Human Resources

Form Name	Format	Form Information	Required Signatures
A
Acknowledgment of Resignation	See "Resignation Acknowledgement"
Add a Person (POI) Worksheet		PBS Form. Also referred to as the Person of Interest Worksheet. This form is used for UCCS Affiliates who do not have a job record in the Human Resource Management System.	Person of Interest
Additional Federal/State Tax Withholding Request		PBS Form. Use this form to request a whole dollar amount to be withheld in addition to the amount of withholding based on marital status and withholding allowances claimed on Form W-4.	Employee
Additional Pay Form (Formerly One Time Payment)		PBS Form. This form is completed by the department/unit to obtain approval for additional pay due to an employee that is not a component of the employee’s ongoing salary amount. UCCS Additional Earnings Guide	Requestor, Dean, Chancellor or Vice Chancellor, Sponsored Programs (if applicable)
Additional Pay Pre-Approval Form		This form is used to obtain pre-approval for faculty additional payment beyond approved academic year salary. This form must be attached to the Additional Payment Form each time the payment is requested. This form must be attached to the PAF. Please refer to the HR Compensation Principles for Faculty, UCCS Policy 300-016.	Employee, Sponsoring Dean, Home Dept. Chair/Director, Home Dept. Dean, (If applicable: Provost, Sponsored Programs, Chancellor)
Additional Renumeration, Application for Approval of	See "Application for Approval of Additional Renumeration"
Address/Phone/E-mail Change		PBS Form for Active Employees	Employee, HR
Affirmation of Legal Work Status	See "I-9, Accompanying Affirmation of Legal Work Status"
Annual Leave Contribution Record (Page 5)		Please refer to the Leave Sharing Policy for Classified and Exempt Professional/Faculty.	Employee, HR
Annual Performance Rating - Exempt Professionals		For Officers and Exempt Professional employees. Please refer to the Administrative Policy Statement and the Exempt Professional Plan and Evaluation Form.	Employee, Rater/Supervisor
Annual Performance Rating - Faculty		For Faculty. Please refer to the Administrative Policy Statement and Calendars for Due Dates.	Supervisor, Employee
Appeal/Dispute Form and Instructions, State Personnel	See "Colorado State Personnel System Consolidated Appeal/Dispute Form"
Application for Approval of Additional Remuneration		Faculty must complete this form if they engage in employment or activities in addition to their regular university appointment.	Employee, Chair, Dean, Chancellor
Application for Use of Transferred Leave (Pages 3 & 4)		Please refer to the Leave Sharing Policy for Classified and Exempt Professional/Faculty.	Employee, Supervisor, Appointing Authority, HR, Chancellor
Appointment Checklist For Faculty Records	See "Checklist - Appointment (Faculty Records)"
B
Background Check Form Background Check Form - Sex Offender Check Only		Please refer to the Background Check Policy. Once this form has been completed and fully signed, contact Claudia Ryan in Public Safety for processing.	Candidate, Appointing Authority
Benefits Forms		Benefits forms are processed by Payroll and Benefit Services.	NA
Budget Position Authorization Form - Classified and Exempt Professional Staff			Initiator, Dean/Director, Budget, Sponsored Prorams (if necessary), Vice Chancellor
Budget Position Authorization Form - Faculty			Initiator, Dean/Director, Budget, Sponsored Prorams (if necessary), Vice Chancellor
C
Check-In Form, New Employee	See "New Employee Check-In Form"
Check-Out Form		Please refer to the Check-Out Policy, UCCS Policy 300-014. This form is to be used in conjunction with the Clearing Form.	Employee, Supervisor
Checklist - Appointment (Faculty Records)		For Faculty Appointments. Also see the Checklist - Process to Fill a Faculty Position and The Search Process for more information	N/A
Checklist - Hiring With Tenure		Please see The Search Process for more information.	N/A
Checklist - Hiring Research Faculty		Please see The Search Process for more information.	N/A
Checklist - Process to Fill a Faculty Position		Please see The Search Process for more information. Also see the Checklist - Appointment (Faculty Records)	N/A
Checklist - Process to Fill an Exempt Professional Position		Please see The Search Process for more information.	N/A
Checklist - Search Committees		Please see The Search Process for more information	N/A
Classified Staff - Letter of Offer - 6 Month Temporary	See "Letter of Offer - Classified Staff - 6 Month Temporary"
Classified Staff - Letter of Offer - New Hire	See "Letter of Offer - Classified Staff - New Hire"
Classified Staff - Letter of Offer - Reallocation	See "Letter of Offer - Classified Staff - New Hire"
Classified Staff to Exempt Professional Waiver		Employee agreement to willingly and voluntarily move to a position that is exempted from the State Personnel System.	Employee
Clearing Form		Please refer to the Check-Out Policy, UCCS Policy 300-014. This form is to be used in conjunction with the Check-Out Form.	Multiple Departments
Compensatory Time Agreement	See "Overtime Basics with Compensatory Time Agreement"
