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When are New Hire Documents Needed?

Determine Employee Status

To verify the current employee system status go to PEAEMPL, enter the employee's ID number, and hit Ctrl & Page+Down. An employee still active in the system will have a completed form, the "Active" status notated, and an empty termination box. A warning message will appear when the employee has been terminated from the system ("system termination" below) and the termination box will be completed after selecting "Ok". If after entering the employee ID number and pressing Ctrl + Page Down majority of the fields are blank, then this is a brand new employee in the system.

Our temporary employees often are not immediately terminated from the system after completing an assignment. Go to NBAJOBS to verify an employee's assignment history and if they have a current assignment. Contact your payroll technician (x6479) for additional resources and support.

Employee Document Requirements

Employee Status Required Paperwork
Active employee No additional hire paperwork required
Brand new employee Full packet required
System termination less than 30 days Call HR Technician to confirm required paperwork (x6479)
Terminated in the system Full packet required

Documents by Employee Type

Union dues

  • UAFT (A9) - For faculty members who exclusively teach lower division courses
  • UNAC (F9) - For faculty members teaching upper division courses, researchers, and other academically-related positions

Required forms

The following documents need to be completed and submitted to the Human Resources office for employee and assignment setup in Banner:

Optional forms

Ethics Disclosures

To be completed as needed

Outside employment must be disclosed prior to beginning the employment, when changes occur, and every July 1, even if a form was previously submitted (or within 30 days of beginning or resuming University employment).

Benefits orientation

All new benefits-eligible employees must attend a New Employee Orientation within their first 30 days of employment. Please contact Human Resources at 907-796-6263 to schedule an orientation. Other necessary forms will be provided during the orientation.

Required forms

The following documents need to be completed and submitted to the Human Resources office for employee and assignment setup in Banner:

Optional forms

Ethics Disclosures

To be completed as needed

Outside employment must be disclosed prior to beginning the employment, when changes occur, and every July 1, even if a form was previously submitted (or within 30 days of beginning or resuming University employment).

Benefits orientation

All new benefits-eligible employees must attend a New Employee Orientation within their first 30 days of employment. Please contact Human Resources at 907-796-6263 to schedule an orientation. Other necessary forms will be provided during the orientation.

Required Forms

The following documents need to be completed and submitted to the Human Resources office for employee and assignment setup in Banner:

Optional forms

Ethics Disclosures

To be completed as needed

Outside employment must be disclosed prior to beginning the employment, when changes occur, and every July 1, even if a form was previously submitted (or within 30 days of beginning or resuming University employment).

Required forms

The following documents need to be completed and submitted to the Human Resources office for employee and assignment setup in Banner:

Optional forms

Benefits

  • Regular Temporary: Hired to work 15-29 hours per week (or undetermined regular hours). Health care benefits may be offered after six-month lookback period shows additional hours worked.
  • Extended Temporary: Hired to work 30+ hours per week (Does not include seasonal or casual employees). Health care eligible upon hire.

For additional information about temporary employee definitions and classifications review our UA Temporary Employee Fact Sheet.

Ethics Disclosures

To be completed as needed

Outside employment must be disclosed prior to beginning the employment, when changes occur, and every July 1, even if a form was previously submitted (or within 30 days of beginning or resuming University employment).

Required Forms

The following documents need to be completed and submitted to the Human Resources office for employee and assignment setup in Banner:

Optional forms

Ethics Disclosures

To be completed as needed

Outside employment must be disclosed prior to beginning the employment, when changes occur, and every July 1, even if a form was previously submitted (or within 30 days of beginning or resuming University employment).

We must have a current Work Outside of Alaska form and Telecommuting Agreement on file for employees working outside of Alaska for sixty or more days. Departments will pay $115 per quarter for each out-of-state worker they have actively working. Actively working means the employee received any amount of wages during the quarter. To check a request status email to Laycie Schnekenburger (laycie.schnekenburger@alaska.edu). She will be able to tell you where the documents are at in the routing. When all the signatures have been obtained and everything entered into Banner HR, you'll get an email from DocuSign to let you know that everything is finished.

This process needs to be completed on an annual basis as determined by hire date.

Employee Access Setup Procedures

The new employee on-boarding process continues well past the submission of all required new hire forms to the HR Office. Supervisors need to create a first day, week, and/or month training plan to help the employee understand their new role within the UAS community. A good supervisor reviews the PD and sets job expectations on an employee’s first day of work. In addition departmental administrative support staff can help coordinate new employee access to streamline the on-boarding process. 

  • HR performs new employee set up in Banner (PPAIDEN & PEAEMPL completed)
  • Next Day: direct employee to retrieve a computer username and password through ELMO (Electronic Login Maintenance System)
  • Complete New Hire Web Contact Info Form. Return this form to your department's CMS manager or to the Website Coordinator (mail stop: SA1) to add a new employee to our UAS staff directory.

For access to student information

  1. Employee completes FERPA Training
  2. Complete the Security Access Statement of Responsibility (one time only)
  3. Submit the Student Information Access Request to the Registrar’s office on the second floor of the Novatney building. 

For access to HR/Finance information

If employee requires access to HR/Finance, complete UAS HR/Finance Information Access Request form and submit to the Business Office and allow twenty-four hours for processing.

To request building access submit the Electronic Access/Key Request form to UAS Facilities Services via inter-campus mail or fax (796-6499). All forms received need to be completed with a Dean/Director signature.

The electronic building access is assigned to the employee’s Whale Card. All new employees need to submit the completed Whale Card Application Form to Student Accounts (Novatney Building Room 215) office to receive a Whale Card.

 
 

Content maintained by Administrative Services.