HR-Payroll Cluster Form

HR and Payroll Information Form

This form is for updating or adding new employee information in Arts & Sciences.

About You

Today's Date *

Year

Month

Day

First Name *

Last Name *

Email *

About this Request

Request Type *

Department Name *

Cost Center # (Payroll account) and project (if applicable)

Current Employee Data Change

Employee First Name *

Employee Last Name *

Effective Date of Change *

Year

Month

Day

Employee Type *

Type of change *

Type of change Other...

Please provide a detailed explanation of the change *

Hire a new Employee

Important reminders when hiring

The I-9 must be completed within three days of your hire date
Please provide the offer letter in the file upload area at the bottom of this form.
Please make the hire date at least two weeks from when the hire request is made. We will do our best to process sooner, but for new hires and due to extra steps (create positions/sup orgs, if needed) and multiple approval processes, it may take up to two weeks to process the hire in Workday.

Hire Date *

Year

Month

Day

End Date (if applicable)

For example, for a Postdoc Appointmnet

Year

Month

Day

Employee Information

Employee Name *

Personal Email Address *

Personal Phone *

Type *

Address *

Apt #

City *

State *

Zip Code *

Has this person worked/trained at WashU previously? *

WU EMPLID *

US Citizen *

Foreign National (Type of visa): *

Expiration of Visa *

About the Position

Employees who are working out-of-state must complete a remote work agreement BEFORE they can start working.

Position Title *

Employee Type *

Brief job description *

Supervisor Name and/or SUP ORG #: *

Timekeeper

Work location: City and State *

Work Location: Building and Room Number *

Hourly Rate (BWK) or Salary (MON): *

Payroll *

Office Phone

Campus Mailstop *

FTE *

Access needed

Approval

Name of approving supervisor *

Email of approving supervisor *

By checking this box I acknowledge I have obtained supervisor approval *

Approval has been given

Hire a student

Important reminders when hiring

The I-9 must be completed within three days of your hire date
Send your HR Partner the name of the student prior to hire to check the student’s status in Workday.
Please make the hire date at least two weeks from when the hire request is made. We will do our best to process sooner, but for new hires and due to extra steps (create positions/sup orgs, if needed) and multiple approval processes, it may take up to two weeks to process the hire in Workday.

Graduate or Undergraduate? *

Fall & Spring Semesters:

During a semester in which an Arts & Sciences graduate student receives, as a student, any form of full-time Fellowship or Assistantship,whether from Washington University, from funds administered by Washington University, or from external funds paid directly to the student in place of Washington University support, the student may obtain part-time employment for up to a maximum of 19 hours per week. These total hour parameters for part-time employment opportunities apply as well to on-campus positions for students who do not receive any form of Fellowship or Assistantship.
F-1 visa students are able to work up to 19 hours of work per week in on-campus positions. If they obtain CPT work authorization, those work hours would be considered separate. For example, a student could obtain full-time CPT for an off-campus employer
and still be able to work 19 hours of work per week in their on-campus position during the academic semester. International Students should contact their OISS Advisor before making any decisions or accepting any positions of work, paid or unpaid, on- or off-campus.
The number of additional hours refers to the time engaged in discretionary employment. It does not include time spent as a Research Assistant (RA) during the fall or spring semesters or in mentored experiences. A short list of some types of work to which these limitations do apply include: instructor in University College; part-time lecturer; employment by university libraries, museums, computer centers or the Office of University Advancement; tutoring, paid research assistance to a faculty member outside of a full-semester RA award, paid hourly work assisting at department events.

*The maximum number of hours my be further restricted (but may not be expanded) by external granting agencies, by department policies, or by individual thesis/ research/ dissertation advisors and Research Advisory Committees. Students should notify the Office of Grad Studies prior to accepting part-time employment by filling oout the brieft PT-employment survey.*

Hire Date *

Year

Month

Day

Dates of Employment *

Student Employee Information

Federal Work-study (FWS) eligible *

US Citizen *

Foreign National (Type of visa): *

Employee Name *

Employee ID *

Birthdate

Year

Month

Day

Employee Email Address *

About the Position

Students who are working out-of-state must complete a remote work agreement BEFORE they can start working.

Supervisor Name and/or SUP ORG #: *

Position Title *

Brief job description *

Hourly Rate: * $

Work Location: City and State *

Work Location: Building and Room Number *

Office phone number

Campus Mailstop *

Approval

Name of approving supervisor *

Email of approving supervisor *

By checking this box I acknowledge I have obtained supervisor approval *

Approval has been given

Leave and SWB Request

Employee First Name *

Employee Last Name *

Type of Leave *

Leave start date *

Year

Month

Day

Leave end date *

Year

Month

Day

Position Data Form

General Questions

Is this position for a current worker? *

Employee First Name *

Employee Last Name *

Employee ID *

Employee last day of work

Can a current Position be copied without modification? *

Position Name *

If Worker is changing roles should current position be frozen or closed?

Is there a Job Profile available?

Please contact HR Compensation to request a new profile if needed.

NOTE that new positions in the CFU require prior approval. Complete and return the Personnel Review Justification Form following the instructions on the form, which is available in the Compensation section of the HR Forms page at https://hr.wustl.edu/policies/forms/ and in the Managers section of the HR Website at https://hr.wustl.edu/managers/.

Is the position budgeted this year?

Position Information

Supervisory Organization ID *

Job Posting Title *

Number of Positions Needed *

Pay Rate Type *

Availability Date *

Year

Month

Day

Earliest Hire Date *

Year

Month

Day

Job Profile Code

Time Type *

Location (Building Name) *

Please use the upload section at t he bottom of this form to attach an updated version of the job description.

The Staff Job Description template is available at: https://wustl.box.com/s/nauq6662ek9ct8e5a4zpwua61z1esvw4
Instructions for basic research job descriptions can be found at https://hr.wustl.edu/managers/. Scroll down to down to Research Job Description Instructions or go to Box File https://wustl.app.box.com/s/h65t29hihfauygalx0eo4dd9038c38y6
Reminder: Job descriptions are not needed for academic, student, contingent worker or postdoc positions, unless postdoc role is being posted

Worker Type *

Employee Worker Sub-Type *

Contingent Worker Sub-Type *

Default Compensation for Faculty or Students

Company Organization

Cost Center

Time Clock Group *

Respirator Administration

Graduate Student/Trainee *

Job Posting Information

Who besides the hiring manager needs Guest Manager access to the Job Requisition? (Please note: The Guest Manager role includes access to specific offer and salary details.) *

Does this need to be posted internally only? *

Please note: use if you are advertising on the website, but are planning to hire someone within your department; all other cases will need to be posted externally as well.

Which role should be assigned to initiate and generate the offer letter?

One-Time Payment

Employee Name

Employee Type *

The Amount

The Cost Center/Payroll Account/Project

Reasoning for the Request

Termination or Completion Request

Employee First Name *

Employee Last name *

Employee ID *

Termination Date *

SUP Org *

Reason *

Backfilled? *

How many files do you plan to upload? *

This helps us know how many files are connected to this request.

Summer Salary

Employee Name *

Employee ID Number (optional)

How many months of summer salary *

Hire Date *

Year

Month

Day

End Date (if applicable) *

For example, for a Postdoc Appointmnet

Year

Month

Day

Total Dollar Amount and Percentage of Summer Salary *

Cost Center *

In which summer month, would you like the salary?

Grant and Grant Award Number *

Project Number (optional)

Comments

Leave this field blank

Math question * 4 + 8 =

Solve this simple math problem and enter the result. E.g. for 1+3, enter 4.