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Logging Employee Communication Forms - Excel by yat33742

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									                                                                  STATUS CHANGE INFORMATION SHEET                                                         Hiring Supervisor completes
                                                      Initiated by Hiring Supervisor at least one (1) week prior to start date.                            information for 'Incoming Staff
                                                                                                                                                           Member' section and then
                                                                           (for all HR areas: Central, HFS, and PF)                                        forwards this form to:
                                                                                                                                                              ____ June Burk (first)
                                                                                                                                                               ____ Diane Muffett
                                                                                                                                                              ____ Rita Jackson
Incoming Staff Member                                                                                                                                         Return form to June for filing.

Last Name:                               First Name:                            M.I.:                       Status:
Start Date:                                                                                                            Transfer -- from which department? _____________________________
Replacing (vice):                                                                                                      New Hire (new to the University)

Title:                                                                                                                 Temporary

Pay Rate:                                                                                                              Intern
                                                                                                                       Student
Birthdate:
                                                                                                                       Work Study
Social Security Number:
Address:                                                                                                    Applications:
                                                                             Apt.                                      LAN Access
                                                                                                                       Mainframe Access
City                                                   State                    Zip
*For new positions, provide the following information:                                                         What applications are needed? ________________________
Position ID:                                                                                                    Access to basic programs (like our current staff has)
Funding (fund & cost center):                                                                                   ________________________________________________
Supervisor:
                                                                                                            Computer Number: ______________
       Documentation needed for new hires: offer letter

Outgoing Staff Member
                                                                                                            Status:
    Last Date Worked: ____________________________                                                                    Transfer out -- to which department: ________________________

                                                                                                                      Termination -- PA Form Competed? ________
       Documentation needed for outgoing staff: resignation letter                                                    Retirement -- PA Form Completed? ________
                                                                                                                      Partial Voluntary Early Retirement -- PA Form Completed? ________



Name Change
Change Name From:                                                                             Change Name To:




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                                                                                       STATUS CHANGE CHECKLIST

                                                                  Employee's Name: __________________________________
                                                                                                                                           Transfer
                                                                                                                                             from                         Name
                                         Item                                                Person Responsible   Staff Type    New Hire                Termination                      RIF
                                                                                                                                            another                      Change
                                                                                                                                          department
Update                                                                                                                              Shaded Areas = No Action Required
   Departmental File                                                                     Account Clerk            Dept. hires
   Birthday & Univ. Service Anniversary - HR Social Calendar                             Director's Secretary      Regular
   Access to HR Social Calendar                                                          Director's Secretary      Regular
   Seating Chart                                                                         Director's Secretary        All
   Phone List                                                                            Director's Secretary      Regular
   Staff Anniversary & Birthday list
                                                                                         Director's Secretary      Regular
   s:\BS\Limited\HR\DIRECTOR\comm\Staff anniv and bday.xls
   Business Contact List
                                                                                         Director's Secretary        All
   https://www.purdue.edu/account/BPM/Business_Contacts/bcontact.shtml
  Send email to HR Communication Specialist, Receptionist,
  and Building Deputy                                                                    Director's Secretary        All
  (include: name, title, area, phone number, email, and vice)
  Organizational Chart(s)                                                                Director's Secretary      Regular
   E-Mail Distribution List(s)
                                                                                                                   Regular+
   *Mailman=https://lists.purdue.edu/mailman/admin/                                      OPER
                                                                                                                  Long-Term
   *Word Document=S:\bs\common\users\HR\GENERAL\Mailman Lists
                                                                                                                    Temps.
   *Including Spotlight-l
  Roles and Directories Spreadsheet (LAN)                                                OPER                        All
  Access by Area Spreadsheet (Systems)                                                   OPER                      Regular
Forms                                                                                                                               Shaded Areas = No Action Required

   Request for Privileges (For new Purdue hires, request right after offer accepted)
                                                                                         OPER                        All
    http://www.purdue.edu/bscompt/pdf/e-acess1.pdf


   Form 182 (ACID)
                                                                                         OPER                        All
  http://www.itap.purdue.edu/infrastructure/systems/mainframe/processstep.cfm

