Forms

All forms below must be completed on or before the new employee's first day of work.

• Background Check - Disclosure Consent Form
  This form must be completed once an offer has been accepted. This form allows SFA to complete a background check prior to officially hiring.
• Form I-9 (Print version)
  Employment Eligibility Verification Form. This version cannot be completed on a computer. It must be printed and completed by hand.
• Form W-4
  Complete Form W-4 so that SFA can withhold the correct federal income tax from your pay.
• New Employee Data Sheet
  This form provides SFA with statistical data and other employee information including prior state service time.
• Definitions - Race/Ethnicity Categories and Veteran Status
• New Employee Work Authorization Questionnaire
• Personnel Documents Packet
  This is a packet of policies and documents that you are required to certify you have received on the below listed "Personnel Documents Receipt Form." This document is over 100 pages.
• Personnel Documents Receipt Form
• Direct Deposit Authorization (Payroll Office form)
  • Direct Deposit Payment Destination Confirmation
    If an SFA employee completes the Direct Deposit Authorization and indicates "YES" in the International Payments Verification section, the employee must also complete this form and submit it to the Payroll Office.
• Privacy and Security Compliance Statement (ITS)

Complete the following employment paperwork and return to Human Resources with proof of ID on or before your first day of work:

Student Employee Paperwork

• Form W-4
  Complete Form W-4 so that SFA can withhold the correct federal income tax from your pay.
• Form I-9 (Print version)
  Employment Eligibility Verification Form. This version cannot be completed on a computer. It must be printed and completed by hand.
• Student Employee Datasheet
• New Employee Work Authorization Questionnaire
• Direct Deposit Authorization (Payroll Office form)

Student Employee Work Permission Forms

• Departmental Approval to Work While Enrolled in Fewer Than Six Hours
  This form must be completed for any student who wishes to work on campus while enrolled in less than six credit hours.
• Minor's Employment Release Form
  This form is required before anyone under 18 may be employed at SFA.

Departmental Exiting Employee Forms

• Department Checkout Form
• Performance Assessment of Exiting Employee

Exit Interview Forms

• Public Access Option Form 
• Address/Name Change Form 
• Sick Leave Contribution Form 
• Separation Questionnaire - Staff
• Separation Questionnaire - Faculty
• Separation Questionnaire - Graduate Assistant
• TRS 6 - Application for Refund
  Notice of Final Deposit & Request for Refund/Special IRS Tax Notice

• EPAF Change Request Form
  Used for summer assignments.
• EPAF Handbook
  This provides instructions for select types of EPAFs. This handbook also provides a glossary of terms that define unfamiliar HR/EPAF jargon.
• EPAF ListServ Instructions
  Regular updates, reminders and tips will be sent to those on campus who choose to subscribe to the EPAF ListServ.

• Administrative Leave (Word doc)
• Bereavement Leave
• Leave Without Pay Form
  Leave without pay for faculty and staff of 5 working days or less or that has been approved for family medical leave (FML) or sick leave pool by Human Resources may be granted at the discretion of the department, subject to approval from Human Resources. The form should be submitted as soon as the department is made aware an employee will exhaust all paid time. For questions regarding this form, contact Human Resources at extension 2304.
• Leave Without Pay-Presidential Form
  The president may grant a leave of absence to faculty and staff for more than 5 working days or when multiple intermittent leaves without pay are requested and family medical leave (FML) or sick leave pool has not been approved by Human Resources after receiving input from the supervising department regarding departmental needs and subject to the provisions listed in HOP policy 03-503. For questions regarding this form, contact Human Resources at extension 2304.
• Vacation/Comp Time/Sick Leave Request
• FMLA Request Form
• FMLA Packet - Self Serious Health Condition
  This form is to be completed by the employee's health care provider and returned to Human Resources via fax to 936.468.1104.
• FMLA Return to Work Release
  This form is to be completed by the employee's health care provider and returned to either the employee's department or Human Resources via fax to 936.468.1104 prior to the return work date. Please notify Jennifer Krause at 936.468.1288 of your return to work certification.
• FMLA Packet - Dependent Serious Health Condition
  This form is to be completed by the dependent's health care provider and returned to Human Resources via fax to 936.468.1104. The employee completes Section II of the form before giving the form to the dependent's health care provider.
• FMLA Packet - Adoption/Foster Care
• FMLA Packet - Qualifying Exigency Military Leave
• FMLA Packet - Military Caregiver Leave (Active Duty)
  A covered servicemember is a current member of the Armed Forces, including a member of the National Guard or Reserves, who is receiving medical treatment, recuperation, or therapy, or is in outpatient status, or is on the temporary disability retired list for a serious injury or illness.
  This leave allows for 26 work weeks of leave.
• FMLA Packet - Military Caregiver Leave (Veteran)
  A veteran who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness is a covered veteran if he or she:
  • was a member of the Armed Forces (including a member of the National Guard or Reserves);
  • was discharged or released under conditions other than dishonorable; and
  • was discharged within the five-year period before the eligible employee first takes FMLA military caregiver leave to care for him or her.
    This leave allows for 26 work weeks of leave.
• Sick Leave Pool Request Packet
  Employees may not request an award from the sick leave pool until they have exhausted all of their available leave balances (see HOP policy 03-505).

