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.
Faculty and Academic Staff Form Attachments
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Attachment Name |
Scenario by Which Required |
Type of Appointment |
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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. |
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Contract |
When an academic staff member is newly appointed with an employment contract. |
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HireRight Criminal Background Check and/or Degree Verification Results |
For 1) all paid and unpaid faculty, academic staff, and executive management appointments, including visiting and on-call appointments, for which an offer of employment is made, 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 or 3) changes in employment group at any time i.e.: Support Staff to Faculty & Academic Staff, Temp on Call to Faculty & Academic Staff, No Pay to Pay, Student to Faculty & Academic Staff, Graduate to Faculty & Academic Staff, Faculty & Academic Staff to Executive Management, etc. For no pay appointments when degree is not verified and is highest most relevant degree, or a new highest most relevant degree is being added. For clinical appointments in Medical Colleges where the hospital is not providing a background check and all Faculty & Academic Staff appointments. For more information on background checks, please see our background check policy: https://hr.msu.edu/policies-procedures/faculty-academic-staff/fas-policies-procedures/CriminalCheck.html |
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Memorandum |
When appointing a faculty/academic staff member as a fixed term or HP employee, excluding on-call appointments. Possible Variants: Fixed Term Memorandum HP Memorandum Clinicians XYZ Appointment/Reappointment Memorandum |
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Form I-9, Employment Eligibility Verification |
To be completed electronically by all new employees and rehired employees with a break in service of 1 day or more. |
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Justification of base salary change greater than University general merit percent |
For when the change in previous salary exceeds the University general merit percent. |
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Justification of no change in salary with appointment basis change |
For when the appointment basis changes (i.e. AN to AY) and the salary does not change. |
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Justification of FTE Salary less than minimum FTE Salary |
For when the FTE salary is less than the minimum FTE salary amount. |
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Justification of no administrative increment |
For when the appointment has an administrative title but no administrative increment. |
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Letter of Offer and Letter of Acceptance |
When appointing a faculty/academic staff member in the tenure or continuing systems. |
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Letter of Offer - UNTF |
When appointing a faculty/academic staff member who meets the Union for Non-Tenure Track Faculty (UNTF) bargaining unit criteria. |
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Offer Letter Attachments - A-E |
For any paid Faculty & Academic Staff or On Call appointment when: 1) Submitting for a new hire, 2) Rehire, or 3) When changing to a Faculty & Academic Staff from another employment group. |
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Attachment A - Disclosure of Relevant Background Information |
When appointment is an unpaid faculty/academic staff member. |
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Multiple Appointment Memorandum |
Required for all tenure/continuing appointments that involve multiple units. Desired for other Faculty & Academic Staff assignments. |
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Prior Approval for Consultant, Coordinator, or Editor |
For any first time primary Consultant, Coordinator, or Editor positions (excluding Athletics). |
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Rationale or approval documentation from the Office of the Provost for appointment longer than 3 years |
For a fixed term appointment longer than 3 years |
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Search Committee Report |
When the position was posted. |
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Specialist Position Description |
When an academic staff member is newly appointed to a Specialist position or changes are made to their appointment or position. |
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Prior Approval for Signing Bonus |
When signing bonus is agreed upon for the appointment of a faculty/academic staff member. |
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Curriculum Vitae |
For tenure system appointments. |
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Prior Approval for Increase to Employment Percent |
When the appointment employment percent is greater than the posted employment percent for the position. |
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Justification of no change in salary with appointment basis change |
For when the appointment basis changes (i.e., AN to AY) and the salary does not change. |
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Employee's letter of resignation |
When the employee resigns from his/her position. |
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| Family Medical Leave Act (FMLA) forms | For short-term disability (including maternity) or parental leaves. |
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| Information for Leave of Absence | For all leaves except sabbatical, short-term disability (including maternity), parental or U.S. Military leaves. |
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| Leave Date Change Acknowledgement or Request from the faculty/academic staff member | For when a previously approved leave date has been changed. |
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| Military Orders | When a faculty/academic staff member is requesting U.S. military leave. |
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| Sabbatical Leave Information | When a faculty/academic staff member is requesting sabbatical leave. |
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| Retirement Date Change Acknowledgement or Request from the faculty/academic staff member | For when a previously approved retirement date has been changed. |
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| 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. |
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| Termination Date Change Acknowledgement for Request from the faculty/academic staff member | For when a previously approved termination date has been changed. |
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