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This page lists common forms to submit changes to HR/Payroll data entry.  Our PDF fillable forms including instructions are now available via links below.   

If you have multiple actions to submit, visit How to Submit Paperwork, Forms and Spreadsheets for guidance.

We appreciate any and all feedback and are always looking for ways to improve the services we provide including updates to the forms and information.  Please submit your suggestions for improvement by clicking here.  Because we will be improving these forms and this site on an ongoing basis, check this site often for updated forms and information. 

General Form Instructions:   Forms are intended to be completed online and then printed for appropriate signatures.  Once appropriate signatures have been obtained, the form is faxed to payroll at 561-3456 or emailed to payroll@maine.edu (please do not email any forms that have Social Security Number per APL VI-Information Technology, C. Employee Protection of DataVisit How to Submit Paperwork, Forms and Spreadsheets for guidance).

  1.  Red horizontal border to the left of a field indicates a required field.
  2. Prepared By, Phone & Date:  Enter name and telephone number of the person completing the form along with the date the form was completed.
  3. Campus:  Select employee's campus of employment from dropdown list.
  4. Department:  Enter the Human Resources department ID; first letter coincides with campus (O=UM, P=USM, S=Univ Svcs, A=UMA, F=UMF, K=UMFK, M=UMM, I=UMPI)
  5. Form Type:  Select from dropdown Original if Original form or select Revised to correct an Original form already submitted. 
  6. Need More Information?  Visit 1170.00 MaineStreet Human Capital Management (HCM) Information for date definitions, HR department codes, job codes, earn codes and more.

New Employee Packet

Category

Completed ByFormResources & Additional InformationDescription
Personal InformationEmployee

Individual Data Sheet


Updates to personal information can be made via MaineStreet Employee Self-Service. However, employees may complete this form to provide personal information such as Address Change, Education, Emergency Contacts, Licenses/Certifications, etc.
Hire/RehireEmployee & HR Liaison

I-9 Employment Eligibility Verification USCIS Fillable Version (Download) 

Must be completed for every new employee within 3 days of hire. To access fillable pdf version please open in your download folder and not in your browser. Instructions.  Also, see Internationals/Non-Resident Aliens if in Section 1, the employee selects "An alien authorized to work...".

Additional information: 0310.10 Form I-9 and E-Verify

Hire/RehireEmployee

W-4 - Federal 

W-4 - Maine 

W-4 - State Other Than Maine

Employee Self-Service Guide Visit Employee Self-Service (best option for privacy of information) to update tax withholding status.  You may also complete this form. 
Hire/RehireEmployeeDirect DepositEmployee Self-Service Guide 

Visit Employee Self-Service to sign up or update Direct Deposit.  

Job or Position UpdatesEmployeeWorking Outside Maine1040.20 Tax WithholdingThis form must be submitted if an employee is working outside the State of Maine and ensures the appropriate state and municipal taxes are deducted.


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Click on the headings to sort in ascending and descending order.


Category

Completed ByFormResources & Additional InformationDescription

Pay/Earnings

HR Liaison or Supervisor0550.10 Additional CompensationHourly-paid Nonexempt employees cannot be paid ongoing additional compensation as a flat fee or lump sum. If the additional work is ongoing or lasting longer than one month, hours must be tracked in MaineStreet Time and Labor. Follow the Temporary Pay procedures to determine appropriate form.
Job or Position UpdatesHR PartnerAppointment Form - Salaried/Faculty
This form is completed by HR.
Job or Position UpdatesHR PartnerAppointment Form - Hourly
This form is completed by HR.
Job or Position UpdatesEmployeeWorking Outside Maine
This form must be submitted if an employee is working outside the State of Maine and ensures the appropriate state and municipal taxes are deducted.
Pay/EarningsHR LiaisonAdditional Pay - Faculty Summer Salary 0550.10 Additional CompensationSubmit this form to initiate additional compensation during summer months for faculty.
SystemHR PartnerDepartment Add/Change Request
Complete this form to create or modify Human Resources departments.
Pay/EarningsHR LiaisonEmergency Off-Cycle Check RequestOff-Cycle PayrollSubmit this form when an employee did not get paid on the regular pay cycle and must be paid via off-cycle process.
Pay/EarningsHR LiaisonEarnings Distribution
Complete this form to update chartfields for payroll earnings distribution to General Ledger. 
Job or Position UpdatesHR PartnerFaculty Supplement/Tenure
Submit this information for tracking faculty-related data.
Job or Position UpdatesEmployee/FacultyFaculty Part-Time Availability
Faculty complete this form indicating teaching availability.
Pay/EarningsHR Liaison or SupervisorDual Rate

Whenever an employee is assigned to perform the duties of another classification at a higher wage band, the employee shall be compensated for the period of the assignment at the rate for the higher classification in accordance with collective bargaining contract.

Pay/EarningsHR LiaisonFaculty Part-Time Cancellation
Complete this form to notify Payroll of course cancellation
Pay/EarningsHR Liaison

Faculty Part-Time & Overload Teaching Agreements


Complete this form to initiate teaching pay for part-time faculty and overloads.
Pay/EarningsHR Liaison

Faculty Teaching Payments Spreadsheet

How to Process Faculty Related Payments via SpreadsheetComplete this spreadsheet each semester to initiate payroll payments for part-time adjunct faculty.  Authorized staff should email to payroll@maine.edu by the 15th of the first month of each semester. (i.e. Fall 2018 semester spreadsheet due by Sep 15, 2018)
Pay/EarningsHR Liaison or SupervisorAdditional Pay - Salaried 0550.10 Additional CompensationFollow Guidelines for initiating additional compensation.