Colorado State Personnel System Consolidated Appeal/Dispute Form		Provided to employees and/or job applicants who are filing appeals or disputes with the State Personnel Board or State Personnel Director.	Employee/Job Applicant
Contract Pay Worksheet		PBS Form	N/A
D
Direct Deposit Form & Instructions		PBS Form. Direct-deposit of net wages is mandatory for all University employees. (There are exemption provisions in the policy statement for employees who are unable to have a bank account.) Funds are deposited and available in employee bank accounts on payday(s). Payroll - Mandatory Direct Deposit (Administrative Policy Statement)	Employee, Account Holder (if other than the employee)
Direct Deposit Exemption Form		PBS Form. Before completing this form, please refer to the Payroll - Mandatory Direct Deposit (Administrative Policy Statement) This form MUST be signed by the Campus Controller.	Employee, Supervisor, Campus Controller
E
Emergency Contact Worksheet		PBS Form. Each employee must choose one primary emergency contact. Multiple emergency contacts may be submitted	N/A
Employee Work Record (EWR) - Biweekly		For 6-month temporary workers.	Employee, Supervisor
Employee Work Record (EWR) - Fiscal Year		Form must be completed and signed by the employee and supervisor at the beginning of each month for work/leave taken the previous month.	Employee, Supervisor
Employee Work Record (EWR) - Monthly		A new form must be completed and signed by the employee and supervisor at the beginning of each month for work/leave taken the previous month.	Employee, Supervisor
Exempt Professional - Job Description Template	See "Job Description Template - Exempt Professional"
Exempt Professional - Letter of Offer - New Hire	See "Letter of Offer - Exempt Professional - New Hire"
Exempt Professional - Letter of Offer - Addendum	See "Letter of Offer - Exempt Professional - Addendum"
Exempt Professional - Letter of Offer - Tenured Faculty	See "Letter of Offer - Exempt Professional - Tenured Faculty"
Exempt Professional Annual Performance Rating Form	See "Annual Performance Rating - Exempt Professionals"
Exempt Professional Plan & Evaluation Form (PESA Evaluation)		Supporting document used in the evaluation process and as a justification for the rating.	N/A - See the Annual Performance Rating - Exempt Professionals
Exempt Professional Leave Record	See "Leave Record Form for Officers, Exempt Professionals and Faculty on Twelve-Month Appointments"
Exemption from Direct Deposit	See "Direct Deposit Exemption Form"
F
Faculty - Letter of Offer - Addendum	See "Letter of Offer - Faculty - Addendum"
Faculty - Letter of Offer - Adjoint	See "Letter of Offer - Faculty - Adjoint (Memorandums)"
Faculty - Letter of Offer - Adjunct	See "Letter of Offer - Faculty - Adjunct"
Faculty - Letter of Offer - Administrative	See "Letter of Offer - Faculty - Administrative"
Faculty - Letter of Offer - Department Chair	See "Letter of Offer - Faculty - Department Chair"
Faculty - Letter of Offer - Instructor	See "Letter of Offer - Faculty - Instructor"
Faculty - Letter of Offer - Lecturer	See "Letter of Offer - Faculty - Lecturer"
Faculty - Letter of Offer - Professional Research Assistant (PRA)	See "Letter of Offer - Faculty - Professional Research Assistant (PRA)"
Faculty - Letter of Offer - Research	See "Letter of Offer - Faculty - Research"
Faculty - Letter of Offer - Tenure Track	See "Letter of Offer - Faculty - Tenure Track"
Faculty - Letter of Offer - Tenured	See "Letter of Offer - Faculty - Tenured"
Faculty - Letter of Offer - Visiting	See "Letter of Offer - Faculty - Visiting"
Faculty Election to Defer Receipt of Salary Payment		PBS Form. Election to Receive Salary Payment Over 12 Months.	Employee
Faculty Oath		All new faculty members are required to submit a notarized Faculty Oath form at the time of their hire.	Employee, Notary Public
Faculty Professional Plan		Faculty Professional Plans should be included in the post tenure review dossiers. The Professional Plan is designed to communicate the faculty member’s teaching, research/creative work, and service goals and to relate those goals to the needs of the primary unit. Please refer to UCCS Policy 200-016 and the Post-Tenure Review Administrative Policy Statement.	Employee, Authorized Primary Unit Signature (Chair/Dean/Director), School or College Offical
FMLA (Family Medical Leave Act) - Forms		Contact Lisa Callaway in HR for Forms.	Varies by Form
G
Grievance Form - Classified Staff (Page 2)		Please refer to the Grievance Procedure and Flowchart.	Grievant
H
Hiring Faculty Checklist	See "Checklist - Process to Fill a Faculty Position"
Hiring Exempt Professionals Checklist	See "Checklist - Process to Fill an Exempt Professional Position"
Hiring Research Faculty Checklist	See "Checklist - Hiring Research Faculty"
Hiring with Tenure Checklist	See "Checklist - Hiring With Tenure"
HRMS Discontinue Access Form		UMS Form. Completed and signed electronically by employee's supervisor.	Supervisor, HRMS Coordinator, Finance System Coordinator (if applicable)
HRMS Specialized Access Request Form		UMS Form. Completed if additional/specialized roles are needed.	Employee, Supervisor, HRMS Coordinator
