Empowering a Community of Excellence

Documents & Forms

Document Type

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 (pdf)

2013 Architectural Barriers Committee annual progress report.
Other

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 B (pdf)

2013 Architectural Barriers Committee annual progress report - appendix item B: transition plan for academic facilities.
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

2014 Annual Desk Calendar (pdf)

A printable version of HRM's 2014 calendar.
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

2015 Annual Desk Calendar (pdf)

A printable version of HRM's 2015 calendar.
Other

2015 Health Benefits Booklet (online document)

Information booklet about the State Employee Health Plan, including rate charts for plan year 2015.
Brochure

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

ACA Eligible Staff Comparison Chart (pdf)

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

ACA Town Hall Meeting Presentation for Graduate Students (pdf)

This presentation was provided at three town hall meetings for graduate students in late August 2014.
Other

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

ADA Maintenance Guidelines for FS Employees (pdf)

Covers guidelines for maintaining accessible elements in KU's facilities to ensure compliance with 2010 ADA standards.
Other

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

Advance Prescription Drug Purchase (pdf) »

Form

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

Individuals associated with the University often provide specific services to the University voluntarily and without compensation. Those individuals are recognized by the University for their services as either affiliates or volunteers.
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

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

Appointments

Policy

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 - Spring 2015 (pdf)

Other

Bereavement Leave

To describe the circumstances under which paid bereavement leave may be granted to faculty and staff
Policy

Biometric Time Collection Device Information Sheet (pdf)

This is the information sheet for the biometric time colleciton device describing its locations, and functionality for IN, OUT, BALANCES, TEMP OUT, LEAVE REQ STATUS.
Info sheet

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

Business Travel Insurance Certificate (pdf)

The insurance certificate for KU's Business Travel Policy provided by CIGNA.
Other

Business Travel Insurance Summary of Benefits (pdf)

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

Campus Mailing List Request (webform)

Electronic form

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

Policy

Class Observation Template for GTAs (doc)

Form

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

Concurent (Rehire) (pdf)

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

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

DEA Lab-Criminal Conviction Checks for Faculty, Staff & Students Having Access to DEA Registered Laboratories

Policy

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

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

Disclosure Form for Persons with Disabilities (pdf)

This form is to voluntarily identify yourself as disabled, a veteran with a disability, special disabled veteran or if an accommodation is being requested
Form

Discretionary Day

Policy

Donor Leave for Blood, Organ, Tissue and Bone Marrow

Policy

Emergency Travel Assistance Secure Travel Brochure and ID Card (pdf)

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

Emergency Travel Assistance Services Secure Travel Agreement (pdf)

Secure Travel Agreement document that details Emergency Travel Assistance Services provided by CIGNA.
Other

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 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 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

Employee Recognition

Policy

Employee Services Agreement [between the University of Kansas and the University of Kansas Center for Research, Inc.]

Policy

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 Poster - Kansas Human Rights Commission (pdf) »

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

ER-20A: Report of Employee Guidance/Counseling for University Support Staff (pdf)

Form

ER-20B: Report of Employee Misconduct for University Support Staff (pdf)

Form

EXHIBIT A: Employee Acknowledgment and Agreement [Employee Services Agreement between the University of Kansas Center for Research, Inc., and the University of Kansas]

Policy

Faculty Payroll Period Worksheet (xls)

Payroll period worksheet for faculty.
Other

Fair Labor Standards Act (FLSA)

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 & Medical Leave Act (FMLA) Poster (pdf) »

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

Family and Medical Leave Act (FMLA)

Family Medical Leave Act of 1993 Purpose: to balance the demands of the workplace with the needs of families, to promote the stability and economic security of families, and to promote national interests in preserving family integrity; to entitle employees to take reasonable leave for medical reasons, for the birth or adoption of a child, and for the care of a child, spouse, or parent who has a serious health condition; to accomplish the purposes described in paragraphs (1) and (2) in a manner that accommodates the legitimate interests of employers; to accomplish the purposes described in paragraphs (1) and (2) in a manner that, consistent with the Equal Protection Clause of the Fourteenth Amendment, minimizes the potential for employment discrimination on the basis of sex by ensuring generally that leave is available for eligible medical reasons (including maternity-related disability) and for compelling family reasons, on a gender-neutral basis; and to promote the goal of equal employment opportunity for women and men, pursuant to such clause.
Policy

Flex Time Agreement Form (doc)

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

Flexible Spending Claim Form (doc) »

Paper FSA reimbursement claim form.
Additional instructions

To submit the completed form, please follow the submission instructions provided at the bottom of the form.