Pay/Earnings

HR LiaisonStipend 0550.10 Additional CompensationStipends must adhere to Board of Trustees Policy: http://www.maine.edu/about-the-system/board-of-trustees/policy-manual/section404/
Pay/EarningsHR LiaisonPrize, Award or GiftPolicyComplete this form to report cash and/or cash equivalent winnings, prizes, awards and/or gifts that are taxable to the employee per IRS
Pay/EarningsEmployee or SupervisorMutual Reduction of Hours Schedule Reduction Opportunities
Pay/EarningsEmployeePartial Phased Retirement Schedule Reduction Opportunities
Pay/EarningsHR LiaisonPay Change CompensationUse this form for initiating pay rate changes including reappointments and reclassifications.  Use Regular Appointment Form for transfers and new appointments.
Pay/EarningsHR LiaisonNotice of OverpaymentOverpayment ProceduresSubmit this form when an employee has been identified as being overpaid so corrective action can be made to prevent future overpayments. The NET amount owed to the University will be calculated and the employee will be notified of the net amount along with repayment procedures.
Pay/EarningsHR LiaisonVoluntary Reduction in Schedule Schedule Reduction Opportunities
Leave of AbsenceEmployeePersonal Leave of Absence

Personal InformationEmployee

Individual Data Sheet


Updates to personal information can be made via MaineStreet Employee Self-Service. However, employees may complete this form to provide personal information such as Address Change, Education, Emergency Contacts, Licenses/Certifications, etc.
Leave of AbsenceHR LiaisonMilitary Leave
To provide military leave updates.
Job or Position UpdatesEmployee or SupervisorShort Work Break
To provide hourly employee work year information (will impact encumbrances in General Ledger).  

Job or Position Updates

HR LiaisonPersonnel Change 
Job/position updates that do not impact pay. An example is a change to supervisor.
Hire/RehireEmployee & HR Liaison

I-9 Employment Eligibility Verification USCIS Filllable Version (Download) 

Must be completed for every new employee within 3 days of hire. To access fillable pdf version please open in your download folder and not in your browser. Instructions.  Also, see Internationals/Non-Resident Aliens if in Section 1, the employee selects "An alien authorized to work...".
Pay/EarningsEmployeeTimesheet
Submit this form if unable to enter time in MaineStreet Timesheet for any reason.
SystemSupervisorTime Approver Security Access
Training MaterialsUse this form to request access to be a Time Approver.
SystemSupervisorSecurity Authorization Request
Complete this form to gain access to HR pages and functionality.  Also see Time Approver Security Access form.
Pay/EarningsSupervisorStudent Change Form
Complete this form to submit changes to an existing student job.
SystemSupervisorStudent e-Hire Authorization RequestTraining MaterialsComplete this form to gain access to HR Manager Self-Service Student Rehire pages and functionality.  
Hire/RehireHR LiaisonTemporary Summer/Athletic Camp Appointment GuidelinesComplete this form to submit payment for temporary summer camp employment.
Hire/RehireHR LiaisonTemporary Appointment- HourlyHow to Process Temporary and/or Additional PayEmployee must sign this form agreeing to terms and acknowledging receipt of Supplemental Notice.
Hire/RehireHR LiaisonTemporary Appointment- SalariedHow to Process Temporary and/or Additional PayEmployee must sign this form agreeing to terms and acknowledging receipt of Supplemental Notice.
Hire/RehireHR LiaisonTemporary Appointment Update- SalariedHow to Process Temporary and/or Additional PayUse this form to submit changes to temporary appointments.
Hire/RehireEmployee

W-4 - Federal 

W-4 - Maine 

1040.20 Tax WithholdingVisit Employee Self-Service (best option for privacy of information) to update tax withholding status.  You may also complete this form. 
Hire/RehireEmployeeDirect DepositEmployee Self-Service Guide 

Visit Employee Self-Service to sign up or update Direct Deposit.  

Leave of AbsenceHR LiaisonEducational or Sabbatical Leave 
Complete and submit this form for faculty and professional employee requests for leave of absence.
Leave of AbsenceEmployeeMedical Leave Medical Leave policiesEmployee completes request and sends directly to Employee Benefits Center.
Person of InterestHR Liaison or POIPerson of Interest Additional InformationComplete and submit this form if access to UMS applications is necessary prior to the start of employment or if the person will not be employed. Persons of interest are interns, non-salaried faculty, consultants, non-employee temporary, etc.
Termination/Separation of EmploymentHR Liaison or SupervisorSeparation Additional Information

Complete this form for employees who are leaving employment.

Hire/RehireHR Liaison or SupervisorAdministrative Practice LetterComplete this form for new hires whose moving expenses (all or partial) are being reimbursed by the department.

Student Employment Forms

Category

Completed ByFormResources & Additional InformationDescription
Pay/EarningsSupervisorStudent Change Form
Complete this form to submit changes to an existing student job.
SystemSupervisorStudent e-Hire Authorization RequestTraining MaterialsComplete this form to gain access to HR Manager Self-Service Student Rehire pages and functionality.  
Hire/RehireSupervisorStudent Authorization Form (Manual)See SE Website aboveComplete this form to submit an authorization for a student job; this form is generally submitted to Student Employment for approval prior to being sent to Payroll.