establish the level of authority for reduction of campus services.
Policy

Reductions in Salary of Exempt Employees

To outline the conditions under which an exempt (salaried) employee may have salary reduced pursuant to the Fair Labor Standards Act (FLSA).
Policy

Reference Release Form (pdf)

Form to authorize HR to provide work related references to off-campus employers.
Form

Request an RFA via a PAF (pdf)

This document provides step-by-step instructions for PAF users on how to submit a RFA request via a PAF.
Info sheet

Request for Disciplinary Action (pdf)

Form used to request HRM take suspension, dismissal, or demotion type disciplinary actions related to USS employees.
Form

Research - Job Title Definitions (pdf)

Job Family Description: Manages, conducts or supports research with specific reference to the collection and analysis of scientific data.
Other

Retirees Handbook, University of Kansas

Policy

Return from Leave (pdf)

This document describes how to perform a return from leave through a PAF.
Info sheet

Right to Work Poster - English

Office of Special Counsel Right to Work posters must be displayed in English and Spanish by participating employers to inform their current and prospective employees of their legal rights and protections.
Employment Poster

Right to Work Poster - Spanish (pdf)

This poster informs employees (in Spanish) that they have a legal right to work, that there are laws to protect employees against discrimination in the workplace.
Employment Poster

Rosalie Lanier Gray KU Staff Assistance Fund (document)

The purpose of the Rosalie Lanier Gray KU Staff Assistance Fund (“Fund”) is to provide appropriate relief to eligible staff of The University of Kansas (“KU”) who experience a qualifying event or emergency.
Policy

Rosalie Lanier Gray KU Staff Assistance Fund Guidelines (pdf)

The Rosalie Lanier Gray KU Staff Assistance Fund (“Fund”) is a public charity funded through the generous donations of faculty and staff of the University of Kansas (“KU”) who are interested in supporting staff of the University who are in financial need due to an unplanned circumstance.
Info sheet

Sample Employment Data Report (pdf)

Info sheet

Sample Immigration Verification (pdf)

Info sheet

Sample Reference Questions (pdf)

Sample reference questions that can be used during the candidate interview process.
Form

Sample Verification of Employment (pdf)

Info sheet

Sample Verification of Income (pdf)

Info sheet

Scheduling a Biometric Screening (pdf)

Info sheet

Screening tool for faculty and staff (excel)

"Instructions: -Complete Applicant Screening section (Blue) for each candidate. -Complete Interview Evaluation section (Green) for each candidate interviewed. -Provide reasoning interviewed candidates were not hired in the last column (Salmon). -Complete yellow section to provide information on candidate(s) selected for hire. -Return Screening Summary to your HR-ROC representatives."
Form

SEHP handout (pdf)

Info sheet

SEHP Q3 Newsletter (pdf)

Info sheet

Self Evaluation Template for GTAs (doc)

Form

Sexual Harassment

To articulate the University's prohibition of sexual harassment.
Policy

Sexual Harassment and Sexual Violence

To outline the procedures for the handling of sexual harassment and sexual violence at the University of Kansas
Policy

Sexual Harassment Policy Brochure (pdf)

Outlines KU's Sexual Harassment Policy.
Brochure

Shared Leave

The Shared Leave Program allows eligible University Support Staff and Unclassified Staff to donate sick and/or vacation leave and eligible faculty to donate sick leave to the Shared Leave Pool. The Shared Leave Pool is available to qualified faculty/staff member(s) who are experiencing a serious, extreme or life threatening illness/injury either personally or of a family member; that do not have enough accrued leave to support the duration of leave required for the medical absence. (The definition of "family member" includes persons related by blood, marriage, adoption or court placement of minors."
Policy

Shared Leave Donation Form (excel)

This form is used by faculty/staff to donate sick and/or vacation leave to a qualified faculty/staff member who is out of leave (or nearly out of leave) and experiencing (or caring for a family member who is experiencing) a serious, extreme or life threatening illness or injury.
Additional instructions

Submit this form to Human Resources by fax to 785-864-5790 or by email to hrdept@ku.edu.

Form

Shared Leave Guide (pdf)

Shared Leave Process and Timelines: A Guide for the Requesting Employee
Other

Shared Leave Request Form (pdf)

Faculty/staff who are out of (or nearly out of) leave and have (or are caring for a family member who has) a serious, extreme, or life-threatening injury or illness use this form to apply for shared leave.
Additional instructions

Submit this form to Human Resources by fax to 785-864-5790 or by email to hrdept@ku.edu.