   Form 183 (systems access)
                                                                                         OPER                        All
  http://www.itap.purdue.edu/infrastructure/systems/mainframe/processstep.cfm

    Form 183a (PageCenter access)
   *Only needed if dept number doesn't default for applications
                                                                                         OPER                        All
http://www.itap.purdue.edu/infrastructure/systems/mainframe/forms/HR%20Form%20183a.p
df
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                                                                            STATUS CHANGE CHECKLIST

                                                                Employee's Name: __________________________________
                                                                                                                                     Transfer
                                                                                                                                       from                         Name
                                        Item                                        Person Responsible    Staff Type      New Hire                Termination                      RIF
                                                                                                                                      another                      Change
                                                                                                                                    department
Forms (cont'd.)                                                                                                               Shaded Areas = No Action Required
  Form 4 (Accounting systems access)
                                                                                OPER                          All
  https://www2.itap.purdue.edu/bs/Account/FORM4.pdf
  DSS Access Request: http://www.purdue.edu/SSC/DSS/dssaccess/dss.htm           OPER                        Regular

  WebView Request Form (document retrieval-Cent File)
                                                                                OPER                        Regular
   http://www.purdue.edu/frehoper/WebView/doc/Webview_Access_Request_Form.doc

  LAN Account Request            (Request 1 week prior to start date)
  http://www.purdue.edu/hrfzone/Forms/Welcome.html                              OPER                          All
  and choose Human Resource/Financial LAN Account Request
  Benefit Package Trigger
                                                                                Account Clerk               Regular
  http://www.purdue.edu/hr/Benefits/benefitsEnrollment.htm
  PA Form                                                                       Account Clerk               Regular
  Name Plate                                                                    Account Clerk               Regular
  Business Cards                                                                Account Clerk              Reg. A/P
  Name Tag                                                                      Account Clerk            As appropriate
  MERS Number                                                                   Account Clerk/Area       As appropriate
  Signature Authority                                                           Account Clerk            As appropriate
                                                                                                           Students/
  Yellow Timeslip                                                               Account Clerk
                                                                                                             Temps
  Freehafer Hall Building Key                                                   Director's Secretary     As appropriate
  Central Files - Access to Personnel Files                                     Director's Secretary     As appropriate
New Hire Meeting with Account Clerk (first day form completion)                                                               Shaded Areas = No Action Required
  I-9                                                                           Account Clerk                 All
  Tax Forms (WH-4/W-4)                                                          Account Clerk                 All
  Direct Deposit                                                                Account Clerk                 All
  Form 13 (will change personnel records, payroll and PUCC web lookup)
  -New Employee: https://www2.itap.purdue.edu/bs/HR/form13.pdf                  Account Clerk                 All
  -Update info: https://www2.itap.purdue.edu/bs/HR/form13_update.pdf
  Parking Permit Form                                                           Account Clerk               Regular
  Form 182 for ACID - form needs to be signed by staff member                   OPER                          All
   Computer Log-in assistance (OPER should make arrangements for Zone
                                                                      HRF Zone                                All
staff to meet with new staff to get signed into the computer.)
                                                                                                                                                           Print Date: 6/14/2011
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                                                                        STATUS CHANGE CHECKLIST

                                                         Employee's Name: __________________________________
                                                                                                                               Transfer
                                                                                                                                 from                         Name
                                   Item                                         Person Responsible     Staff Type   New Hire                Termination                      RIF
                                                                                                                                another                      Change
                                                                                                                              department
New Hire Meeting with Supervisor (first day)                                                                            Shaded Areas = No Action Required
  Prepare packet that the hiring supervisor will use with new staff         Director's Secretary          All
Schedule                                                                                                                Shaded Areas = No Action Required
  Meeting with Director (welcome & pre-PSP mtg)                             Director's Secretary        Regular




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                     Notes for Completing Status Change Checklist

                                                              Policy                                                          Procedure
     Update
                                 All new employees need to have a departmental file set up by
                                                                                                Establish a department file for new individuals and remove files for
        Departmental File        the Account Clerk. All exiting employees need to have their
                                                                                                individuals leaving the department.
                                 departmental file purged.
                                                                                                List individual's name on the date of their birthday on the calendar.
     Birthday & University                                                                      List individual's University service anniversary year on the
                            All employees' birthdays and University service anniversaries
     Service Anniversary on                                                                     appropriate date on the calendar.
                            should be added to the HR Social calendar.
       HR Social Calendar                                                                       The HR Social Calendar is located in Outlook in the 'Folder
                                                                                                List'…Public Folders…All Public Folders.


