University Student Apartments Personnel Forms
All Hire and Termination forms to be filled out by a supervisor are set up to be filled out online. Your TAB key will navigate through the fields.
To see Student Apartments' assigned contacts at Human Resources (& Payroll) click here.
Applications/Posting Paperwork:
Job requisition forms should be submitted online. You will be prompted to log in using your Campus Information System Unid and password. Director approval is REQUIRED on all jobs posted from Student Apartments. Please be sure to fill in the Director information questions near the end of the form.
Click here for a University Student Apartments Application (for part time or temp positions)
Any position available at Student Apartments can be posted on the Student Apartments website. If you would like a job posted email Karen with the job description.
Hiring
Following interviews, selection of new employee (nonselection letter), and salary computations have been made turn completed paperwork below in to Karen . Do not fax any of these forms to HR! Please double check all paperwork before handing in and check for all required signatures.
If you would like Karen to fill out the I-9 information please call 581-4218 to make an appointment for the employee to bring in their documents.
Benefited Employee: |
Non-Benefited Employee: |
After new employee shows up in Kronos:
Benefited position:
1. Call Karen 581-4218 to set up an online orientation time.
2. Send employee to get Ucard if they don't have one already. Send a copy of the Ucard to Karen by mail or fax.
3. If not done previously, call Chris 581-5622 to set up appointment to get the new employee's picture taken for their USA ID card.
4. If applicable - Call Brian to arrange for keys to be assigned, uniforms ordered and lockers assigned.
5. If applicable - Call Mark to set up alarm codes.
6. Make sure Employee Handbook is delivered and Acknowledgement form signed.
Non-benefited position:
1. Send new employee to get their Ucard if they don't have one already. Send a copy of the Ucard to Karen by mail or fax.
2. If not done previously, call Chris 581-5622 to set up appointment to get the new employee's picture taken for their USA ID card.
3. Make sure Employee Handbook is delivered.
Please Remember:
Do not make copies of the I-9 documents unless you fill out the employer's section of the I-9. If you would like Karen to fill out the I-9 paperwork please call 581-4218 and make an appointment for the employee to deliver the paperwork below along with his/her original I-9 documents. The I-9 certification must be filled out and signed within 3 days of the employee's start date.
A new employee's start date is the first day actually worked at Student Apartments! Offer letters should never contain a start date that is not the employee's actual first day of work.
Any new hire paperwork received by the Payroll Reporter 5 business days or less before the end of the pay period will not processed until the following pay perod and the employee will not receive a paycheck until the payday for the following pay period.
It is illegal for us to tell the new employee which documents to bring us for I-9 certification. If they ask for help we can go through the list of acceptable documents with them but we cannot specify which ones to bring in.
Termination:
1. Supervisors should fill out the Termination Form and get the proper signatures. Turn in to the Payroll Reporter when completed.
2. Request that the employee:
3. A University Exit Survey should be given to all terminating benefited employees. The last page of the Exit Survey is an instruction page for supervisors.
4. The following page might also be helpful to terminating benefited employees: http://www.hr.utah.edu/forms/lib/SeparationInfoSheet.pdf
Workers Comp:
1. First Report of Injury Form - It is the manager's responsibility to submit a completed First Report of Injury form to the Payroll Reporter within 24 hours of the injury.
2. Do not fill in anything in the "General" or "Carrier" sections - begin with the "Employee" section.
3. Skip anything you do not know.
4. Give employee the Information page found at: http://www.hr.utah.edu/ben/summ/standard/wcerc.php
5. Any time lost as a result of a Worker’s Comp injury/illness will be charged to the employee’s sick leave. This includes any time spent receiving initial medical treatment. Employees should always swipe out on the time clock whenever they leave Student Apartments property for any non-work related activity.
6. We cannot require that an employee go to the doctor for a Worker's Comp injury. However, if the employee misses any time for the injury Student Apartments requires the employee to bring in a doctor's note releasing him/her to FULL DUTY.
7. LET PAYROLL REPORTER KNOW IF THE EMPLOYEE MISSES ANY TIME FOR THE INJURY.
Family Medical Leave Act (FMLA)
Any time an employee misses work for 3 days or more due to their own serious health issue or the serious health issue of a family member or due to the birth or adoption of a child please notify Karen so we can begin the FMLA paperwork process.
Information about and forms for FMLA can be found at http://www.hr.utah.edu/ben/summ/standard/fmla.php
Domestic Partner
This form is to be used to document an employee's domestic partner eligibility: Domestic Partner Form