Human Resources

Forms and Instructions

The Human Resources forms and instructions section is intended to provide a "one-stop" forum for the processing of all HR related actions. In addition, this page houses forms necessary to process important enrollment and status changes for UMass Boston employee benefit programs.

Hiring

Hiring Policy for Benefitted Employees

Department Hiring Policy for Benefitted Employees Department Hiring Policy for Benefitted Employees
Overview of Hiring Process for Benefitted Classified Positions Steps for Hiring Benefitted Classified Staff
Overview of Hiring Process for Benefitted Professional Positions Steps for Hiring Benefitted Professional Staff
Overview of Hiring Process for Benefitted Faculty Positions Steps for Hiring Benefitted Faculty Staff
Overview of Hiring Process for Benefitted Non-Unit Positions Steps for Hiring Benefitted Non-Unit Staff
Overview of Hiring Process for Benefitted Teamsters Steps for Hiring Benefitted Teamsters

Posting for Faculty & Staff positions

Position Recruitment and Search Form

Used at the beginning of filling a vacancy. A completed Position Description Form should accompany this form.

Job Description Job Description Form for describing campus positions
Temporary Non-Benefited Employee Requisition Form Form for requesting temporary staff

Hiring for Faculty & Staff positions

For the ODI Hiring Report, ODI Selection Data Form and the Failed Search Form please visit the website for the Office of Diversity and Inclusion: https://www.umb.edu/odi/search

Reference Check Guidelines for Staff Positions

Guidelines for conducting reference checks on finalists for staff positions

Offer & Acceptance Instructions

Instructions for completing Offer & Acceptance Form for Faculty Positions only

Offer & Acceptance Form

Offer & Acceptance Form for Faculty Positions only

Personnel Action Form  Personnel Action Form

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Contingent Worker

Contingent/ Non-Employee Instructions Affiliate/Non-Employee (Contingent Worker/Persons of Interest) Instructions for ID number and University Services
Contingent Worker/ Non-Employee Release of Liability Form Affiliate/Non-Employee (Contingent Worker/Persons of Interest) Release of Liability Form
Personal Data Questionnaire Contingent Worker must complete PDQ
Contingent Worker Packet Guidelines/Policies to be given to Contingent Worker
Personnel Action Form A PAF must be submitted with the Release of Liability & PDQ
Job Codes Job Code options for Contingent Worker PAF

Graduate Assistants

Graduate Assistant Position Description Form for positing a graduate assistant position
Graduate Assistant Position Offer Letter Form This document contains three offer letters, from which you may choose: offer letter for new students, offer letter for continuing students, offer letter for new or continuing students.
Recommendation for Appointment for Graduate Assistants Describes position, funding source, pay, etc. for position.

Pre-employment Paperwork - Non-benefited

Download full packet HERE. Some forms within this file are fillable forms. To access documents individually, use the links below.
Non-benefited pre-employment paperwork checklist (this form must be signed and attached as cover page with completed forms)
Non-benefited checklist instructions
1. Personal Data Questionnaire (PDQ)
2. State Tax Form (M-4)
3. Federal Tax Form (W-4)
4. Employment Eligibility Verification (I-9)
5. Self-Identification Form
6. MA Deferred Compensation SMART Plan - Mandatory OBRA OBRA plan highlights
7. Direct Deposit Form
Federal Affordable Care Act notification/information
University Policies as listed on checklist page under heading "received by appointee"

Pre-employment Paperwork - Benefited

Download full packet HERE. Some forms within this file are fillable forms. To access documents individually, use the links below.
Benefited pre-employment paperwork checklist (this form must be signed and attached as cover page with completed forms)
Benefited checklist instructions
1. Personal Data Questionnaire (PDQ)
2. State Tax Form (M-4)
3. Federal Tax Form (W-4)
4. Employment Eligibility Verification (I-9)
5. Self-Identification Form
6. State Retirement Board Enrollment Form
7. Form SSA-1945
8. Direct Deposit Form
Federal Affordable Care Act notification/information
University Policies as listed on checklist page under heading "received by appointee"

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Employee Entrance and Transfer Form

Employee Entrance and Transfer Policy Employee Entrance and Transfer Policy
Employee Entrance and Transfer Form The electronic Employee Entrance and Transfer form must be completed before the employee starts at the University or transfers to another on campus department.

Compensation/Classification Forms

For Professional Staff

Job Description Form Job Description Form for describing campus positions  for Professional Staff
Appeal of Position Level Salary Administration - Appeal of Position Level Form -for Professional Staff
Request for Equity Review Salary Administration- Request for Equity Review Form  for Professional Staff
Compensation Guidelines at a Glance Compensation Guidelines for Professional Staff
Policies and Procedures for Bargaining Unit Position Policies and Procedures for Bargaining Unit Position Manual - for Professional Staff
Request for Position Classification Review Request for Position Classification Review Form for Professional Staff

For Classified Staff

Audit Guide Position Audit Guide for Classified Staff

On-Call Forms

On-Call Professional Staff instructions Instructions
On-Call Professional Staff Form Form

Leaves

Application for Professional Improvement Leave (by Applicant) Application for Professional Improvement Leave form to be filled in by Applicant
Application for Professional Improvement Leave (by Supervisor) Application for Professional Improvement Leave form to be filled in by Applicant's Supervisor
Classified Staff Union Sick Leave Bank Policy & Guidelines Classified Staff Union (CSU ) Sick Leave Bank Policy and Guidelines
Classified Staff Union Sick Leave Bank Application Classified Staff Union ( CSU )Sick Leave Bank Application
Faculty Sick Leave Bank The form is used to opt out of the program or to assign additional accrued days to the sick leave bank
Professional Staff Union & Non-unit Sick Leave Bank Application Professional Staff Union ( PSU ) & Non-Unit Sick Leave Bank Application
Professional Staff Union Sick Leave Bank Policy & Guidelines Professional Staff Union (PSU) Sick Leave Bank Policy and Guidelines

