COVID-19 Resources and Information
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.
When you've completed your form and you're ready 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 downloaded and completed using a computer 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 Data. Visit How to Submit Paperwork, Forms and Spreadsheets for guidance).
- | Red horizontal border to the left of a field indicates a required field.
- Prepared By, Phone & Date: Enter name and telephone number of the person completing the form along with the date the form was completed.
- Campus: Select employee's campus of employment from dropdown list.
- HR Departments: 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)
- Form Type: Select from dropdown Original if Original form or select Revised to correct an Original form already submitted.
- 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 By | Form | Resources & Additional Information | Description |
|---|---|---|---|---|
| Personal Information | Employee | Active employees are expected to update their personal information via MaineStreet Employee Self-Service for Address Change, Education, Emergency Contacts, Licenses/Certifications, etc. PDF paper forms are available upon request. | ||
| Hire/Rehire | Employee & HR Liaison | How to Complete Form I-9 Employment Eligibility Verification via Employee Self-Service | 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...". | |
| Hire/Rehire | Employee | How to Set up W-4 Tax Withholding Status How to Set up W-4 Tax Withholding Status for Nonresident Alien | 1040.20 Tax Withholding | Active employees are expected to submit their W-4 tax withholding via MaineStreet Employee Self-Service. PDF paper forms are available upon request. |
| Hire/Rehire | Employee | How to Set up Direct Deposit | 1050.10 Paycheck Distribution Methods - Direct Deposit | Active employees are expected to set up their direct deposit via MaineStreet Employee Self-Service. |
| Job or Position Updates | Employee | Remote Work Information | Employees working remotely are expected to have an approved remote worker agreement. Employees will have taxes withheld in accordance with the state where the work is physically being performed. |
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Category | Completed By | Form | Resources & Additional Information | Description |
|---|---|---|---|---|
Pay/Earnings | HR Liaison or Supervisor | 0550.10 Additional Compensation | Hourly-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 Updates | HR Partner | Appointment Form - Salaried/Faculty | This form is completed by HR. | |
| Job or Position Updates | HR Partner | Appointment Form - Hourly | This form is completed by HR. | |
| Job or Position Updates | Employee | Working 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/Earnings | HR Liaison | Additional Pay - Faculty Summer Salary (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet | 0550.10 Additional Compensation | Submit this form to initiate additional compensation during summer months for faculty. |
| System | HR Partner | Department Add/Change Request | Complete this form to create or modify Human Resources departments. | |
| Pay/Earnings | HR Liaison | Emergency Off-Cycle Check Request | 1020.00 Off-Cycle Payroll | Submit this form when an employee did not get paid on the regular pay cycle and must be paid via off-cycle process. |
| Pay/Earnings | HR Liaison | Earnings Distribution | Complete this form to update chartfields for payroll earnings distribution to General Ledger. | |
| Job or Position Updates | HR Partner | Faculty Supplement/Tenure | Submit this information for tracking faculty-related data. | |
| Job or Position Updates | Employee/Faculty | PATFA Availability | Faculty complete this form indicating teaching availability. | |
| Pay/Earnings | HR Liaison or Supervisor | Dual Rate (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet | How to Process Temporary and/or Additional Pay | 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/Earnings | HR Liaison | How to Process Faculty Related Payments via Smartsheet | Complete this form to notify stakeholders of course cancellation | |
| Pay/Earnings | HR Liaison | How to Process Faculty Related Payments via Smartsheet | Complete this Smartsheet form to initiate the approval workflow for pay for faculty contracts and overloads. | |
| Pay/Earnings | HR Liaison | Faculty Teaching Payments Spreadsheet | How to Process Faculty Related Payments via Smartsheet (Download Spreadsheet to view/use) | Complete this Smartsheet spreadsheet to initiate the approval workflow and/or pay for faculty contracts and overloads. |
| Pay/Earnings | HR Liaison | Graduate Assistant Appointment Form (UMaine Only) | For submitting UMaine Graduate School stipends for graduate assistants. | |
| Pay/Earnings | HR Liaison or Supervisor | Additional Pay - Salaried (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet | 0550.10 Additional Compensation | Follow Guidelines for initiating additional compensation. |
Pay/Earnings | HR Liaison | Stipend (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet | 0550.10 Additional Compensation | Stipends must adhere to Board of Trustees Policy: https://www.maine.edu/board-of-trustees/policy-manual/section-404/ |