                                                                                                Add all regular employees as follows:
                                                                                                -Right-click on the HR Social Calendar (this is in Outlook under
                                                                                                Folder List…Public Folders…All Public Folders) and select
                                                                                                'Properties'
                                 All regular employees should have access to the HR Social
                                                                                                - Click on the Permissions tab
       Access to HR Social       Calendar so they can add their own vacation time as needed.
                                                                                                - Double-click on the HR Social Calendar Members
            Calendar             This will also allow them to view when others in HR plan to be
                                                                                                - Click on Modify Members and select 'Add'
                                 out of the office.
                                                                                                - Type the employees name (last name, first name) and click ok
                                                                                                - Click 'ok' on the Distribution List Membership screen
                                                                                                - Click 'ok' on the Social Calendar Members Properties screen
                                                                                                - Click 'ok' on the HR Social Calendar Properties screen


                                 All new employees' names and locations should be added to      Add the new staff member's name to the appropriate box on the
           Seating Chart         the departmental seating chart. All exiting employees should   seating chart (S:\BS\Common\Users\HR\Business
                                 be removed from the chart.                                     Office\SPACE\MAP.xls).
                             All new employees' names and phone numbers should be               Add the new staff member's name and phone number on the
           Phone List(s)     added to the departmental phone list. All exiting employees        departmental phone list (S:\BS\Common\Users\HR\Business
                             should be removed from the list.                                   Office\Phone List\HR Phone list.doc).
                             All new regular staff University anniversaries and birthdays
         Staff Anniversary & should be added to the listing in the director shown in the next   Add University anniversary date and birthdate to:
           Birthday List     column. This is used to report dates in The Water Cooler and       s:\BS\Limited\HR\DIRECTOR\comm\Staff anniv and bday.xls
                             for the HR Social Calendar.
                                                                                                Open this Web site:
                                 All new regular employees should be added to the Business      https://www.purdue.edu/account/BPM/Business_Contacts/bcontact.
       Business Contact List
                                 Contact List maintained by Accounting Services.                shtml -- then click on Add or Change Address Book Information
                                                                                                and follow the steps indicated.

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                                                              Policy                                                         Procedure

                            HR Communication Specialist should be notified of any staff
                            changes so the HR Web site can be updated.
                            ------------
                            The Building Deputy should be notified of any staff changes in
             Email to
                            offices with panic buttons (i.e., new employees, transfer out of
       HR Communication
                            dept., termination, RIF, as well as name changes). Building      One email can be sent to all three individuals notify them of the
            Specialist,
                            Deputy also notified of changes for general information. The new employee's name, title, office location, phone number, email,
        Freehafer Building
                            building deputy will notify the police department of any         who they replaced, and if there is a panic button in the office.
           Deputy, and
                            changes related to the panic buttons.
       Freehafer Operations
                            ------------
                            FREH Operations should always be notified of any new or
                            terminated employees, so that they may keep their mail and
                            floor records up to date.

                             All new employees' names should be added to the HR
                                                                                                These Microsoft Visio charts are at:
     Organizational Chart(s) organizational charts as appropriate All exiting employees
                                                                                                S:\BS\Common\Users\HR\GENERAL\Org Charts
                             should be removed from the chart(s).
                                 All new employees should be added to any e-mail distribution
       E-Mail Distribution                                                                      Add the new staff member's e-mail address to any necessary e-mail
                                 lists necessary. All exiting employees should be removed
              Lists                                                                             distribution lists.
                                 from the lists.
                                 All new employees are assigned access to Human Resources       Add new staff member's alias to the spreadsheet under the
      Roles and Directories      roles and directories based on their position. All exiting     appropriate role/s. This should be completed in conjunction with
          Spreadsheet            employees should be removed from the lists.                    filling out the LAN Account Request Form.

