| Hire New | A new employee is a person who has NEVER worked for OSU. (Exception: a classified employee returning to OSU after a 2-year break in service with OSU is a new hire.) |
| Add Secondary | Using this task ADDS a new job (new position number) to a current OSU faculty member. A current OSU faculty member is an employee who has worked Spring Term in a 9-month position and is expected to return in the fall to the same or similar position. The total monthly appointment percent for all current jobs plus this new one cannot exceed 100%. If the current OSU faculty member has held this job before (i.e. taught last summer in this position), do not use this task. Use the reappointment task instead. |
| Reappoint | A person is returning to a position previously held after a break in service in that position (same position number.) |
| Rehire | The person you plan to hire has held a job at OSU (or is currently holding a job at OSU that is ending) and is starting a different job (different position number.) There may or may not be a break in service with OSU. |
Dean/Vice President or Designee
This request must be approved at the Dean or Vice President level. The Office of the Provost maintains the list of authorized delegated signature authorities. The individual signing as Dean or Vice President must be named on this list: OSU Delegated Signature Authority List.
If your Dean requires authorization from another person in his/her unit, have this person sign and date the form in the space just above the Approvals/Signatures section.
Items to Attach to this Form (Summer Original only) |
Hire New |
Add Secondary |
Reappoint |
Rehire |
| Personal Demographic Form | Y |
Y1 |
Y1 |
|
| I-9 (original document) plus supporting materials | Y |
Y1 |
Y1 |
|
| W-4 form | Y |
|
Y5 |
Y5 |
| Direct Deposit Authorization | Y |
|
Y2 |
Y |
| Copy of the employee-signed letter of offer | Y |
Y |
Y |
Y |
| Resume or vita | Y |
Y4 |
Y4 |
|
| Pre-approved letter of justification | Y3 |
Y3 |
||
| Labor distribution form (only if additional space was necessary) | M |
M |
M |
M |
| Screening reasons | Y4 |
Y4 |
||
| Letter of explanation | Y4 |
Y4 |
||
| Non-resident aliens: |
|
|
||
Nonresident Alien Tax Status form |
Y |
|
Y2 |
Y2 |
I-94 departure record (front and back) |
Y |
|
Y2 |
Y2 |
F-1 visa holders: I-20 form |
Y |
|
Y2 |
Y2 |
J-1 visa holders: DS-2019 Certification of Eligibility for Exchange Visitor and an Employment Authorization Letter from International Student and Faculty Services. |
Y |
|
Y2 |
Y2 |
1Complete new I-9 if rehire/recall date is one year from the employee's termination date OR three years from the employee's original hire date and I-9 does not exist in Nolij OR the I-9 has expired, OR the employee is a returning retiree. (a person who has received, or is currently receiving, retirement pension payments from PERS or the ORP) OR the employee has accepted a new position requiring a higher degree than what is currently documented in Banner.
2If there is a break in service.
3If total summer wages are expected to exceed 2.5/9 of spring term 9-month annual salary. (The form is submitted for reappointments only if there is no break in service.)
4If the appointee has never been appointed as an instructor through a search (or waiver of search) and the appointment is greater than two weeks.
5Required only when the rehire has had a break in service of >1 year.
Please send to the Human Resources staff in your Business Center.
Please encourage employees to see the University's new employee web site at New Employee Resources for more information about OSU.
Non-resident aliens from countries with tax treaties with the United States: if desired, these employees may request the "8233 tax treaty form" from the Payroll Office. You may wish to suggest this to your new employee.
Revised 04/12/2016