HRMS System Access Requst Form		UMS Form. This form must be completed, approved by your supervisor and submitted to HR. Please ensure training has been completed before submitting the form for approval.	Employee, Supervisor, HRMS Coordinator
I
I-9 Form		Please refer to the Employment Eligibility Procedures for UCCS and the Immigration Reform & Control Act (UCCS Policy 300-100). This form must be fully completed at Human Resources within three working days at the beginning of employment. Failure to do so will result in termination.	Employee, HR
I-9, Accompanying Affirmation of Legal Work Status		Please refer to the Employment Eligibility Procedures for UCCS and the Immigration Reform & Control Act (UCCS Policy 300-100). This form must be fully completed at Human Resources within three working days at the beginning of employment. Failure to do so will result in termination.	HR
J
Job Description Template - Exempt Professional Instructions		Please refer to UCCS Policy 300-011 and Checklist when completing this document. The completed document must be submitted electronically to Cindy Corwin.	Human Resources, Dean/Director, Vice Chancellor, Chancellor
Jobs at CU - Security Access Form		Access to Jobs at CU is provided to University of Colorado personnel who support recruitments within their departments. Department Recruiting Liaisons, DRLs, must complete the online tutorial and the Fiscal Code of Ethics course. More information can be found at the main Jobs at CU page.	User, Supervisor, HRMS Coordinator
Job Posting Template		For Faculty and Exempt Professional positions.	N/A
Justification for Mid-Year Adjustment for Officers and Exempt Professionals		Form is located on Pages 7 & 8. Please refer to the Policy (same link) for further information.	Requestor, Assoc Vice Chancellor, Vice Chancellor, Chancellor
K
None
L
Leave Record Form - Officers, Exempt Professional and 12 month Faculty		Each supervisor is responsible for maintaining accurate and complete vacation and sick leave records for personnel within his/her department or unit.	Supervisor, Employee
Leave Reporting Roster (LRR)		Used to report leave every month for Classified and Exempt Professionals. This form is submitted by e-mail to HR in accordance with Payroll Due Dates.	Department Approver
Leave Sharing Forms		Please refer to the Leave Sharing Policy for Classified and Exempt Professional/Faculty.	Employee, Supervisor, Appointing Authority, HR, Chancellor
Leave/Absence Request and Authorization, State of Colorado	See "State of Colorado Leave/Absence Request and Authorization"
Letter of Offer - Classified Staff - 6 Month Temporary		Sample job offer letter to a temporary employee (6 Month Maximum). HR receives the original, the Department keeps a copy and the employee gets a copy. Please attach the Job Description and SSA-1945 Form.	Supervisor, Employee
Letter of Offer - Classified Staff - New Hire		Sample job offer letter to a new classified employees. Please attach the PDQ and SSA-1945 Form. HR receives the original, the Department keeps a copy and the employee gets a copy.	Supervisor, Employee
Letter of Offer - Classified Staff - Reallocation		Sample job offer letter to a reallocated classified employees. HR receives the original, the Department keeps a copy and the employee gets a copy. Please attach the PDQ.	Supervisor, Employee
Letter of Offer - Exempt Professional - New Hire		Please refer to the Checklist - Process to Hire an Exempt Professional.	Dean/Director, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Exempt Professional - Addendum		Revise for a particular change to regular Exempt Professional job.	Appointing Authority, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Exempt Professional - Tenured Faculty		Use for Exempt Professional appointments that include a faculty appointment with tenure (Vice Chancellor, Dean, Associate Dean, etc.) Appointments with Tenure must include a separate statement from the Dean. Please see the Checklist - Hiring With Tenure.	Dean, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Addendum		Addendum to Original Letters of Offer for Non-Tenured, Non-Tenure Track and Exempt Positions	Appointing Authority/Dean, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Adjoint (Memorandums)			Chancellor
Letter of Offer - Faculty - Adjunct			Dean, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Administrative			Dean, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Department Chair			Dean, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Instructor		Used for both Instructors and Senior Instructors.	Chair, Dean, Vice-Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Instructor - Intent to Continue (New Template)		Used for both Instructors and Senior Instructors. This is a notification of intent to continue and is used for Instructors hired under the new template.	Chair, Dean, Vice-Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Instructor - Intent to Continue (Old Template)		Used for both Instructors and Senior Instructors. This is a notification of intent to continue and is used for Instructors hired under the old template.	Chair, Dean, Vice-Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Lecturer		Lecturers are part-time faculty and cannot exceed 49% of time	Dean, Candidate
