required attachments

List of Required Attachments for HR/Payroll System Forms Faculty and Academic Staff


This document identifies the list of required attachments and scenarios by which the attachments are required based on each HR/Payroll System form. This list is to aid users in determining when an attachment is required. Please note this is not an exhaustive list and other attachments may be required in unique circumstances.

The attachments denoted with an asterisk (*) are ones in which need to be mailed to Human Resources Academic Records, 110 Nisbet Building, East Lansing, MI 48823. These attachments will not be accepted as scanned documents.

The attachments denoted with a tilde (~) are ones in which justification / information does not need to be provided as a separate attachment. The information may be entered in the “Comments” section of the HR/Payroll System forms.
The attachments without a tilde (~) or asterisk (*) need to be submitted as an attachment to the HR/Payroll form. Documents which include signatures are acceptable as scanned documents.

Academic Position Create Request Form

Attachment Name

Scenario by Which Required

Academic Hiring Availability Data and Recruitment Activities Form

When a position is to be posted.

Specialist Position Description

When creating a Specialist position.

Academic Position Change Request Form

Attachment Name

Scenario by Which Required

Academic Hiring Availability Data and Recruitment Activities Form

When a position is to be re-posted and amended.

Specialist Position Description

When changing the duties for a Specialist position.

Appointment Form

Attachment Name

Scenario by Which Required

Conflict of Interest Form

When a faculty/academic staff member is employed in the same unit or under the same supervisor as another person who is related by blood, marriage, adoption, domestic partnership or other personal relationship in which objectivity might be impaired.

Contract

When an academic staff member is newly appointed with an employment contract.

Copy of Social Security Card

(*mail to HR)

 

When there is a new Social Security Number assigned or a name change.

Criminal Background Check & Degree Verification Results

For 1) all paid faculty, academic staff, and executive management appointments, including visiting and on-call appointments, for which an offer of employment is made on or after February 1, 2010, and 2) individuals who incur a break in employment of 6 months or greater. Exceptions: Foreign nationals who come to MSU directly from residence outside the U.S., individuals appointed as postdoctoral fellows.

Criminal Background Check Authorization and Consent Form

When signed consent was obtained for completion of the criminal background check or degree verification.

Fixed Term Appointment/Reappointment Memorandum

When appointing a faculty/academic staff member as a fixed term

employee.

Form I-9, Employment Eligibility Verification
(*mail to HR)

Must be completed by all new employees.

HireRight Degree Verification Results

For 1) foreign nationals, and 2) postdoctoral fellows, 3) individuals who previously underwent degree verification but have attained an additional degree.

HP Faculty Appointment/Reappointment Memorandum

When appointing a faculty/academic staff member in the Health Programs (HP) Faculty Appointment System.

Justification of FTE salary less than minimum FTE Salary
(~note in ‘Comments’ section of form)

For when the FTE salary is less than the minimum FTE salary amount.

Justification of no administrative increment
(~note in ‘Comments’ section of form)

For when the appointment has an administrative title but no administrative increment.

Letter of Offer and Letter of Acceptance

When appointing a faculty/academic staff member in the tenure or continuing systems.

Letter of Offer - UNTF

When appointing a faculty/academic staff member who meets the Union for Non-Tenure Track Faculty (UNTF) bargaining unit criteria.

Multiple Appointment Memorandum

For tenure system appointments that involve multiple units.

Rationale or approval documentation from the Office of the Provost for appointment longer than 12 months

For a fixed term appointment longer than 12 months

Search Committee Report

When the position was posted and a search was conducted.

Specialist Position Description

When an academic staff member is newly appointed to a Specialis position.

Specialist Unit Evaluation Procedure

When an academic staff member is newly appointed in the Academic Specialist Continuing Appointment System.

Change of Status Form

Attachment Name

Scenario by Which Required

Contract

When an academic staff member is appointed or reappointed with an employment contract, or when the contract has been amended.

Criminal Background Check & Degree Verification Results

For 1) all newly paid faculty, academic staff, and executive management appointments, including visiting and on-call appointments, for which an offer of employment is made on or after February 1, 2010, and 2) individuals who incur a break in employment of 6 months or greater. Exceptions: Foreign nationals who come to MSU directly from residence outside the U.S., individuals appointed as postdoctoral fellows.

Fixed Term Appointment/Reappointment Memorandum

When changing any of the employment characteristics which appear on the FT Memo.

Form I-9, Employment Eligibility Verification
(*mail to HR)

Must be completed by all new paid employees.

HireRight Degree Verification Results

For 1) foreign nationals, 2) postdoctoral fellows, and 3) individuals who previously underwent degree verification but have attained an additional degree

HP Faculty Appointment/Reappointment Memorandum

When changing any of the employment characteristics that appear on the HP Memorandum.

Justification of base salary change greater than University general merit percent
(~note in ‘Comments’ section of form)

For when the change in previous salary exceeds the University general merit percent.