                                 All new regular employees are assigned access to Human         Add new staff member's name to the spreadsheet under the
          Access by Area
                                 Resource Systems. All exiting employees should be removed      appropriate position title. This should be completed in conjunction
           Spreadsheet
                                 from the lists.                                                with filling out the Form 183.
     Forms
                                                                                                Complete a Request for Privileges Form prior to the staff member
                             A Request for Privileges form is completed for all employees       arriving on campus. The form is located at:
                             new to the University. This will enable them to receive an         http://www.purdue.edu/bscompt/Systems/Accesss/Welcome.html.
      Request for Privileges
                             email account and assign them a Purdue University                  The completed form should be placed in the appropriate hanging
                             Identification Number (PUID).                                      file next to the front fax machine. The HR-Financial Zone
                                                                                                secretary will enter the data.
                                                                                                Notify HRS System Administrator immediately after hiring decison
                                 This form sets up the new employee with an ACID or deletes     has been made for a new employee or transfer. Also used to
             Form 182            an ACID for an exiting employee. Name changes are also         change ACID because of name change. When employee
                                 accomplished with this form.                                   terminates, notify HRS System Administrator so ACID can be
                                                                                                deleted.

                                                                                                                                                       Print Date: 6/14/2011
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                                                               Policy                                                        Procedure
                                 This form gives the new employee access to mainframe           Upon completion of Form 182, hiring supervisor will need to notify
             Form 183            systems, and deletes exiting employees from the access list.   HRS System Administrator of what exact access and system
                                 Which systems will the new employee need access to?            capabilities are needed.

                                                                                                www.adpc.purdue.edu/BSCompt/accsys.htm
            Form 183a            Page Center Access - only if dept isn't set up to default
                                                                                                www.adpc.purdue.edu/WAI/html/structure.html
       Form 4 (Acct system)      Access to Financial systems                                    www.adpc.purdue.edu/BSCompt/accsys.htm
       DSS Access Request        Contact the WAI Skills leader in your area                     www.adpc.purdue.edu/WAI/html/waislcurrent_assignments.htm

                                 This is to access forms scanned in Central Files. Currently,
                                                                                                www.purdue.edu/frehoper/WebView/doc/Webview_Access_Reque
        WebView Request          only accounting forms are scanned. Limited number of HR
                                                                                                st_Form.doc
                                 staff need access to this.
                                                                                     Prior to employee's first day , complete the LAN Account Request
                          This form gives the new employee an account on the FREH-02
                                                                                     form, have the appropriate Business Contact approve the form, and
      LAN Account Request LAN, and deletes exiting employees from the LAN. The form
                                                                                     forward it to the Zone.
                          also should be filled out for name changes.
                                                                                     www.adpc.purdue.edu/BSCompt/BPM/WebZone/

                                                                                           Web link for form:
                                                                                           http://www.purdue.edu/hr/Benefits/benefitsEnrollment.htm.
                                                                                           Select appropriate link based on monthly or biweekly status.
                             This form is completed by the Account Clerk so Staff Benefits
     Benefit Package Trigger                                                               Request the Benefits Package a day before the employee's hire date
                             can prepare a Benefits Package for the new employee.
                                                                                           so the packet can be given to them on their first day. Staff
                                                                                           Benefits will assemble the packet and give it to the Account Clerk,
                                                                                           who will give it to the employee during their New Hire meeting.


                                                                                                Complete the PA form with the pertinent information about the
                                 The Account Clerk will prepare a PA form for all new or
                                                                                                new employee. Have the Director sign the form, make a copy for
             PA Form             terminating employees, as well as any employees involved in
                                                                                                the employee's file, and take the original form to the Shared
                                 reduction-in-force.
                                                                                                Service Center.