Letter of Offer - Faculty - Professional Research Assistant (PRA)			Dean/Director, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Research		Please refer to Research Faculty Titles. Also see the Checklist - Hiring Research Faculty.	Chair, Dean, Vice Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Tenure Track			Chair, Dean, VIce-Chancellor, Chancellor, Candidate
Letter of Offer - Faculty - Tenured		Please contact Juli Heintz in HR prior to beginning on a Tenured appointment. Appointments with Tenure must include a separate statement from the Dean. Please refer to the Checklist - Hiring with Tenure. Appointments must be approved by the Board of Regents.	Chair, Dean, Vice Chancellor, Candidate
Letter of Offer - Faculty - Visiting		Employee must hold the same current faculty rank at another institution	Dean, Vice Chancellor, Chancellor, Candidate
M
None
N
New Employee Check-In Form		Please refer to the Check-In Policy, UCCS Policy 300-013 . This form is to be supplied to new employees by the hiring department.	Employee, Supervisor
O
Off-Site Employment Notary Form & Instructions		Also see the Off-Site Employment Eligibility Paperwork Procedures.	Notary Public
Overtime Basics with Compensatory Time Agreement		Agreement is on Page 3.	Employee, Supervisor
P
Payroll and Benefit Services Forms		Central location for all forms, many of which are listed here.	Varies
Payroll Lecturer Summary		Listing of Lecturers that is submitted by the Department to Juli Heintz in HR. Juli will route to the Chancellor. Deadline is the 1st and 12th of each month.	Dean/Director, Chair
PDQ	See "Position Description Questionaire"
PERA Member Information Form		More information can be found on the second page of this document. For additional information, please visit PERA's website.	Employee, HR
Performance Management Program - Department Certification Form (Annual)		Annual Department Performance Planning Certification Form for Classified Positions. Must be recieved no later than May 15th of each year.	Appointing Authority
Performance Management Program - Department Certication Form (Mid-Year)		Complete this form when hiring a new classified employee or if a current classified employee's job class or supervisor changes. Must be received in HR no later than 30 days after hire or reclassification.	Appointing Authority
Performance Management Program - Dispute Form		Submit the original of this form to the appointing authority (or designee) whose name was provided by your supervisor during discussion of your performance evaluation. Submit copies to your supervisor and HR.	Employee
Performance Management Program - Form for Plan Year 2009 - 2010		Please refer to the Instructions and Manual. Also see examples for Core Competencies and Supervisory Goals. Supervisors of Classified Staff are required to take additional training. Evaluation Period is April 1st to March 31.	Supervisor, Appointing Authority, Employee
Person of Interest (POI) Worksheet	See "Add a Peson (POI) Worksheet"
Personal Data Worksheet	See "Personal Information Worksheet"
Personal Information Worksheet		PBS Form. Formerly called the Personal Data Worksheet. This form is to be completed by new employees, or by employees making changes to their personal information.	N/A
Personnel Action Form (PAF) - Excel Format		Please refer to the PAF Samples.	Requestor, Department Approver, Vice Chancellor, Chancellor (if applicable)
Personnel Action Form (PAF) - PDF Format		Please refer to the PAF Samples.	Requestor, Department Approver, Vice Chancellor, Chancellor (if applicable)
Plan and Evaluation Form for Exempt Professionals	See "Exempt Professional Plan and Evaluation Form"
POI Person of Interest Worksheet	See "Add a Person (POI) Worksheet"
Position Description Questionaire (PDQ)		Please refer to the Instructions for completing this form.	Supervisor, Employee (if incumbered), Appointing Authority
Post-Tenure Review Form	See "Faculty Professional Plan"
Professional Exempt	See "Exempt Professional"
Q
None
R
Resignation Acknowledgement		For Classified Staff Positions. For Exempt Professional and Faculty positions, please see the Termination Letter Template.	Supervisor
S
Sabbatical Application		Also see the Sabbatical Assignments Administrative Policy Statement, Due Dates, and Academic Calendar.	Employee, Chair, Dean, Vice Chancellor
Sabbatical Report		Completed during the first semester after returning to regular duties.	Employee, Chair, Dean
Scholarly Report Documentation		Pages 1-3 of the Scholarly Report for the previous Academic Year are due in the VCAA office by February 28. Click the link above to access the Scholarly Report form. NOTE: There have been some changes in Instructor appointments for the past few years, so we must be careful not to evaluate them on research activities. Senior Instructors, Instructors, Adjunct and Visiting faculty (non-tenure track) are NOT to complete sections I, II and III.A of the Scholarly Report.