Form

FLSA and Travel Time Guidelines for Non-Exempt Employees and Families (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

FrontierMEDEX Account Creation Instructions (doc)

This is a instructions sheet on how to create an account with FrontierMEDEX.
Info sheet

FrontierMEDEX ID Card (pdf)

This is the FrontierMEDEX ID card that you should carry when traveling.
Info sheet

FrontierMEDEX Political and Natural Disasters Brochure (pdf)

Political and Natural Disasters briefing that provides more information about natural disaster and political risk evacuation coverage provided by FrontierMEDEX.
Other

FrontierMEDEX Security Service Brochure (pdf)

Security Service brochure that provides more information about FrontierMEDEX's Security Service Assistance Program.
Info sheet

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 and 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 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

GTA Memorandum of Agreement (pdf)

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

Health Care Selection Form (TEFRA) (pdf) »

Form

Health Insurance Common Law Marriage Affidavit (pdf) »

Form to request consideration for registering a common law spouse as a dependant for SEHP coverage under a common law marriage relationship.
Additional instructions

Please return this completed form to the Benefits office by fax at 785-864-5200 or by campus mail addressed to "Human Resources - Benefits Office".

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 KU Benefits staff will have the Form submitted to the SEHP.
Form

HealthQuest Account Registration Instructions (pdf) »

Step by step instructions to create a HealthQuest account and GET STARTED EARNING CREDITS!
Info sheet

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 Password Recovery Instructions (pdf) »

Instructions on how to reset your password on the HealthQuest Wellness Portal.
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 Policy

To inform University staff and faculty of Holiday-related policies.
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 Delegate Transactions (pdf)

This document outlines how to create a delegation requests.
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 Request An Absence (pdf)

This document outlines how to request an absence and view your absence history in HR/Pay.
Info sheet

How to Request Compensatory Time Payout (pdf)

This document provides you information on how to request for an absence on behalf of your employee’s with details on hour thresholds and guidelines.
Info sheet

How to Review Absence Transactions (pdf)

This document details how to view absence history and review absence transactions for your 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 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 n HR/Pay which include Job, Position and, Department budget tables and other important functionalities.
Info sheet

HR/Pay Self Service Training Presentation (pdf)

This presentation discusses employee's responsiblities within HR/Pay, What can employees do in Employee Self Service, Employee Type and associated time and labor recording methods and other important information.
Info sheet

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

Inclement Weather Time Reporting Guidelines (pdf)

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

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

Investment Agreement for KBOR Mandatory Retirement Plan (pdf)

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

Jury / Witness 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 University Police Officers Association Memorandum of Agreement (pdf)

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

KBOR LTD - Information Sheet (pdf) »

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

KBOR Retirement - Investment Agreement for the Mandatory 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

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 (ppt)

This diagram explains the relationships between position data, budget and encumbrance, personal data, job data and employment data 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 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 (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

KUTEA Optional Group Life Insurance Brochure (pdf)

Brochure that provides information and rates for the KUTEA Optional Group Life Insurance program.
Brochure

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

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. These policies and procedures do not supersede any agreement specified by memoranda of agreement. (Memoranda of agreement are located on Human Resources and Equal Opportunity website: http://www.hreo.ku.edu/policies_procedures/category_details/44 )
Policy

Leave Advancement Policy

Some employees may feel compelled to come to work while possibly infected with H1N1 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. The University will determine which viruses or contagious conditions qualify for advanced leave based on information provided by the Centers for Disease Control and Prevention.
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