Form

Sick Leave

pTo describe the eligibility for and circumstances under which paid sick leave may be requested and granted.
Policy

SOK Coverage Termination Notice Updated 05222017 (document)

Info sheet

Staff Job Titles and Salary Ranges by Job Family (pdf)

Staff Job Titles and Salary Ranges by Job Family
Info sheet

Staff Job Titles and Salary Ranges by Salary Range (pdf)

Staff Job Titles and Salary Ranges by Salary Range
Info sheet

Staff Performance Evaluations

To provide requirements for the formal process of evaluating the performance of Unclassified Professional Staff (UPS) and University Support Staff (USS).
Policy

State Employee Health Plan (SEHP) Guidebook (pdf) »

Brochure

State of Kansas Agency Employment Form (pdf)

The purpose of this form is to indicate if you have ever been employed at the University of Kansas of other State of Kansas Agencies.
Form

State of Kansas Employee Oath and University Policy Acknowledgement (pdf)

The purpose of this form is to complete the State of Kansas Oath and to indicate that you have read and agree to follow the specific university policies throughout your employment with KU.
Form

State of Kansas Substance Abuse Policy Affirmation Form (pdf)

Acknowledges that you have read the State of KS Substance Abuse Policy and agree to its provisions throughout your employment.
Form

State of Kansas Tax Clearance Information Form (pdf)

Acknowledges your understanding and expectations to fulfill your responsibility to pay your share of Kansas state taxes.
Form

Student Employee Eligibility Requirements and Appointment Limits

To outline the eligibility criteria and maximum appointment levels for student employment.
Policy

Student Hiring Summary (docx)

• Complete Hiring Summary for all students you are hiring for the position listed and return to your HR ROC representatives. • All other applicants will be marked as “Not Hired” and receive an e-mail notification regarding their application status.
Form

Student Hourly Dismissal Guidance for SSC (document)

Guide for dismissal of student hourlys for SSC
Info sheet

Student Hourly Special Rate Request (doc)

For use when requesting to pay a student hourly employee more than $15/hour.
Additional instructions

Form may be sent to HR by email (hrdept@ku.edu), fax (785-864-5299) or mailed to 103 Carruth-O'Leary Hall.

Form

Student Injury and Sickness Insurance Plan Summary Brochure (pdf)

2016 - 2017 health insurance plan information provided by UnitedHealthcare.
Brochure

Substantial Interest (State of Kansas) Form (web form) »

Statements of Substantial Interest (SSI) must be filed for faculty members with a specific salary threshold or by individuals holding specific job responsibilities as outlined by the policy.
Electronic form

Supervisor Change PAF Process (pdf)

This document describes how to perform a supervisor change through a PAF.
Info sheet

Supervisor Evaluation Form (doc)

This form is used to evaluate supervisors. It contains clear and detailed instructions on how to complete the form and areas to provide comments and feedback.
Form

Supervisor Offboarding Checklist (pdf)

Off-Boarding Guidance for KU Supervisors and Managers who are Processing the Departure of an Employee or Transfer to another position
Job Aid

Supervisor Update Form (excel)

Form

Talent Development: Learning Management System Employee (Faculty & Staff) User Guide (pdf)

KU Talent Development Learning Management module allows staff to explore, view and self-register for courses and curriculum geared toward improvement of performance goals and professional growth. Access the Employee Learning Management system to find and complete assigned courses, view your learning progress and learning history.
Job Aid

Talent Development: Learning Management System Supervisor User Guide (pdf)

Info sheet

Temporary Employment Policy

To provide guidance to hiring departments in the recruitment for temporary unclassified professional staff and University support staff employees.
Policy

Termination PAF Process (pdf)

This document describes how to perform a termination through a PAF.
Info sheet

Time and Absence Training Manual (pdf)

This guide include details on time reporting, time collection, absence management, earnings and leave codes.
Info sheet

Time and Pay Calendar Holidays November 2016 – January 2017 (pdf)

This is notification of early deadlines for Time and Pay necessitated by the holidays in November, December, and January, and State of Kansas payroll file receipt deadlines.
Info sheet

