Forms

Here, you will find forms that can save you a trip to HR. All forms that are in a PDF format require Adobe Acrobat Reader, version 4 or higher. To download this free software, visit http://get.adobe.com/reader/ and follow the instructions.

You can use Ctrl-F to search within this page.

For assistance, please call the main Human Resources number at (585) 475-2424 or refer to the HR Staff Directory.

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Benefits Forms

General Employment Forms

Job Evaluation & Position Control Forms

Employee Action Forms

Faculty Recruitment-Related Forms

Payroll Forms

HR Transactions Quick Start Guide

 

Benefits Forms

Form Name Use
Accident Report Form To report an accident or injury that occurs at work.
Adoption Assistance Program Reimbursement Form To request reimbursement for eligible adoption expenses.
Affidavit of Domestic Partnership To certify your domestic partner relationship.
Application for Domestic Partnership Benefits To enroll, change, or cancel benefits for your domestic partner.
Benefits Enrollment/Change Form – Full-Time and Extended Part-Time Employees To enroll, change, or cancel most RIT benefits.
Benefits Enrollment/Change Form - Part-Time and Adjunct Employees To enroll, change, or cancel RIT healthcare benefits.
Beneflex Authorization to Release Protected Health Information (PHI) To provide your authorization to EBS to release your PHI to another person(s) or entity (PHI includes information regarding your account and your claims).
Beneflex Data Change Form To update EBS with new information (e.g. address change).
Beneflex Direct Deposit Form To sign up, change or cancel direct deposit of Beneflex reimbursements.
Beneflex Reimbursement (FSA) – Dependent Day Care Spending Account To claim Beneflex dependent day care spending account reimbursements.
Beneflex Reimbursement (FSA) – Health Care Spending Account To claim Beneflex health care spending account reimbursements.
Beneflex Request Form for Additional Flex Card To request an additional Flex Card for a family member.
Dental Claim Form To submit dental claims to the dental plan administrator.
Job-Related Verification Form To apply for tax waiver for graduate courses taken by RIT employees. This process is completed online in Oracle Employee Self-Service at the link called My Graduate Course Tax Waiver Request.
Life Insurance Evidence of Insurability Form To apply for an increase in life insurance and/or Supplemental Long Term Disability coverage.
Medical Claim Form To submit medical services claim for reimbursement to Excellus BlueCross BlueShield.
Retirement Transition Program Request Memo To request participation in Retirement Transition Program.
Sick/Personal Leave Cash-Out Paid in Taxable Pay Form To request unused sick/personal leave hours for the 2015-2016 fiscal year to be paid out as taxable pay
Statement of Termination of Domestic Partnership To terminate the Affidavit of Domestic Partnership.
Tuition Assistance To apply for reimbursement for job-related courses you take at accredited colleges and universities and to apply for department funding for CPD courses.
Tuition Exchange Application and Recertification To apply for or recertify eligibility for the Tuition Exchange benefit.
Tuition Scholarship To apply for reimbursement for undergraduate tuition at other accredited colleges/universities for eligible children.
Tuition Waiver Form for Regular Employees for ASC and ELC, Adjuncts, and Non-Employees For regular employees to cover spouse/domestic partner and children for courses taken through the Academic Supports Center and the English Learning Center; for adjunct employees and eligible non-employees (e.g., ROTC) to cover themselves or spouse/domestic partner and children under RIT's Tuition Waiver Program for credit-bearing courses.
Tuition Waiver for Family Members of Regular Employees For regular employees to cover spouse/domestic partner and children for credit courses taken at RIT. This process is completed online in Oracle Employee Self-Service at the link called My Family Member Tuition Waiver. Please note that you must have proof of eligibility and proof that a child is your tax dependent for undergraduate courses to be tax-free. Click here for more details.
Tuition Waiver Form for Retirees, LTD Recipients, and Survivors For retirees, LTD recipients and their eligible family members and for their surviving family members for credit courses taken at RIT.  Please note that you must have proof of eligibility and proof that a child is your tax dependent for undergraduate courses to be tax-free.

 

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General Employment Forms

Form Name Use
Background Check Authorization To grant permission for a criminal background and/or MVR check to be performed.
Background Check: Notice of Rights Under the Fair Credit Reporting Act  
Cost Account Calculation Worksheet-Grant Funded Positions To calculate account breakdowns for grant funded positions.
Disability-Related Accommodations Request For faculty and staff to request disability-related accommodations in the workplace.
Employee Change of Personal Information To change name, address, phone number, or emergency contact information.
Employment Application Form It is strongly recommended that you use our automated job application system http://careers.rit.edu to apply for positions at RIT. If you are unable to do so, you may fill out this form and return it to the Human Resources Department.
New Hire Personal Data Form New faculty and staff hires will need to complete this form along with their other new hire paperwork.
New York State LENS Program MVR Form Enrollment into the New York LENS Program.
Staff Performance Appraisal Procedures and Forms To initiate and conduct staff performance appraisals and/or upward appraisal.
Termination Checklist To ensure all necessary actions are completed before and after employee terminates.