Life Insurance Portability Form / Information (pdf) »

Form

Limited Retirement Health Care Bridge Policy

To provide a management tool that enables KU to assist unclassified employees (faculty, unclassified professional and university support staff) who desire to retire before they become eligible to qualify for Medicare by contributing to the cost of the employee’s health care coverage with a lump sum payment at retirement.
Policy

Manager Evaluation (doc)

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

Manager self service - General Guidelines for Time & Absence (pdf)

This document outlines general guidelines on how to report time & absence
Info sheet

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 ROC/SSC contact in a confidential envelope.
Form

Military Leave

Policy

Navigation for Training Supervisor (excel)

Info sheet

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

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

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

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 Rating Appeals Form for USS (pdf)

Form used by permanent 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 Year 2014 Open Enrollment Presentation (ppt)

Other

Plan Year 2015 Open Enrollment Meetings (pdf) »

Schedule of open enrollment meetings for any state employee to attend sorted by city.
Info sheet

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

Recognition Programs & Awards

To provide acknowledgement to University of Kansas employees and employees at participating affiliated corporations for their years of service to the University and State of Kansas and to recognize exceptional employees for work performed.
Policy

Recruitment Guidelines for Faculty and Academic Staff (pdf)

Guidelines compiled to assist in conducting searches for faculty and academic staff positions.
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

Policy

Reductions in Salary of Exempt Employees

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

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

Sample Reference Questions (pdf)

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

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

Self Evaluation Template for GTAs (doc)

Form

Sexual Harassment Policy Brochure (pdf)

Outlines KU's Sexual Harassment Policy.
Brochure

Shared Leave

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 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

Policy

Snow Removal Guidelines for Facilities Services Employees (pdf)

Provides guidelines for making KU's campus accessible during winter conditions.
Other

Staff Fellows Program Application Form (webform)

Online application for the Staff Fellows Program. The application asks for basic information about you, such as years of employment at KU, current department, etc., and it will prompt you to answer several short essay questions. The essay questions will focus on your career goals, interest in the program, suitability to the program, and overall project interest. You must also upload a copy of your supervisor's letter of endorsement in the online form. It is strongly recommended that you have this letter ready to upload when you begin the application process, as the application will not be considered complete without it.
Form

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 Acknowledgement of the Intellectual Property Policy (pdf)

The purpose of this form is to indicate that you have read and agree to the terms noted in State of Kansas Employee Oath and Intellectual Property Policy throughout your employment.
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 Consent for Inspection and/or Release of INS Form I-9 (pdf)

Release form to allow inspection of the I-9 by USCIS, DoL and/or Homeland Security.
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 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 Brochure (pdf)

2014-2015 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 (pdf)

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

Tax Clearance

Policy

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 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 Application - Electronic Form (webform)

Electronic form to be used to apply for tuition assistance benefits.
Electronic form

Tuition Assistance Application - Paper Form (pdf)

Paper form to be used to apply for tuition assistance benefits.
Additional instructions

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

Form

Tuition Assistance Policy

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

Unclassified Professional Staff (UPS) Performance Evaluation Appeal Process

Policy

Unclassified Professional Staff Performance Evaluations

Policy

Unclassified Self Assessment Template 1 (xls)

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

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 Policy Acknowledgement Form (pdf)

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

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

USS Handbook (pdf)

Handbook for USS employees.
Other

Vacation Leave

p
Policy

Verbal Warning Form (pdf)

A verbal warning is considered an optional informal disciplinary step and requires the use of the Verbal Warning form, a copy of which must be presented to the employee. This form can also be used for non-1290 PE employees.
Form

Voluntary Leave Without Pay

Policy

Voluntary Leave Without Pay Request Form (xls)

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 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

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

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

Working With Students With Disabilities (pdf)

Guidelines for providing academic accommodations for students with disabilities.
Other

Workplace Violence Policy

Policy

Written Reprimand for 1290PE Covered Employees (pdf)

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

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