Time Reporting Method Change (pdf)

This document describes how to perform a time reporting method change through a PAF.
Info sheet

Time Reviewer Report (pdf)

The Heads up report is a tool to help track employees' time and absence for a pay period. This report provides you with detailed instructions on navigation and how to run the reports.
Info sheet

Track PAF Progress (pdf)

This document explains how University staff can use ImageNow/WebNow to track the progress of their PAF while in workflow.
Info sheet

Transitional Duty Procedure

Policy

Tuition Assistance Course Change Request Form

Electronic form

Tuition Assistance Electronic Form

Electronic form

Tuition Assistance Policy

To provide criteria for awarding employees tuition assistance to cover tuition costs in the pursuit of educational opportunities for professional growth and development.
Policy

TV, Radio, and Video Production - Job Title Definitions (pdf)

Job Family Description: Creates and develops media programming and provides the technical support for the transmission of these programs.
Other

Unclassified Professional Staff (UPS) Performance Evaluation Appeal Process

To articulate the process for the Unclassified Professional Staff (UPS) Performance Evaluation Appeal​
Policy

Unclassified Professional Staff (UPS) Performance Evaluation Appeal Process (document)

To outline the process used by Unclassified Professional Staff (UPS) to appeal an overall rating of unsatisfactory on a performance evaluation.
Policy

Unclassified Self Assessment Template 1 (doc)

Detailed UPS self assessment template with accomplishments, competency review, strengths and improvements, and improvement plan.
Form

Unclassified Self Assessment Template 2 (doc)

Narrative based template with accomplishments and goals and strengths and improvements for UPS self assessments.
Form

Unclassified Staff Evaluation Template 1 (doc)

Narrative based template for unclassified staff evaluations.
Form

Unclassified Staff Evaluation Template 2 (doc)

Detailed template with instructions and guidelines on how to use the form for unclassified staff evaluations.
Form

Unclassified Staff Evaluation Template 3 (doc)

Detailed UPS self assessment template focusing on University Core Competencies.
Form

Undergraduate Student Position Time Reporting for the Affordable Care Act (ACA)

This chart describes how time is tracked and ACA eligibility is determined for undergraduate students employees.
Info sheet

Unemployment Insurance Poster (pdf) »

Notice to workers about unemployment insurance. Required employment poster provided by the Kansas Department of Labor.
Employment Poster

Uniformed Services Employment and Reemployment Rights Act Poster (USERRA) (pdf) »

Employers are required to provide to persons covered by USERRA a notice of the rights, benefits, and obligations of the employees and employers under USERRA. To do this, employers may post the notice entitled “Your Rights Under USERRA” where employer notices are customarily placed, mail it, or by distributing it via electronic mail. There is no size requirement for the poster version of the notice. Contact: U.S. Department of Labor - Veterans' Employment and Training Service: 1-866-487-2365.
Employment Poster

United Way Online Pledge Form (web form) »

Electronic pledge form provided by the United Way to enroll in automatic payroll deduction.
Electronic form

University Coursework or Programs for Staff

The University of Kansas supports the training and development of its staff to facilitate opportunities for life-long learning, encourage employee productivity, and enhance career development. This policy outlines the criteria for staff participation in university coursework or programs.
Policy

University Coursework or Programs for Staff

The University of Kansas supports the training and development of its staff to facilitate opportunities for life-long learning, encourage employee productivity, and enhance career development. This policy outlines the criteria for staff participation in university coursework or programs.
Policy

University Support Staff (USS) Performance Evaluation Appeal Process (document)

To outline the process used by University Support Staff (USS) to appeal an overall rating of unsatisfactory on a performance evaluation.
Policy

University Support Staff (USS) Performance Evaluations

To articulate the process for University Support Staff (USS) Performance Evaluations​
Policy

UPS and Fiscal Year Faculty Payroll Period Worksheet (excel)

Other

US DOL Fact Sheet #17B: Exemption for Executive Employees Under the Fair Labor Standards Act (pdf) »

This fact sheet provides general information on the executive exemption from minimum wage and overtime pay provided by Section 13(a)(1) of the Fair Labor Standards Act as defined by Regulations, 29 CFR Part 541.
Info sheet

US DOL Fact Sheet #17C: Exemption for Administrative Employees Under the Fair Labor Standards Act (pdf) »