Justification of FTE salary less than minimum FTE Salary
(~note in ‘Comments’ section of form)

For when the FTE salary is less than the minimum FTE salary amount

Justification of no administrative increment
(~note in ‘Comments’ section of form)

For when the appointment has an administrative title but no administrative increment.

Justification of no change in salary with appointment basis chang(~note in ‘Comments’ section of form)

For when the appointment basis changes (i.e., AN to AY) and the salary does not change.

Letter of Offer - UNTF

When appointing a faculty/academic staff member who meets the Union for Non-Tenure Track Faculty (UNTF) bargaining unit criteria.

Multiple Appointment Memorandum

For tenure system appointments that involve multiple units.

Percent Employment Change Acknowledgment or Request from the faculty/academic staff membe(~note in ‘Comments’ section of form)

For tenure and continuing system employees for whom the percent employment has changed.

Specialist Position Description

When there is a change in duties in a Specialist position.

Leave of Absence Form

Attachment Name

Scenario by Which Required

Family Medical Leave Act (FMLA) forms

For short-term disability (including maternity) or parental leaves.

 

Information for Leave of Absence

For all leaves except sabbatical, short-term disability (including maternity), parental or U.S. Military leaves.

Leave Date Change Acknowledgment or Request from the faculty/academic staff member

For when a previously approved leave date has been changed.

Military Orders

When a faculty/academic staff members is requesting U.S. military leave.

Sabbatical Leave Information

When a faculty/academic staff members is requesting sabbatical leave.

Reappointment Form

Attachment Name

Scenario by Which Required

Conflict of Interest Form

When a faculty/academic staff member is employed in the same unit or

under the same supervisor as another person who is related by blood, marriage, adoption, domestic partnership or other personal relationship in which objectivity might be impaired.

Contract

When an academic staff member is reappointed with an employment contract.

Copy of Social Security Card
(*mail to HR)

When there is a new Social Security Number assigned or a name change.

Criminal Background Check and Degree Verification Results

For 1) all newly paid faculty, academic staff, and executive management appointments, including visiting and on-call appointments, for which an offer of employment is made on or after February 1, 2010, and 2) individuals who incur a break in employment of 6 months or greater. Exceptions: Foreign nationals who come to MSU directly from residence outside the U.S., individuals appointed as postdoctoral fellows.

Criminal Background Check Authorization and Consent Form

When signed consent was obtained for completion of the criminal background check or degree verification.

Fixed Term Appointment/Reappointment Memorandum

When reappointing a faculty/academic staff member as a fixed term employee.

Form I-9, Employment Eligibility Verification
(*mail to HR)

When there has been a break in service, or if the I-9 expiration date has passed at the time of reappointment.

HireRight Degree Verification Results

For 1) foreign nationals, and 2) postdoctoral fellows, 3) individuals who

previously underwent degree verification but have attained an additional degree.

HP Faculty Appointment/Reappointment Memorandum

When reappointing a faculty/academic staff member in the Health

Programs (HP) Faculty Appointment System.

Justification of base salary change greater than University general merit percent
(~note in comments section of the form)

For when the change in previous salary exceeds the University general merit percent.

Justification of FTE salary less than minimum FTE Salary
(~note in ‘Comments’ section of form)

For when the FTE salary is less than the allowable minimum FTE salary amount.

Justification of no administrative increment
(~ note in ‘Comments’ section of form)

For when the appointment has an administrative title but no administrative increment.

Justification of no change in salary with appointment basis change
(~note in ‘Comments’ section of form)

For when the appointment basis changes (i.e., AN to AY) and the salary does not change.

Letter of Offer - UNTF

When reappointing a faculty/academic staff member who meets the Union for Non-Tenure Track Faculty (UNTF) bargaining unit criteria.

Multiple Appointment Memorandum

For tenure system appointments that involve multiple units.

Rationale or approval documentation from the Office of the Provost for appointment longer than 12 months

For a fixed term appointment longer than 12 months

Specialist Position Description

When an academic staff member is reappointed to a Specialist position.

UNTF Letter of Offer

When a faculty/academic staff member meets the eligibility criteria to be

included into the Union for Non-Tenure Track Faculty (UNTF)

Retirement Form

Attachment Name

Scenario by Which Required

Retirement Date Change Acknowledgment or Request from the faculty/academic staff member

For when a previously approved retirement date has been changed.

Signed memorandum / retirement agreement (for consultantships only)

A signed memorandum from the department Chairperson/School Director and Dean must be attached, indicating the approved begin and end dates of the consultantship as well as an outline of the agreed-upon duties and responsibilities.

Termination Form

Attachment Name

Scenario by Which Required

Employee’s letter of resignation

When the employee resigns from his/her position at the University.

Termination Date Change Acknowledgment or Request from the faculty/academic staff member

 For when a previously approved termination date has been changed.