• Job Analysis Questionnaire (Word doc)
  Job Analysis Questionnaire submitted to request a new position, request a classification change to an existing position, or request major job description updates. Contact Human Resources with your plans to reclassify a position at hrcompensation@sfasu.edu to verify whether you need to complete a JAQ
• Knowledge, Skills and Abilities Bank (Word doc)
  Optional tool when completing the JAQ form
• FLSA - What's the difference between exempt and non-exempt?

Effective September 1, 2021, requests for additional compensation as described in HOP policy 03-401 will be submitted on an electronic business form located in TeamDynamix (ITS Client Portal home page under Services). This form replaces five paper/PDF forms (Authorization for Additional Compensation Services, Authorization for Additional Compensation Payment, Stipend Authorization Form, EPAF Origination Request, and Additional Compensation Eligibility Verification Form for grant-funded requests).

The additional compensation form in TeamDynamix is used to request all three types of additional compensation – additional services, stipends, and salary supplements. The form can be submitted by the employee or by another employee on the employee’s behalf (such as the department paying the additional compensation). The same information is collected on the electronic form as on the paper form, including the various levels of approvers. Once the request form is submitted, Human Resources will enter a one-time EPAF that will be routed to those approvers for electronic signature.  Employees will be paid once the EPAF is applied as part of regular payroll.

There is a presentation and recording of a training session about the new form and process. This infographic provides an overview of additional compensation. If you have questions, please contact hrcompensation@sfasu.edu (additional services and stipends) or hr-epaf@sfasu.edu (salary supplements). Thank you to Brandon Stringfield in ITS for partnering with the Human Resources team to create the form and automated process.

In conjunction with the revision to HOP policy 03-217 in July 2020 and July 2021, the Staff Telecommuting Request is now an electronic document. Use your mySFA credentials to access the request form.

This process allows for:

• the employee (or their supervisor on their behalf) to submit the request;
• the ability to request telecommuting as a workplace accommodation under the Americans with Disabilities Act, as amended (ADAAA) (HOP policy 03-307);
• references and links to relevant policies and forms (HOP policy 05-306) to be embedded in the form and email communication;
• electronic routing through the approval workflow;
• email communication to the employee as their request is submitted and moves through the approval workflow; and
• the employee to see the submitted request status, resubmit a disapproved request, and amend an approved request.

Review the manager's telecommuting guide if you have staff reporting to you.  (Faculty with staff reporting to them will be able to approve and submit forms on behalf of their staff.)

Note: Staff needing to work remotely for 5 consecutive business days or less may get verbal or written approval from their department head to do so without having to complete the electronic telecommuting request.

Faculty will contact the provost’s office regarding requests to telecommute.

Thanks to Rich Barnhart in ITS for partnering with the Human Resources team. This process has been a model for automating other manually routed forms.

In an effort to enhance the work/life benefits provided to staff, the following resources have been developed to assist managers and supervisors in the administration of alternative (flexible) work schedules:

• Alternative Work Schedule Guidelines 
• Flexible Time and Staggered Work Hours Request Form (Word doc)
• Compressed Work Week Request Form (Word doc)

• Employee Counseling/Discipline Record Form (Word doc)
  Any corrective disciplinary action should be recorded on this form.
• Payroll Salary Spread Form (Send to Payroll)
• Request for Approval for Outside Employment