 

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Job Evaluation & Position Control Forms

Visit the Position Control Website for additional information on processing position changes (there is no longer a position change form).

 

Form Name Use
Job Description Questionnaire

To be used for all new and existing Positions.

Job Description Questionnaire Instructions

New PC Number Setup Form Use this form to request a PC number to be used in an incremental requisition form in Career Zone.

 

Re-organization / Organization Name Change Template (Excel) To initiate a department re-organization or organization name change.

 

 

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Employee Action Forms

Faculty Employee Action Forms

Form Name Use
Faculty – Hire All hires on a requisition in Career Zone should be processed using the online EAF form in the Career Zone system. Consult the Career Zone user guide for instructions.
Faculty – Leave Start To initiate a leave of absence RIT faculty.
Faculty – Leave Return To initiate a return to work action for RIT faculty.
Faculty – Salary Redistribution To initiate salary redistribution/costing change for RIT faculty please utilize the online Assignment Cost Change functionality in Oracle. Directions can be found on the Manager Self Service page.
Faculty – Assignment, Job, or Salary Change To initiate a change transaction on the employee's assignment, job or salary. Please refer to the back of the form for further information.
Lecturer – Term Change To be used to change or renew a multiple year term period of appointment for a Lecturer, Senior Lecturer or Principal Lecturer.
Summer Salary Grants and Contracts – EAF To initiate summer hire action for RIT faculty on grants and contracts.
Summer Salary – EAF To initiate summer hire action for RIT faculty not on grants and contracts please use the online Payment Entry functionality in Oracle. Directions can be found on the Manager Self Service page.
Faculty – Termination To initiate termination of employment for RIT faculty.
Faculty Overload To initiate Faculty Overload Pay Action for an appointment within the employee's own college outside of their plan of work please use the online Payment Entry functionality in Oracle. Directions can be found on the Manager Self Service page.
Faculty Special Assignment To initiate Special Assignment Pay Action for RIT regular Faculty employees please use the online Payment Entry functionality in Oracle. Directions can be found on the Manager Self Service page.
Transfer Checklist The previous manager should complete this checklist when a faculty or staff member in their department is being hired into another department at RIT.
FTE Calculator Excel spreadsheet to be used for calculating employee FTE based upon their standard months, weeks, hours.

 

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Staff Employee Action Forms

Form Name Use
Staff – Hire All hires on a requisition in Career Zone should be processed using the online EAF form in the Career Zone system. Consult the Career Zone user guide for instructions.
Staff – Leave Start To initiate a leave of absence RIT staff.
Staff – Leave Return To initiate a return to work action for RIT Staff.
Staff – Salary Redistribution To initiate salary redistribution/costing change for RIT Staff please utilize the online Assignment Cost Change functionality in Oracle. Directions can be found on the Manager Self Service page.
Staff – Assignment, Job, or Salary Change To initiate a change transaction on the employee's assignment, job or salary. Please refer to the back of the form for further information.
Staff – Termination To initiate termination of employment for RIT Staff.
Staff Special Assignment To initiate Special Assignment Pay Action for Exempt Staff Employees for a period of time outside of the normal quarter time frame please use the online Payment Entry functionality in Oracle. Directions can be found on the Manager Self Service page.
Transfer Checklist The previous manager should complete this checklist when a Staff or staff member in their department is being hired into another department at RIT.
FTE Calculator Excel spreadsheet to be used for calculating employee FTE based upon their standard months, weeks, hours.

 

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Adjunct Employee Action Forms

Form Name Use
Adjunct New Hire To initiate hire action for new Adjunct employees. Exempt Adjunct only.
Adjunct – Termination To initiate termination of employment for RIT Adjunct when the Adjunct is leaving RIT permanently.
Adjunct Non-Exempt Hire/Rehire To initiate a hire or rehire of a non-exempt (hourly) adjunct. Use only for hiring existing RIT non-exempt employees. Refer to instructions on back of form.

 

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Faculty Recruitment-Related Forms

Form Name Use
Faculty Posting Form  
Faculty Mid Search Review Form  
Faculty Search Committee Checklist  
Selection Criteria Rating Form (SCRF)  
Career Zone Online Requisition
(There is no longer a paper requisition form.)
If you already have a position control number, go directly to http://careers.rit.edu/managers to create your online requisition. If you need a pc number to use in your requisition, you must first complete the New PC Number Setup form. HR will then assign you a number to use in the online requisition in Career Zone.

 

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Payroll Forms

Questions? Contact us at (585) 475-2381 or (585) 475-2382.

Forms related to Kronos Timekeeping, Additional Payments, Payroll Changes and Tax Deductions can be found at: http://www.rit.edu/fa/controller/forms.html.

 

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