Getting Hired & Paid

As a new employee, you will need to complete your new hire paperwork. These forms allow you to begin work and should be completed either before you start work or on your first day. Click the tab below to find the new employee forms for your campus. 

New Employee Forms

The new employee form packet for employees in Norman-based programs includes the forms below.

Deadline: Before you start work or on your first day
Where: Human Resources - Payroll & Employee Services  

Descriptions & Instructions - Norman Campus

I-9 Form Employment Eligibility

This is a federally mandated employment eligibility verification document. This form and the original documents proving your identity and employment eligibility must be submitted on or before your first day of employment. You cannot legally be employed without this document.

More I-9 information from federal U.S. Citizenship and Immigration Services.

Actions

Bring original forms of required identification documents (see form). Copies are not accepted.

Loyalty Oath

The Oklahoma Loyalty Oath document is required by the State of Oklahoma.

Actions

This form must be signed in front of a notary and returned to HR before the employee can be issued a paycheck. A free notary is available in HR for this purpose.

Automatic Deposit Transmittal Authorization

The State of Oklahoma requires direct deposit as the method of payment for earnings. This requirement does not extend to students or temporary employees.

Employees without a direct deposit authorization on file will be required to access their wages through a Paycard. Paycard information is available on the State of Oklahoma website.

Actions

  1. Print and sign the form.
  2. Attach a voided check or other bank document as instructed on the form.

Personal Data Form

This form provides the university with your personal information including address and phone number..

Actions

All employees should complete page 1; page 2 is required only for faculty members.

W-4 Form Tax Withholding Allowances

The W-4 tax form tells the university how much federal income tax to withhold from your paycheck. Employees without a W-4 on file have taxes withheld from their paychecks at the highest rate.

Actions

  1. Complete sections 1-5 of the W-4 tax form.
  2. In Section 1, provide the full address for mailing your W-2 at the end of the year.
  3. In Section 1, enter your name and social security number AS THEY APPEAR ON YOUR SOCIAL SECURITY CARD.
  4. If you have lost your Social Security card or have changed your name, go to the Social Security website for instructions on getting a new card.  

Optional

  • State Taxes: Norman program employees may choose to complete the State Tax Withholding form available in the documents below to ensure the appropriate state taxes are withheld or if you work out-of-state and wish to be exempted from paying Oklahoma state taxes. If the state form is not returned, your federal W-4 withholding selection will be applied to the state tax withholding.

State Income Tax Withholding

Employees in Norman-based programs may choose to complete the State Tax Withholding form to ensure the appropriate state taxes are withheld or if you work out-of-state and wish to be exempted from paying Oklahoma state taxes. If the state form is not returned, your federal W-4 withholding selection will be applied to the state tax withholding.

Tuberculosis Testing & Certification (Norman Only)

This policy requires NEW faculty and staff who meet any of the criteria listed on the form to provide evidence of Tuberculosis testing within six months prior to beginning employment. Additionally, ACTIVE EMPLOYEES who reside outside the United States continuously for more than eight weeks must also provide evidence of Tuberculosis testing to OU Health Services before returning to employment on-campus.

Click here to review the policy and find testing procedures.

Foreign National Information Form (Foreign Nationals Only)

All nonresident alien employees must complete the Foreign Nation Information Form (FNIF). The information provided will be used to determine eligibility for non-resident tax treaty benefits and income tax obligation while working for the University of Oklahoma. This form is included in the links below. 

Actions

Copy and attach the following documents to the FNIF.

  • I-94 Arrival/Departure record (both sides)
  • Passport
  • US Visa
  • I-20 or DS-2019 or I797, if appropriate
  • Social Security card

Confidential and Proprietary Information Disclosure Form

Employees are required to complete the Confidential and Proprietary Information Disclosure Form.

Actions

  1. Submit the completed disclosure form to HR.

The new employee forms for employees at the Health Sciences Center include the forms below.

Deadline:
Before you start work or on your first day 
Where: Return these forms to your supervisor or the payroll coordinator in your department.

Descriptions & Instructions - HSC Campus

I-9 Form Employment Eligibility

This is a federally mandated employment eligibility verification document. This form and the original documents proving your identity and employment eligibility must be submitted on or before your first day of employment. You cannot legally be employed without this document.

