Required Forms for New Hires and Transfers

Human Resources has created this page to assist employees who process paperwork related to new hires and transfer hires across the various employee types.

This page includes timely checklists, links to required forms, and further instructions regarding the completion of important paperwork, helping ensure that there is not a delay in fully integrating the new assignment into Banner. Expediting proper paperwork and ultimate entry into Banner will enable the new employee to begin a successful and timely onboarding experience.

Please continue to provide completed paperwork and documents to Human Resources via Secure Document Upload or campus mail. If you have questions, please email univhr@auburn.edu.

New Hires

Refer to the list below for individuals who are employed in a position at Auburn University that do not have a current, active Employee (PEAEMPL) record in Banner.

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Required Forms

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Required Forms

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Required Forms

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Required Forms

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Required Forms

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Required Forms

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Required Forms

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A list of forms for temporary hires is available online. 

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Required Forms

Transfers - Temporary Employees

Refer to the list below for individuals who have a current, active employee (PEAEMPL) record in Banner and are being hired into another type of position at Auburn University. All benefits-eligible positions that transfer to a Temporary Employment position must be terminated in Banner, and a New Hire action process will be required. A 30-day break in service must be completed. 

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Required Form

Temporary Employment Services (TES) Request Form

Information

All new hire paperwork is required. See the Temporary Employment hiring checklists for additional information and required forms.

Required Actions 

  1. The department submits a TES request form to testime@auburn.edu
  2. If there is an active assignment in Banner, the home department must submit a termination EPAF to terminate the employee in Banner. (TERMEE EPAF type.)
  3. TES will initiate an EPAF for the new assignment after all of the new hire paperwork is received.
  4. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.)

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Required Form

Temporary Employment Services (TES) Request Form

Information

All new hire paperwork is required. See the Temporary Employment hiring checklists for additional information and required forms.

Required Action 

  1. The department submits a TES request form to testime@auburn.edu
  2. If there is an active assignment in Banner, the home department must submit a termination EPAF to terminate the employee in Banner. (TERMEE EPAF type)
  3. TES will initiate an EPAF for the new assignment after all of the new hire paperwork is received.
  4. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.)

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Required Form

Temporary Employment Services (TES) Request Form

TES Notice Form

Required Action 

  1. The department submits the TES request form and the TES Notice Form to testime@auburn.edu
  2. If there is an active assignment in Banner, the home department must submit an assignment termination EPAF. (TERMJB EPAF type)
  3. The department ensures that the employee is not enrolled.
  4. TES will initiate an EPAF for the new assignment after all new hire paperwork is received. TES will follow up with the department if additional information is necessary. (i.e., background checks, signed application form, etc.)
  5. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.)

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Required Form

Temporary Employment Services (TES) Request Form

TES Notice Form

Required Action 

  1. The department submits the TES request form and the TES Notice Form to testime@auburn.edu
  2. If there is an active assignment in Banner, the home department must submit an assignment termination EPAF. (TERMJB EPAF type)
  3. The department ensures that the employee is not enrolled.
  4. TES will initiate an EPAF to add a temporary assignment. TES will follow up with the department if additional information is necessary. (i.e., background checks, signed application form, etc.)
  5. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.)

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Required Form

Temporary Employment Services (TES) Request Form

Required Action 

  1. The department submits a TES request form to testime@auburn.edu
  2. TES will initiate an EPAF to add a temporary assignment.

Transfers - Student Employees

HR Records reviews information for student work eligibility and total FTE’s allowed.

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Required Form

No paperwork is required to HR Records

Required Action 

  1. The department confirms the student's enrollment. 
  2. The department reviews the PEAEMPL (employee record) in Banner. If active and if the home department needs to change the location, submit a NJST (New Job Student) EPAF in system; or
  3. The department reviews the employee record (PEAEMPL) in Banner. If there is an active record and if the home department remains the same location, submit a ADJBPT (Add Part-time Job-Biweekly Paid Employee)
  4. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.

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Required Form

No paperwork required to HR Records

Required Action 

  1. The department confirms the student's enrollment. 
  2. The department reviews the PEAEMPL (employee record) in Banner. If active and if the home department needs to change the location, submit a NJST (New Job Student) EPAF in system; or
  3. The department reviews the employee record (PEAEMPL) in Banner. If there is an active record and if the home department remains the same location, submit a ADJBPT (Add Part-time Job-Biweekly Paid Employee)
  4. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.