| Pay/Earnings | HR Liaison | Prize, Award or Gift | 0550.20 Employee Gifts, Prizes and Awards | Complete this form to report cash and/or cash equivalent winnings, prizes, awards and/or gifts that are taxable to the employee per IRS |
| Pay/Earnings | Employee or Supervisor | Mutual Agreement for Temporary Reduction of Hours | Schedule Reduction Opportunities | |
| Pay/Earnings | Employee | Partial Phased Retirement | Schedule Reduction Opportunities | |
| Pay/Earnings | HR Liaison | Pay Change (pdf) or | Compensation | Use this form for initiating pay rate changes including reappointments and reclassifications. Use Regular Appointment Form for transfers and new appointments. |
| Pay/Earnings | HR Liaison | 1060.00 Overpayments | Send an HR Inquiry form immediately when it's been discovered that an employee has been overpaid so corrective action can be made to prevent future overpayments and so the employee can be notified accordingly. | |
| Pay/Earnings | HR Liaison | Voluntary Reduction in Schedule | Schedule Reduction Opportunities | |
| Leave of Absence | Employee | Personal Leave of Absence | ||
| Personal Information | Employee | 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 Absence | HR Liaison | Military Leave | To provide military leave updates. | |
| Job or Position Updates | Employee or Supervisor | Short Work Break | To provide hourly employee work year information (will impact encumbrances in General Ledger). | |
Job or Position Updates | HR Liaison | Personnel Change | Job/position updates that do not impact pay. An example is a change to supervisor. | |
| Hire/Rehire | Employee & HR Liaison | How to Complete Form I-9 Employment Eligibility Verification via Employee Self-Service | 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/Earnings | Employee | Timesheet | Submit this form if unable to enter time in MaineStreet Timesheet for any reason. | |
| System | Supervisor | Time Approver Security Access | Training Materials | Use this form to request access to be a Time Approver. |
| System | Supervisor | Security Authorization Request | Complete this form to gain access to HR pages and functionality. Also see Time Approver Security Access form. | |
| Pay/Earnings | Supervisor | Student Change Form | Complete this form to submit changes to an existing student job. | |
| System | Supervisor | Student e-Hire Authorization Request | Training Materials | Complete this form to gain access to HR Manager Self-Service Student Rehire pages and functionality. |
| Hire/Rehire | HR Liaison | Temporary Summer/Athletic Camp Appointment (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet | 0540.00 Summer Camp Guidelines | Complete this form to submit payment for temporary summer camp employment. |
| Hire/Rehire | HR Liaison | Temporary Appointment- Hourly (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet | How to Process Temporary and/or Additional Pay | Employee must sign this form agreeing to terms and acknowledging receipt of Supplemental Notice. |
| Hire/Rehire | HR Liaison | Temporary Appointment- Salaried (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet | How to Process Temporary and/or Additional Pay | Employee must sign this form agreeing to terms and acknowledging receipt of Supplemental Notice. |
| Hire/Rehire | HR Liaison | Temporary Appointment Update- Salaried | How to Process Temporary and/or Additional Pay | Use this form to submit changes to temporary appointments. |
| Hire/Rehire | Employee | How to Set up W-4 Tax Withholding Status How to Set up W-4 Tax Withholding Status for Nonresident Alien | 1040.20 Tax Withholding | Visit Employee Self-Service (best option for privacy of information) to update tax withholding status. You may also complete this form. |
| Hire/Rehire | Employee | Direct Deposit | Employee Self-Service Guide | Visit Employee Self-Service to sign up or update Direct Deposit. |
| Leave of Absence | HR Liaison | Educational or Sabbatical Leave | Complete and submit this form for faculty and professional employee requests for leave of absence. | |
| Leave of Absence | Employee | Medical Leave | Medical Leave policies | Employee completes request and sends directly to Employee Benefits Center. |
| Person of Interest | HR Liaison or POI | Person of Interest | 0310.12 Person of Interest (POI) Record | Complete 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 Employment | HR Liaison or Supervisor | Separation | 0410.00 Separation/Termination Processing | Complete this form for employees who are leaving employment. |
| Hire/Rehire | HR Liaison or Supervisor | Administrative Practice Letter | Complete this form for new hires whose moving expenses (all or partial) are being reimbursed by the department. | |
| Job or Position Updates | Employee | Remote Work Information | Employees working remotely are expected to have an approved remote worker agreement. Employees will have taxes withheld in accordance with the state where the work is physically being performed. |
Student Employment Forms
Student Employment Website: | U of M at Augusta | U of M at Farmington | U of M at Fort Kent | U of M at Machias | University of Maine | University of Southern Maine | U of M at Presque Isle |
|---|
Category | Completed By | Form | Resources & Additional Information | Description |
|---|---|---|---|---|
| System | Supervisor | Student e-Hire Authorization Request | Training Materials | Complete this form to gain access to HR Manager Self-Service Student Rehire pages and functionality. |