More I-9 information from federal U.S. Citizenship and Immigration Services.

Actions

Bring original forms of required identification documents (see form). Copies are not accepted.

Loyalty Oath

The Oklahoma Loyalty Oath document is required by the State of Oklahoma.

Actions

This form must be signed in front of a notary and returned to HR before the employee can be issued a paycheck. A free notary is available in HR for this purpose.

Direct Deposit Authorization

The State of Oklahoma requires direct deposit as the method of payment for earnings. This requirement does not extend to students or temporary employees.

Employees without a direct deposit authorization on file will be required to access their wages through a Paycard. Paycard information is available on the State of Oklahoma website.

Actions

  1. Print and sign the form.
  2. Attach a voided check or other bank document as instructed on the form.

Personal Data Form

This form provides the university with your personal information including address and phone number.

Actions

All employees should complete page 1; page 2 is required only for faculty members. 

W-4 Form Tax Withholding Allowances

The W-4 tax form tells the university how much federal income tax to withhold from your paycheck. Employees without a W-4 on file will have taxes withheld from their paychecks at the highest rate. The federal withholding amount is applied to Oklahoma state taxes for HSC program employees.

Actions

  1. Complete the W-4 tax form in Employee Self-Service in the Payroll & Compensation section after your department completes the hiring process.
  2. Review the confirmation email you receive to be sure the changes reflect your wishes.
  3. You can update your W-4 once per day.

Optional

  • PPP Members: Professional Practice Plan (PPP) members (faculty only) can choose to complete an additional W-4 form for withholding from PPP income. 
  • The State of Oklahoma follows the federal W-4 form so the system automatically uses the same amount for the state that is entered on the W-4. If you want additional withholding for the State of Oklahoma, you may enter a dollar amount on the line item for additional state withholding.

HIPAA Role-Based Access Worksheet

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) protects patient health information and informs patients of their rights with respect to their protected health information. The HIPAA Role-Based Access Worksheet documents your access to protected health information. Contact the Office of Compliance at (405) 271-2511 with questions. 

Actions

  • Supervisors (or their designees) should complete the HIPAA role-based access worksheet for all members of the workforce (employees, students, and volunteers) in HSC programs at all locations.
  • A copy of the form must be maintained by the employee's department and updated as necessary.
  • A copy of this form is kept in your department and one is returned to Human Resources.

Staff Handbook Acknowledgement

Non-faculty employees are required to complete the Staff Handbook Acknowledgment.

Actions

  1. Review the Staff Handbook.
  2. Submit the completed acknowledgement form to your supervisor or payroll coordinator.

Computer Account Request (Volunteers & Non-Employees)

The Computer Account Request form should be completed by volunteers and non-employee associates only. This request process is completed automatically for HSC employees.

HSC Acceptable Use of Information Systems and Computer Account Request 

Vaccine History Form

Student and employees in HSC programs must submit the Vaccine History form. Complete the form and attach the required documents. 

Foreign National Information Form (Foreign Nationals Only)

All nonresident alien employees must complete the Foreign Nation Information Form (FNIF). The information provided will be used to determine eligibility for non-resident tax treaty benefits and income tax obligation while working for the University of Oklahoma. This form is included in the links below. 

Actions

Copy and attach the following documents to the FNIF.

  • I-94 Arrival/Departure record (both sides)
  • Passport
  • US Visa
  • I-20 or DS-2019 or I797, if appropriate
  • Social Security card

 

Confidential and Proprietary Information Disclosure Form

Employees are required to complete the Confidential and Proprietary Information Disclosure Form.

Actions

  1. Submit the completed disclosure form to HR.

New Tulsa employees will be personally contacted by a representative from your new department or Human Resources. They will provide you with the required forms to complete your hiring process and will be able to answer any questions you might have.

Deadline: Before you start work or on your first day
Where: Submit completed forms as instructed when you receive the forms

Documents

New Employee Forms
These forms are completed by new employees before or on the first day of OU employment.
NEW EMPLOYEE FORMS (HSC)
Campus: OUHSC, Tulsa
NEW EMPLOYEE FORMS - US CITIZENS & RESIDENTS (NORMAN)
Campus: Norman
NEW EMPLOYEE FORMS - INTERNATIONAL EMPLOYEES (NORMAN)
Campus: Norman

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