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 below attachments need to be submitted as an attachment to the HR/Payroll form. Documents which include signatures are acceptable as scanned documents.

Faculty and Academic Staff Form Attachments

Attachment Name

Scenario by Which Required

Type of Appointment

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.

  •  Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Contract

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

  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

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 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

  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Fixed Term Appointment/Reappointment Memorandum

When appointing a faculty/academic staff member as a fixed term employee, excluding on-call appointments.

  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

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.

  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

HP Faculty Appointment/Reappointment Memorandum

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

  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Justification of base salary change greater than University general merit percent

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

  • Change of Status

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.

  •  Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Justification of FTE Salary less than minimum FTE Salary

For when the FTE salary is less than the minimum FTE salary amount.
  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Justification of no administrative increment

For when the appointment has an administrative title but no administrative increment.
  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Letter of Offer and Letter of Acceptance

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

  •  Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Letter of Offer - UNTF

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

  •  Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Offer Letter Attachments - A-E

For any paid Faculty & Academic Staff or On Call appointment when: 1) Submitting for a new hire, 2) Rehire with a break of 6 months or more, or 3) When changing to a Faculty & Academic Staff from another employment group.
  • Hire
  • Rehire
  • Change of Status
  • Change of Position

Attachment A - Disclosure of Relevant Background Information

When appointment is an unpaid faculty/academic staff member.
  • Hire
  • Rehire

Multiple Appointment Memorandum

Required for tenure system appointments that involve multiple units.  Desired for other Faculty & Academic Staff assignments.

  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Prior Approval for Consultant, Coordinator, or Editor

For any first time primary Consultant, Coordinator, or Editor positions (excluding Athletics).
  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position
  • Academic Position Request-Posted or Exception

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

  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Search Committee Report

When the position was posted.

  • Hire
  • Rehire
  • Change of Status
  • Change of Position

Specialist Position Description

When an academic staff member is newly appointed to a Specialist position or changes are made to their appointment or position.

  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position
  • Academic Position Request-Posted or Exception

Specialist Unit Evaluation Procedure

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

  • Hire
  • Rehire
  • Change of Position

 Prior Approval for Signing Bonus

When signing bonus is agreed upon for the appointment of a faculty/academic staff member.
  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Curriculum Vitae

For tenure system appointments.
  • Hire
  • Rehire
  • Change of Position

Prior Approval for Increase to Employment Percent

When the appointment employment percent is greater than the posted employment percent for the position.
  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

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.
  • Hire
  • Rehire
  • Reappointment
  • Change of Status
  • Change of Position

Employee's letter of resignation

When the employee resigns from his/her position.
  • Termination
  • Change of Status
  • Change of Position
Family Medical Leave Act (FMLA) forms For short-term disability (including maternity) or parental leaves.
  • Leave of Absence
Information for Leave of Absence For all leaves except sabbatical, short-term disability (including maternity), parental or U.S. Military leaves.
  • Leave of Absence
Leave Date Change Acknowledgement or Request from the faculty/academic staff member For when a previously approved leave date has been changed.
  • Leave of Absence
Military Orders When a faculty/academic staff member is requesting U.S. military leave.
  • Leave of Absence
Sabbatical Leave Information When a faculty/academic staff member is requesting sabbatical leave.
  • Leave of Absence
Retirement Date Change Acknowledgement or Request from the faculty/academic staff member For when a previously approved retirement date has been changed.
  • Retirement
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.
  • Retirement
Termination Date Change Acknowledgement for Request from the faculty/academic staff member For when a previously approved termination date has been changed.
  • Termination
  • Change of Status
  • Change of Position