Forms

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	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/Rehire	Employee & HR Liaison	How to Complete Form I-9 Employment Eligibility Verification via Employee Self-Service Form I-9 Employment Eligibility Verification USCIS Form I-9 Instructions M-274 Handbook for Employers Missing Form I-9 (used to terminate employment for employees who do not complete Form I-9)	Form I-9 Guide CUPA HR I-9 Consortium 0310.10 Form I-9 and E Verify How to Complete Form I-9 with Examples	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...". Missing Form I-9 (used to terminate employment for employees who do not complete Form I-9)
Hire/Rehire	Employee	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 W-4 - State Other Than Maine	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	Online Remote Work Agreement Form	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	Additional Pay - Hourly Staff (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet	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	Smartsheet Cancellation Form	How to Process Faculty Related Payments via Smartsheet	Complete this form to notify stakeholders of course cancellation
Pay/Earnings	HR Liaison	Faculty Part-Time & Overload Teaching Agreements	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 How to Process Pay Changes via Smartsheet	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	HR Operations inquiry	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	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 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	I-9 Employment Eligibility Verification USCIS Filllable Version (Download) Missing Form I-9 (used to terminate employment for employees who do not complete Form I-9)	Form I-9 Guide Form I-9 Instructions M-274 Handbook for Employers CUPA HR I-9 Consortium	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...". Missing Form I-9 (used to terminate employment for employees who do not complete Form I-9)
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 W-4 - State Other Than Maine	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	Moving Expense Reimbursement (pdf) or How to Process Temporary and/or Additional Pay via Smartsheet	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	Online Remote Work Agreement Form	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.

Benefit Forms

Category	Form
Paid Leave	Annual Leave Carryover Exception Request
Enrollment	Dependent Relationship Verification Form
Enrollment	Domestic Partnership Affidavit
Dependent	Disabled/Handicapped Physician's Form
Dependent	Disabled/Handicapped Affidavit
Health Insurance	Claim Form
Health Insurance Premiums	Preventative Care Form
Health Savings Account	HSA Pledge Form
HIPAA	HIPAA Authorization/Release Form
Life Insurance	Evidence of Insurability
Life Insurance	Life Insurance Conversion Form
Leave	Advance of Disability
Flexible Spending Accounts	FSA/DCA Reimbursement Form
Flexible Spending Accounts	Card Request Form
FMLA	Employee Request for FMLA (pdf)
FMLA	Certification of Ability to Return to Work (pdf)
FMLA	Certification of Qualifying Exigency for Military Family Leave-Form 384 (pdf)
FMLA	Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave-Form 385 (pdf)
FMLA	Certification of Health Care Provider for Family Member's Serious Health Condition-Form 380F (pdf)
FMLA	Certification of Health Care Provider for Employees' Serious Health Condition-Form 380E (pdf)
Retirement	Salary Reduction Agreement for Hourly Employees
Retirement	Salary Reduction Agreement for Salaried Employees
Tuition Waiver	Employee Tuition Waiver Form
Tuition Waiver	Dependent Tuition Waiver Form

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Benefit Forms