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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.   

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 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. 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)
  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

How-to Articles - Employee Self-Service Personal Details


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/RehireEmployee & HR Liaison

How to Complete Form I-9 Employment Eligibility Verification via Employee Self-Service

I-9 Employment Eligibility Verification USCIS 

  • Form I-9 Instructions 
  • M-274 Handbook for Employers 

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/RehireEmployee

How to Set up W-4 Tax Withholding Status

How to Set up W-4 Tax Withholding Status for Nonresident Alien

Working Outside State of Maine

1040.20 Tax WithholdingActive employees are expected to submit their W-4 tax withholding via MaineStreet Employee Self-Service. PDF paper forms are available upon request.
Hire/RehireEmployeeHow to Set up Direct Deposit1050.10 Paycheck Distribution Methods - Direct Deposit

Active employees are expected to set up their direct deposit via MaineStreet Employee Self-Service. 

Job or Position UpdatesEmployee

Online Remote Work Agreement Form

Remote Work InformationEmployees 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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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 (pdf) or

How to Process Temporary and/or Additional Pay via Smartsheet

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 Request1020.00 Off-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/FacultyPATFA Availability
Faculty complete this form indicating teaching availability.
Pay/EarningsHR Liaison or SupervisorDual 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/EarningsHR Liaison

Smartsheet Cancellation Form

How to Process Faculty Related Payments via SmartsheetComplete this form to notify stakeholders of course cancellation
Pay/EarningsHR Liaison

Faculty Part-Time & Overload Teaching Agreements

How to Process Faculty Related Payments via SmartsheetComplete this Smartsheet form to initiate the approval workflow for pay for faculty contracts and overloads.
Pay/EarningsHR 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/EarningsHR LiaisonGraduate Assistant Appointment Form (UMaine Only)
For submitting UMaine Graduate School stipends for graduate assistants.
Pay/EarningsHR Liaison or SupervisorAdditional Pay - Salaried (pdf) or

How to Process Temporary and/or Additional Pay via Smartsheet

0550.10 Additional CompensationFollow Guidelines for initiating additional compensation.

Pay/Earnings

HR LiaisonStipend (pdf) or

How to Process Temporary and/or Additional Pay via Smartsheet

0550.10 Additional CompensationStipends must adhere to Board of Trustees Policy: https://www.maine.edu/board-of-trustees/policy-manual/section-404/
Pay/EarningsHR LiaisonPrize, Award or Gift0550.20 Employee Gifts, Prizes and AwardsComplete 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 Supervisor

Mutual Agreement for Temporary Reduction of Hours


Schedule Reduction Opportunities
Pay/EarningsEmployeePartial Phased Retirement Schedule Reduction Opportunities
Pay/EarningsHR Liaison

Pay Change (pdf) or

How to Process Pay Changes via Smartsheet

CompensationUse this form for initiating pay rate changes including reappointments and reclassifications.  Use Regular Appointment Form for transfers and new appointments.
Pay/EarningsHR Liaison

HR Operations inquiry

1060.00 OverpaymentsSend 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/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 (pdf) or

How to Process Temporary and/or Additional Pay via Smartsheet

0540.00 Summer Camp GuidelinesComplete this form to submit payment for temporary summer camp employment.
Hire/RehireHR LiaisonTemporary Appointment- Hourly (pdf) or

How to Process Temporary and/or Additional Pay via Smartsheet

How to Process Temporary and/or Additional PayEmployee must sign this form agreeing to terms and acknowledging receipt of Supplemental Notice.
Hire/RehireHR LiaisonTemporary Appointment- Salaried (pdf) or

How to Process Temporary and/or Additional Pay via Smartsheet

How 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

How to Set up W-4 Tax Withholding Status

How to Set up W-4 Tax Withholding Status for Nonresident Alien

W-4 - State Other Than 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 0310.12 Person of Interest (POI) RecordComplete 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 0410.00 Separation/Termination Processing

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.
Job or Position Updates
Employee

Online Remote Work Agreement Form

Remote Work InformationEmployees 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

Category

Completed ByFormResources & Additional InformationDescription
SystemSupervisorStudent e-Hire Authorization RequestTraining MaterialsComplete this form to gain access to HR Manager Self-Service Student Rehire pages and functionality.  

Benefit Forms