                                                                                                Ordered from Physical Facilities through mainframe (PFMM).
                                                                                                Work description is 'screen name plate (brn w/cr letters) ' type the
                                 All new regular employees should have a name plate ordered.
            Name Plate                                                                          person's name as they'd want it displayed. Make a screen print for
                                 Any name changes will require a new name plate.
                                                                                                the departmental file and press enter. An order number will appear
                                                                                                on the screen -- write this on the departmental copy.

                                 Does the new employee need business cards? Employees with Business cards are made by Printing Services, and the order is
          Business Cards
                                 name changes will need new business cards.                placed through Ariba.


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                                                              Policy                                                          Procedure
                                                                                                 Ordered from Awards Unlimited through a fax request.
                                 As requested by Assistant Director, some regular employees
                                                                                                 S:\BS\Common\Users\HR\Business
             Name Tag            may be requested to have a name tag. Any name changes will
                                                                                                 Office\FORMS\Purchasing\Name Badges at Awards Unltd.doc
                                 require a new name tag.
                                                                                                 The departmental credit card is used for these purchases.
                                                                                                 Complete the Form 139R (MERS Authorization Form) with the
                                 All new employees are eligible to receive a MERS number to      pertinent information, and fax it to the Telephone Office. The
                                 make long distance business-related telephone calls. All        Telephone office will set up an authorization number and send a
          MERS Number
                                 exiting employees' MERS numbers must be discontinued. The       confirmation through campus mail. The information should then be
                                 Account Clerk should be notified of any name changes.           sent on to the new employee.

                                 Will the new employee be authorized to sign for the Director
                                                                                                 Update signature authority forms (Bus. Ofc. #0009) whenever staff
                                 on any documents? If so, a signature authorization form must
       Signature Authority                                                                       changes affect those listed on signature authorization forms. See
                                 be completed. A form must also be completed when an
                                                                                                 "Signature Authorization" file for current forms for reference.
                                 employee exits the department, or has a name change.

                                                                                                 Complete a yellow timeslip with the pertinent information for new
                                 The Account Clerk will prepare a yellow timeslip for all new    student or temporary employees. After appropriate signatures are
          Yellow Timeslip
                                 student or temporary employees.                                 obtained, the timeslip is forwarded to Payroll with the regular
                                                                                                 timeslips for the pay period.

                             Some HR Staff need to complete work in the building during
                                                                                                 If approved by the Director, the Director's secretary will obtain a
                             off-hours. In these cases, a building key is needed. At the
     Freehafer Hall Building                                                                     key card from Central Files. This card will need to be signed by
                             Director's discretion, keys can be issued to staff members for
               Key                                                                               both the staff member and the director. A key will be issued once
                             the duration of their employment in the department or on a
                                                                                                 the signed card is returned to Central Files.
                             temporary basis as needed.


                                                                                                 When appropriate, the Director's secretary will provide an
                                                                                                 Acknowledgement of Responsibiilty form
                                                                                                 (S:\BS\Limited\HR\DIRECTOR\Central Files\acknowledgement of
                                                                                                 resp form.doc) to the supervisor of the new employee. Once the
                                                                                                 form is signed by the employee and initialed by the supervisor, it
                                 Many staff within HR need to have access to Personnel files
                                                                                                 will be returned for the Director's approval. The Director's
                                 stored in Central Files. If appropriate, new employees should
                                                                                                 secretary will then update the access to Personnel files listing to
           Central Files         be given access. All exiting employees' names should be
                                                                                                 add staff new to the department who need access. The document
                                 removed from the list. Central Files should also be made
                                                                                                 is located at S:\BS\Limited\HR\DIRECTOR\Central Files\central
                                 aware of any name changes.
                                                                                                 file access list.doc.
                                                                                                 Send an email to Central Files with the document attached. The
                                                                                                 email message should outline the changes made.
                                                                                                 Place a copy of the listing in the Central Files Access folder in the
                                                                                                 filing cabinet of the Director's secretary.