Scope of Work		PSC Form. Used to support a payment for services from a consultant/independent contractor. Reviewed by HR to determine whether payment should be made through the PSC or processed in HRMS. Not to be used for payments to University employees. HR/PBS review must be completed prior to any work being performed. Please refer to the IRS Guidelines for Determing Independent Contractor Status.	Service Provider (must sign before HR review), Unit Authorizing, HR
Search Committees Checklist	See "Checklist - Search Committees"
Search Waiver		Completed by the Payroll Liaison. The required documentation must be attached to this form when submitting for signatures. Also listed under Waiver, Search.	Dean/Director, Compliance, Vice Chancellor, Chancellor
Social Security Card Application		External link to the Social Secuirty Administration. The nearest Social Security office is located at 1049 N. Academy. (719)574-9279 Please refer to the Social Security Card Filing Policy, UCCS Policy 300-005 .	Card Requestor
SSA-1945		Statement Concerning Employment in a Job Not Covered by Social Security. Must be signed by all Classified and Temporary hires.	Employee
State of Colorado Application Form		This form is filled out by Temporary Hires only. All other Classified positions are filled through JobsatCU.	Job Applicant
State of Colorado Leave/Absence Request and Authorization		Please refer to Technical Assistance - Time Off for help.	Employee, Supervisor/Appointing Authority
State Personnel Consolidated Appeal/Dispute Form	See "Colorado State Personnel System Consolidated Appeal/Dispute Form"
T
Termination Letter Template		For Faculty and Exempt Professionals. For Classified Staff positions, please see the Resignation Acknowledgement.	Director/Chair, Dean. Chancellor
Time Reporting Roster (TRR)		Used to report hours every two weeks for Students, Temporary Employees, and other Hourly Employees. This form is submitted by e-mail to HR in accordance with Payroll Due Dates.	Department Approver
Tuition Waiver - UCCS Employee		This form is for information only. Please see HR for the original form. Tuition can be waived for up to nine credit hours per acadmic year for permanent employees. Please contact Joanne Mosier in Admissions and Records with any questions.	Human Resources, Provost (if employee possesses a Bachelor's Degree)
Tuition Waiver - UCCS Employee Attending PPCC		This form is for information only. Please see HR for the original form. Tution can be waived for up to six undergraduate credit hours per academic year for permanent employees and up to three credits for those employed between 50% to 99% of a full appointment. The academic year begins with the summer term. Please contact Joanne Mosier in Admissions and Records with any questions.	Human Resources, Provost (if employee possesses a Bachelor's Degree)
Tuition Waiver - UCCS Employee Dependent		Locateed on Page 3 of the Finance Procedural Statement. Tuition can be waived for up to nine credit hours per academic year for immediate family members of permanent employees. Please refer to the Procedural Statement for questions pertaining to this form or contact Joanne Mosier in Admissions and Records.	Employee, Family Member, HR
U
UCDF-7 Reappointment, Promotion & Tenure		For Faculty Appointments. Summary of Recommendation & Notification of Reappointment, Promotion and Tenure. Please refer to the Reappointment, Promotion and Tenure Policy, UCCS Policy 200-001 .	Department, Dean, Vice Chancellor, Chancellor
V
Vita Format			N/A
W
W-4		Instructions This form is sent directly to Payroll and Benefit Services. A copy is not retained in HR.	Employee
Waiver, Classified Staff to Exempt Professional	See "Classified Staff to Exempt Professional Waiver"
Waiver, Search	See "Search Waiver"
Whistleblower Complaint Form		The State Employee Protection Act (Whistleblower) prohibits discipline agains a state employee in retaliation for the employee's disclosure of state agency actions that violate the public interest.	None
X
None
Y
None
Z
None