This fact sheet provides general information on the administrative exemption from minimum wage and overtime pay provided by Section 13(a)(1) of the Fair Labor Standards Act as defined by Regulations, 29 CFR Part 541.
Info sheet

US DOL Fact Sheet #17D: Exemption for Professional Employees Under the Fair Labor Standards Act (pdf) »

This fact sheet provides general information on the professional exemption from minimum wage and overtime pay provided by Section 13(a)(1) of the Fair Labor Standards Act as defined by Regulations, 29 CFR Part 541.
Info sheet

Vacation Leave

To describe the eligibility for and circumstances under which paid vacation leave may be requested, granted, accrued, and paid out upon separation.
Policy

Voluntary Leave Without Pay Request Form (pdf)

Submit this form to your supervisor to begin the voluntary leave without pay request process.
Additional instructions

Submit this form to Human Resources by fax to 785-864-5790 or by email to hrdept@ku.edu.

Form

Voluntary Leave Without Pay with Benefits

The University of Kansas offers a voluntary leave without pay with benefits program which allows an employee in a regular position to request leave without pay and retain health insurance coverage during the absence. Voluntary leave without pay with benefits may be approved during a period of reduced unit activity or for personal circumstances.
Policy

Voluntary Leave Without Pay with Benefits optional worksheet (excel) (document)

Form

Voluntary Retirement Plan - 403(b) Funds Access Form (pdf)

Complete this form if a triggering event has occurred, and you need to request access to your 403(b) funds and you are NOT able to access your account using planwithease.com.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Voluntary Retirement Plan - Pre-tax Salary Reduction Authorization Form (pdf)

Form used to authorize KU to reduce your salary for pre-tax contributions to the Voluntary Retirement Plan.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Voluntary Retirement Plan - Roth After-tax Salary Reduction Authorization Form (pdf)

Form used to authorize KU to reduce your salary for after-tax contributions to the Voluntary Retirement Plan.
Additional instructions

Submit the completed form to the Benefits office using one of the following methods:

  • Fax the form to 785-864-5200.
  • Send it by campus mail to “Human Resources – Benefits”.
Form

Voluntary Self Identification of Disability (pdf)

This form is voluntary to disclose disability status. A glossary of terms used on this form is available here.
Form

Volunteer Form (pdf)

This form is to provide information to HRM to authenticate volunteer status.
Form

Voting Policy

The University encourages all faculty and staff to vote and allows flexibility to address required travel to polling places. ​
Policy

W-4 - Federal Withholding Authorization (pdf)

Identifies the number of personal withholding allowances for year-end federal tax calculations. Please note – specific instructions for international employees may apply.
Form

WC-9 Injured Employee's Report of Injury (pdf)

Form

Welcome to KU Brochure (pdf)

Brochure

Workers Compensation Posting Notice - Injuries on or after April 25, 2013 (pdf) »

Required Workers Compensation notice. This notice applies to injuries occuring ON OR AFTER April 25, 2013. Provided by the State Self Insurance Fund and Kansas Department of Labor.
Employment Poster

Workers Compensation Posting Notice - Injuries on or after May 15, 2011, and before April 25, 2013 (pdf) »

Required Workers Compensation notice. This notice applies to injuries occuring ON OR AFTER May 15, 2011 and BEFORE April 25, 2013. Provided by the State Self Insurance Fund and Kansas Department of Labor.
Employment Poster

Workers' Compensation

To outline the parameters for coverage under the Workers' Compensation Act.
Policy

Workplace Accommodation Procedures

To articulate the procedures for Workplace Accommodation.
Policy

Workplace Violence Policy

This policy outlines the University of Kansas’ commitment to providing to employees, students, and visitors a safe and secure environment that is free from threats and violence and to preventing, deterring, and responding appropriately to acts of violence.​
Policy

Written Reprimand for 1290PE Covered Employees (pdf)

Form used by supervisors to document a written reprimand for 1290PE covered employees.
Form

Your Future, Your Choice Retirement Plan (pdf) (document)

This brochure explains the available retirement investment options to help you make an informed decision that is best for your situation.
Brochure

Need Help? Ask Us!
JavaScript disabled or chat unavailable.
Search for HRM Policies
 

Visit the Policy Office for more information.

HRM Calendars
Coming Soon
Coming Soon
KU Today