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                                                              Policy                                                               Procedure
     New Hire Meeting

                                                                                           Complete the Contract with all the necessary information (all new
                                 All new A/P employees must have an employment contract
                                                                                           contracts expire on 6/30/XX and are renewed with the budget in
             Contract            completed. This form requires the employee's signature on
                                                                                           the new year). Have the employee and the Director sign the form.
                                 the first day of employment.
                                                                                           Make a copy for the employee's file and send the complete form to
                                                                                           Information Systems with the Payroll Change.

                                                                                                   Have new employees complete Section 1 and sign the form. They
                                                                                                   must show originals of either one item on List A OR one item on
                                                                                                   List B AND one item on List C. Record the pertinent info in
                                 All new employees must complete a Form I-9 on their first
           INS Form I-9                                                                            Section 2, make copies of the items shown from Lists A or B & C,
                                 day of employment.
                                                                                                   and complete the Certification. Keep a copy of the entire packet
                                                                                                   for the employee's file, and send the form and a copy of the items
                                                                                                   shown to the I-9 Clerk in Personnel.

                                 All new employees must complete tax forms WH-4 and W-4
                                                                                                   Have new employee fill out and sign both the state (WH-4) and
            Tax Forms            on their first day of employment. These forms require the
                                                                                                   federal (W-4) tax forms. Send both forms to Taxes, FREH.
                                 employee's signature.

                                 All employees should have their paycheck directly deposited       New employees should complete this form to have their paycheck
                                 to their banking institution. This form should be filled out as   directly deposited into their bank account. Give pink copy to
           Direct Deposit
                                 soon as possible, and requires the employee's signature and       employee and send the remaining 2 copies and a voided check or
                                 a voided check or deposit slip.                                   deposit slip to Payroll. Add'l forms-FREH Oper.

                                                                                                   New employees or employees who wish to change personal
                                 All new employees must fill out a Form 13. The form is also       information should complete and sign the Form 13. Keep a copy
                                 used to report any address changes (campus or home), or any       for the employee's file and give the original to Information
                                 other personal information that changes for an employee. It       Systems.
              Form 13            may also be used to report a fowarding address for W-2            Instructions
                                 purposes if an employee terminates. This form should be           http://www.purdue.edu/hr/Resources/employee_info_forms.htm
                                 filled out the first day of employment, and requires the          Forms
                                 employee's signature.                                             -New Employee: https://www2.itap.purdue.edu/bs/HR/form13.pdf
                                                                                                   -Update info: https://www2.itap.purdue.edu/bs/HR/form13_update.pdf


                                                                                               The new employee should fill out and sign this form if they wish to
                                 All new employees have the option of buying a parking permit.
                                                                                               obtain a parking permit. The Director's signature is required before
          Parking Permit          This form should be filled out the first day of employment,
                                                                                               taking the form to Parking Services in the Visitor's Information
                                 and requires the employee's signature.
                                                                                               Center (Northwestern Ave. Garage).



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                                                              Policy                                                           Procedure
         Form 182 for ACID -
                              All new employees need to sign the Form 182 to acknowledge OPER staff should have the employee sign the form on their first
      form needs to be signed
                              responsibility for using their ACID.                       day.
          by staff member

                                                                                               OPER staff should make arrangements with the Zone to sit down
          Computer Log-in        All new employees will have the assistance of one of the Zone
                                                                                               with the new employee after their meeting with the Account Clerk
            assistance           staff with logging into their computer for the first time.
                                                                                               on their first day.

     Materials to Prepare

                                 Materials are compiled for the hiring supervisor to discuss     Provide a packet of all necessary items to the hiring supervisor
         New Hire Packet         with the new staff member. There is a check list that should be prior to the new staff members' first day of employment in our
                                 used during the meeting and signed by the new hire.             department.
     Schedule
                            The Director meets with all new staff within one month of
                                                                                                  Schedule an hour meeting for staff new to Human Resource
      Meeting with Director their hire. The topic is Navigating Business Services and is
                                                                                                  Services with the Director.
                            required before staff are enrolled in PSP.




                                                                                                                                                          Print Date: 6/14/2011
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