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Professional Development

Classified Staff

Classified Staff Union Evaluation Form Form used by managers for evaluation of Classified Staff

Professional Staff

PMP Priority  Worksheet Once goals/work priorities have been determined, this form is to be used to record the agreed upon goals/work priorities
PMP Planning Worksheet During the performance period, there should at least one interim review of the goals/work priorities and progress using this form
PMP Interim Review Once the annual review commences, the employee should complete and submit to the supervisor a self-review using this form
PMP Review Section 1: Employee Information Identifies employee, department, supervisor
PMP Review Section 2: Performance Planning Used with the planning worksheet, this records the end results of the identified goals or work priorities
PMP Review Section 3: Employee Annual Self Review Once the annual review commences, the supervisor should initially have the employee describe his/her accomplishments in light of agreed work priorities
PMP Review Section 4: Performance Categories and Criteria Final review of performance in established categories
PMP Review Section 5: Overall Performance Review Final overall rating based on ratings of individual categories
PMP Review Section 6: Professional Development and/or Performance improvement Plan Determine training and development that would improve future performance
PMP review Section 7: Future Goals and/or Work Priorities Should the supervisor wish to provide comments/feedback on this employee's annual review, this form should be used.
PMP Review Section 8: Comments of Intermediate Supervisor Following the annual review meeting(s) between the employee and the supervisor, should the employee wish to provide comments/feedback regarding the review and/or the goals/work priorities for the next performance review period, the employee should use this form.
PMP Review Section 9: Employee Comments At the conclusion of the annual review, the supervisor should use this form to secure signatures of all parties involved
PMP Review Section 10: Signatures Required to have employee and supervisors signature to complete the performance evaluation

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Benefits

457 Deferred Compensation Plan
403b Form Plan Salary Reduction Agreement
Cobra Application
Dependent Age 19 to 26 application
Form 1 Insurance Enrollment and Change
DCAP/HCSA Enrollment Form
DCAP/HCSA Change Form
Hyatt Legal Plan Information (MetLaw)
MBTA Transit/Parking Program 2015 - Benefit Strategies
Faculty Dental Enrollment Form
Faculty Dental Information
Non-Unit Dental Enrollment Form
Non-Unit Dental Group Information
UMass Boston Parking Pass Information & Purchase Form
SERS Refund/Rollover Request Form

Personal Data Change Request

Change of Personal Data Change of Personal Data Form that should be used to submit changes in name, contact information, and address
Direct Deposit Direct Deposit Form

HR Direct - Payroll Services

PeopleSoft Access Form For requesting access to the HR Information Systems; must be accompanied by Data Security Compliance Statement (pp 3-4). Print completed forms and send to HR.
Personnel Action Form Instructions Instructions for completing Personnel Action Form
Personnel Action Form The majority of employee transactions are processed using the Personnel Action Form
Additional Compensation & Bonus Payment Instructions Instructions for additional compensation & bonus payments form for faculty, classified and professional staff.
Additional Compensation & Bonus Payment Form All additional compensation for faculty, classified, and professional staff is processed using the Additional Compensation & Bonus Payments Form.
Additional Compensation Pre-Approval

Required for all non-instructional additional compensation. Additional compensation must be approved before such services can be performed.

Action/Reason Code Chart Action/Reason Code Chart (for PAF processing)
Job Code Chart Job Code chart for non-benefited employees
Mail Drop ID Chart For use on Personnel Action Forms
Standard Hours/FTE Chart Work Hours as Percent Time (for FTE field on PAF)
Union Code Chart For use on Personnel Action Forms
2013 Pay Calendar 2013 Pay Calendar
2014 Pay Calendar 2014 Pay Calendar
2015 Pay Calendar 2015 Pay Calendar

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Legal Holidays & Campus Closure Memo

Legal Holidays Observed and Campus Closures for 2014 and 2015 Legal Holidays Observed and Campus Closures for 2014 and 2015

Payroll - Time and Attendance

Hourly (Positive Employee) Timesheet Instructions Instructions
Hourly (Positive Employee) Timesheet The "Weekly Time Sheet - Hourly Employees - Late Pay Form" is used to report hours for an hourly employee that was hired before the current pay period, or had time entered in error in a prior period.
Time Reporting Codes Common Time Reporting Codes
Weekly Time & Attendance Exception Reporting Instructions Instructions
Weekly Time & Attendance Exception Reporting Form The "Weekly Time & Attendance Report - Exception Reporting Employees" is used to capture those hours that are worked outside the scope of exception time reporting employees default schedules and shifts
Work Schedule Instructions Instructions
Work Schedule Form The "Work Schedule Form" allows department employees to request a change to an employee's default work schedule and shift or establish a new default schedule or shift for an employee

Payroll - Student Forms

Student Personnel Action Form Instructions Instructions for Student PA Form
Student Personal Action Form The majority of student employee transactions are processed using the Personnel Action Form
Student (Positive) Timesheet Instructions Instructions
Student (Positive) Timesheet The "Weekly Time Sheet - Student Employees - Late Pay Form" is used to report hours for a student employee that was hired before the current pay period, or had time entered in error in a prior period.
Student Employee Long Term Adjustment Form Instructions Instructions
Student Employee Long Term Adjustment Form The Long Term Adjustment Form is used to capture account changes for students

Employee Exit

Employee Exit and Transfer Policy Employee Exit and Transfer Policy
Employee Exit and Transfer Form The electronic Employee Exit and Transfer form must be completed before the employee leaves the University or transfers to another on campus department.

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