Transfers - Graduate Student Employees

The Graduate School reviews information for work eligibility and total FTE’s allowed. All paperwork and EPAFs must route through the Graduate School.

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Required Forms/Information

Required Action 

  1. If this is the first assignment or a change in assignment, the department completes and submits the Position Description form.
  2. The department initiates the background check. Refer to the Graduate Student Employee Background Check Resources.
  3. The department reviews the PEAEMPL (employee record) in Banner. If active and if the home department needs to change location, submit a NJGA (New Job Grad Student Monthly) EPAF in the system; or
  4. The department reviews the employee record (PEAEMPL) in Banner. If there is an active record and if the home department remains the same location, submit an ADJGA (Add Part-time Job to Monthly Paid Graduate Assistant).
  5. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.

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Required Forms/Information

Required Action 

  1. The department initiates the background check. Refer to the Graduate Student Employee Background Check Resources.
  2. The department reviews the PEAEMPL (employee record) in Banner. If active and if the home department needs to change location, submit a NJGB (New Job Grad Biweekly) EPAF in system; or
  3. The department reviews the employee record (PEAEMPL) in Banner. If there is an active record and if the home department remains in the same location, submit an ADJGB (Add Part-time Job to Biweekly Paid Graduate Assistant).
  4. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.

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Required Forms/Information

No paperwork is required to HR Records

Required Action 

  1. The department confirms the student's enrollment. 
  2. The department reviews the PEAEMPL (employee record) in Banner. If active and if the home department needs to change location, submit a NJGB (New Job Grad Biweekly) EPAF in system; or
  3. The department reviews the employee record (PEAEMPL) in Banner. If there is an active record and if the home department remains in the same location, submit an ADJGA (Add Part-time Job to Monthly Paid Graduate Assistant).
  4. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.

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Required Forms/Information

No paperwork is required to HR Records

Required Action 

  1. The department submits an ADJBPT (Add a Part-time job)

Transfers - Regular Employees

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Required Forms/Information

No paperwork is required unless there are changes to taxes or biographical/demographic data.

Required Action 

  1. The department submits a termination of employee assignment record (TERMJB) EPAF.
  2. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.
  3. HR Records enters the record into Banner.

Transfers - Faculty Appointments

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Required Forms

Required Action

  1. The departing department submits an Employee Termination EPAF (TERMEE)
  2. If international, department xxxx
  3. HR Records enters the record into Banner.

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Required Forms

  • Academic Personnel Authorization Form (PROV101) 
  • Completion of Background Check (Confirmed by Provost Office)
  • Copy of Signed Offer Letter (obtain from employee)
  • Copy of Vita (obtain from faculty online system)
  • Copy of Transcripts (obtain from faculty online system)

Required Action

  1. If going from 12-month to 9-month, verify leave payroll eligibility with Records.
  2. The departing department submits an Assignment Termination EPAF (TERMJB)
  3. HR Records enters the record into Banner.

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Required Forms

Required Action

  1. The departing department submits an Assignment Termination EPAF (TERMJB
  2. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.)
  3. HR Records enters the record into Banner.

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Required Forms

Required Action

  1. The departing department submits an Assignment Termination EPAF (TERMJB
  2. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.
  3. HR Records enters the record into Banner.

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Required Forms

Required Action

  1. The departing department submits an Assignment Termination EPAF (TERMJB)
  2. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.
  3. HR Records enters the record into Banner.

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Required Forms

Required Action

  1. The departing department submits an Assignment Termination EPAF (TERMJB)
  2. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.
  3. HR Records enters the record into Banner.

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Required Forms

Required Action

  1. The departing department submits an Assignment Termination EPAF (TERMJB)
  2. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.
  3. HR Records enters the record into Banner.

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Required Forms

Required Action

  1. The departing department submits an Employee Termination EPAF (TERMEE)
  2. If applicable, completion of Foreign National Tax Form. (See instructions for additional information.
  3. HR Records enters the record into Banner.

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Required Forms

Required Action

  1. The department submits ADJMPT (Part-time, monthly paid employee) or
  2. The department submits ADJFAS (Part-time, semi-monthly paid employee)
Last updated: 06/29/2020