HR Forms & Their Uses

HR Form # 8- Change of Address/Name (pink form dated 05/07 )

Use this form to notify HR of any change in mailing address, telephone number, or name. Please include complete name and social security number. Indicate both old and new addresses and in case there are any questions, please provide a mail code and Valencia telephone extension number. Other documents are required for a name change. Please see the instructions on the form.

HR Form #14- Student Work Assignment (form dated 05/07 )

Use this form to hire institutional work study student employees. Complete this form and the associated items listed on the form. Send to HR before allowing the student to begin working. When the paperwork has been processed by HR the supervisor will be notified that the student may begin working.

HR Form #15- Personal Information (form dated 4/99)

Use this form to update emergency contact information and /or the name of a spouse. When submitted with copies of legal documents (social security card and driver's license or marriage certificate), this form may also be used to inform HR of a name change.

HR Form #18- Recommendation to Hire/All Part-Time Positions (lilac form dated 05/07)

Use this form to indicate intent to hire all part-time hourly and credit /non credit adjunct employees. Complete the form carefully and submit it to HR with all application materials before allowing the new employee to begin working. Employment is contingent upon a satisfactory criminal background investigation and HR will notify the supervisor when it is okay for the new employee to begin working.

Personnel Form # 20-Recommendation to Hire (form dated 05/07)

Use this form to recommend for hiring for all established full-time positions. Complete the form thoroughly and submit it for the appropriate approval signatures. All offers of employment, oral or written, are to be extended to the candidate by HR, unless authorized by the President.

HR Form #25- Action Form for Full-Time Employees (5-part NCR form dated 05/07)

Use this form to indicate the reappointment, reassignment, promotion, resignation, retirement, etc. of any full-time employee. Specify the effective date of the action and provide as much detail regarding the change in the comments section as it practical. Clearly indicate the position numbers, job titles, and department/budget numbers and GL code that should be charged. Obtain the appropriate approval signatures and forward to HR for processing. NOTE: HR completes this form for every new full-time employee upon initial hire at the college into any full-time position. HR also completes this form on a session-by session basics for all approved full-time 4-month faculty.

HR Form #26 - Action Form for Supplementary Services/Full-Time Employees (5 part NCR form dated 05/07)

Use this form for any full-time employees teaching an overload, internship*, or independent study*, or for any full-time employees assigned work in addition to their regular job, who are due payment in the form of a stipend or supplement. Specify the beginning and ending dates for the assignment and clearly indicate the department name, budget number and GL code to be charged. Provide a brief, but clear explanation of the assignment and indicate the amount to be paid. Obtain the employees signature and the appropriate approvals and forward to HR for processing. NOTE: When a employee will be paid and hourly rate for work done over a period of days, weeks, or months, the hours must be recorded on form DFA 36 (see below) and attached to form #26 when it is submitted to HR for processing. (* Submit for payment at the end of the session.)

HR Form #27 -Action Form for Instructional Part-time Personnel (5 part NCR form dated 05/07)

Use this form to pay all credit and non-credit adjunct instructors for instructional assignments spanning all or part of a session. Clearly indicate the full name, social security number, beginning and ending dates of the assignment, and the department name and budget number/GL code to which the pay should be charged. Provide a brief, but clear explanation of the assignment and indicate the amount to be paid. Obtain the employee's signature and the appropriate approvals and forward to HR for processing. NOTE: When a employee will be paid an hourly rate for work done over a period of days, weeks, or months, the hours must be recorded of form DFA 36 (see below) and attached to form #27 when it is submitted to HR for processing.

HR Form #28- Part -Time Hourly Report Form (4-part NCR form dated 07/07)

Submit this form directly to the Payroll Department to pay all part-time hourly employees. Complete the form carefully and thoroughly, being sure to indicate the proper budget code and GL number to be charged. Obtain the signature of the employee and supervisor before sending to Payroll. Follow the schedule established by Payroll to adhere to the appropriate work periods and deadline dates.

HR Forms #46 and #47 -Loyalty Oath (forms dated 2/99)

Loyalty Oath for #46 should be used when a new employee has indicated that he/she is not a citizen of the United States . Loyalty Oath form # 47 should be used when a new employee has indicated that he/she is a citizen of the United States . These forms should be signed in the presence of a notary and must be notarized to be valid. NOTE: When completed in conjunction with other new hire paperwork (i.e., the I-9 form), INS form I-9 is a good resource to confirm citizenship status. If the new employee indicates U.S. citizenship in Section 1 of the I-9 form, they should complete the citizen loyalty oath for #47. Use loyalty oath for #46 when any other status has been indicated on the I-9 form.

DFA 36- Hourly Payroll Report Form- (4- part NCR form dated 05/07)

Use this form for recording the specific hours worked for any full or part-time employee who will be paid an hourly rate of pay for an assignment that is being submitted on an HR action form. Clip the two forms together and submit to HR for processing. Be sure the hours and rate of pay on the DFA 36 form match the hours and rate of pay on the HR action form. Be sure that both forms are complete, accurate, signed, and approved.

Access to HR forms has changed. You can now access HR forms only through Atlas. Please log in to your Atlas Account and select the Valencia forms link listed under "Employee Support" on the Employees Tab.

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