Personnel / Payroll

To appoint a new employee—or to renew or modify a current employee’s appointment—please complete the Personnel Request Form (.pdf) and submit to finance.cmp@wsu.edu.

1. Search and hire non-permanent employee. (All new positions must be reviewed by HRS for compensation and classification. HRS may have questions and other recommendations.)
2. Fill out the Personnel Request Form (pdf) and return to the Finance Team.
   • If you do not have all of the information needed to properly fill out the Personnel Request Form, please contact the Finance Team for assistance.
   • Be sure to provide detailed summary of duties in order to determine appropriate classification (reviewed and approved by HRS).
     • Washington State OFM
     • Non-Permanent Civil Service Classification Examples (pdf)
     • Please note: We can appoint to salary Step F at our discretion; anything above this step needs a strong justification as well as a resume from the employee. Also, all non-permanent positions will have a two step salary increase at 12 months and each year thereafter.
   • Determine non-permanent employee type (scheduled or non-scheduled)
     • Non-Permanent Scheduled (NPS). A non-student hired to meet temporary workload needs for 2 years or less, and is assigned a schedule with a fixed number of working hours in a workweek. For example, an employee could work 15 hours per week but the days and times of the work may vary. Nonpermanent Scheduled employees will be paid on an exception basis similar to Civil Service, Administrative Professional, and Faculty employees. They will have a set salary that is prorated for their established FTE. This means they will be paid the same amount each pay cycle unless a pay affecting time event (e.g. leave without pay, straight time hours, premium pay hours etc.) is submitted and approved during the pay cycle.
     • Non-Permanent Non-Scheduled (NPNS). A non-student hired to meet intermittent workload needs, is temporary in nature (less than 2 years), and who is not assigned a fixed schedule or amount of working time in a workweek that is less than full-time. For example, the employee may work 20 hours one week, 5 hours the next week, and 10 hours the next on a variable schedule. Nonpermanent Nonscheduled (NPNS) employees are paid on an hourly basis based upon the hours submitted and approved on their time entry calendar each pay cycle.
3. Finance Team personnel support staff confirms or creates a WSU ID for employee. We will need the following information to create their profile in myWSU and generate a WSU ID number:
   • Full legal name
   • Date of birth
   • SSN (Employee should contact Andrea Engle directly at 253-445-4508 to provide this information).
   • Mailing address
   • Personal email address
   • Personal phone number
4. Have the employee email the Finance Team (finance.cmp@wsu.edu) to schedule I-9 verification.
   • List of Acceptable Documents for I-9 Completion (pdf)
   • W-4 Form and Direct Deposit Authorization are completed in Workday
     • Federal Withholding Elections Reference Guide
     • Complete Payment Elections

New employees should be provided with the correct Onboarding packet for their classification. Return completed forms to the Admin Team (finance.cmp@wsu.edu).

• Faculty and AP (overtime exempt) Employees
  • Employee Request and Correct Time Off
• Civil Service Employees
  • How to Enter Time
  • Enter and Correct Time
  • Enter and Correct Time via Workday Mobile App
  • Employee Request and Correct Time Off
• Temporary/Hourly Employees
  • How to Enter Time

• Supervisors should notify the appropriate member of the Admin Team as soon as they know that an employee or graduate student will be leaving:
  • CSANR: Please notify the Admin Team (finance.cmp@wsu.edu).
  • NWREC: Please notify NWREC Front Office (MV.NWREC@wsu.edu) to begin a Front Office Employee Departure Checklist
  • PREC: Please notify PREC Admin Assistant (Puyallup.REC@wsu.edu) to begin a Front Office Employee Departure Checklist.
• Complete a Departure checklist (NWREC or PREC).
• All employees and grad students will be asked to provide a forwarding address/contact information to the Administrative Assistant for their unit.

• In order to ensure coverage under workers’ compensation and to ensure that the University is covered for liability purposes, volunteer designation must occur before any duties are performed. The department is to maintain records for each volunteer on the Volunteer Monthly Report which include the following information:
  • Name of volunteer
  • Name of department
  • Month of activity
  • Dates, times, and hours of activity performed by the volunteer
  • Description of volunteer services provided
  • Name of department employee who supervised the volunteer
  • University account number that supports workers’ compensation premium charges (see BPPM 30.07)
  • Expenditure authority name, telephone, and e-mail address
• By the 15th of each month, please send the completed Volunteer Monthly Report to finance.cmp@wsu.edu so they can submit this completed form to HRS to report volunteer activity for the previous month.
• Volunteers are subject to the same University requirements for safety procedures orientation and training as employees (see SPPM 2.16). Complete the required safety trainings located in the onboarding packet and submit to the front office for filing in the volunteer files.
• The department is to maintain each volunteer file for six years after termination of service.

Hosting and Hiring Internationals

This website provides the necessary information and process for hosting exchange visitors. For more information, you may contact International Programs directly at ip.scholars@wsu.edu or 509-335-4508.