New Employee Packet for Faculty, Staff, and Students

All required documents as listed below should be completed, printed, signed and submitted to HR prior to or on the first day of employment. All documents must be submitted to HR no later than the third business day from the employee's date of hire. Employees are required to bring a Social Security Card, a second form of Id for Section B as denoted on the I-9 and the required documentation for direct deposit (i.e., a voided check or documentation from your financial institution verifying the account and routing number). Failure to provide a complete packet will result in processing and payment delays to the employee.

A New Employee Checklist is available.

Required Forms and Documents (for all types of employees unless noted):

Benefits Forms: The benefit programs available have different eligibility criteria and deadlines for enrollment. Benefits-eligible employees can find information about benefit options below. Employees who are not benefits-eligible can find information about benefits options here. Be certain to contact Benefits for more information to ensure you do not miss your opportunity to enroll.

REQUIRED BENEFITS DOCUMENTATION - AT HIRE

  • Group Health Insurance - State Employee Health Plan Enrollment Form The enrollment form must be submitted within 31 calendar days of your first day in pay status to be eligible for coverage to begin the first of the month following the 30 calendar day waiting period. If, prior to your date of hire, you applied for and received approval for waiver of the 30 calendar day waiting period, the enrollment form must be submitted as soon as possible after start date in order to have your coverage set up promptly. Information about health insurance (medical, dental, prescription drug and vision plans) can be found here. Information about coverage begin dates, based on hire dates, can be found here.

    • Health Quest Rewards Discount Program - The State Employee Health Plan offers HealthQuest Rewards Discount Program on your health insurance premiums find more information on enrollment here.
    • Health Savings Account - The HSA enrollment form for this program is mandatory ONLY if enrolling in the Plan C Medical Option.
    • (*Dependent documentation required if applicable and form is required even if waiving coverage)

  • Group Life Insurance - The University pays for coverage equal to 150% of your annual salary. Enrollment is automatic. Complete and return the appropriate form to designate your desired beneficiary(ies).
  • Retirement Data Forms - These forms are required to document any prior State service, retirement system participation and benefit elections.

REQUIRED BENEFITS DOCUMENTATION – AT HIRE OR WHEN ELIGIBLE FOR PLAN PARTICIPATION

  • Mandatory Retirement Plan - Faculty, Unclassified Academic and Unclassified Professional Staff

    • Retirement Verification - Retirement Verification Form Faculty and unclassified academic and unclassified professional staff are required to participate in the Kansas Board of Regents Mandatory Retirement Plan after serving a one year waiting period. Waiver of the waiting period can be obtained if certain criteria are met. If the Retirement Verification Form is received by the Benefits Office within 90 days of your first day in pay status and the wavier provisions are met, your contributions will begin on the first day of the pay period in which the form is received. Otherwise, participation will begin one year after your first day in pay status.
    • Board of Regents Mandatory Retirement Plan Investment Agreement Form - If you are immediately eligible, return the Mandatory Retirement Plan Investment Form with the Payroll Form/Offer Letter and the Retirement Data Sheet.
  • Mandatory Retirement Plan - University Support Staff - KPERS Retirement Plan information. No forms are needed for enrollment in KPERS. USS who are eligible for KPERS will be automatically enrolled at date of hire.
  • Mandatory Retirement Plan – Police and Fire - KP&F Retirement Plan Information. No forms are need for enrollment in KP&F. KU employees eligible for KP&F will be automatically enrolled at date of hire.

OTHER BENEFITS INFORMATION AND VOLUNTARY DOCUMENTATION

  • Flexible Spending Accounts - The enrollment form for this voluntary program must be submitted within 31 calendar days of your first day in pay status. Participation in the health care and/or dependent care flexible spending accounts will begin the first of the month following the 30 calendar day waiting period. There are annual and biweekly minimums and maximums. Additional information can be found here.
  • Optional Group Life - If you wish to enroll in KPERS Optional Group Life term insurance through payroll deduction and be eligible for the guaranteed issue amount of $50,000, complete Optional Group Life Insurance Form and return it to Benefits within 21 days after your hire date (appointment date). KPERS administers this plan for all benefits-eligible faculty and staff. Additional information can be found here. If you wish to enroll in the Optional Group Life insurance plan offered through KU's Teachers and Employees Association for you and/or your dependents, visit the TEA website to apply for coverage.
  • Voluntary Retirement Plans - All benefits-eligible employees can participate in one or both of the voluntary retirement plans available. The Kansas Board of Regents Voluntary 403(b) plan, which offers both pre-tax and after-tax deductions, and the State of Kansas 457 Deferred Compensation Plan.
  • Long-Term Disability (LTD) - All benefits-eligible faculty and staff are covered under the State's LTD program that is paid for by the employer. The LTD program is administered by KPERS for participants in the KPERS retirement program as well as the Board of Regents retirement program. The third-party service provider for the KPERS LTD plan is DCG Resource Options (DCG). This LTD coverage is designed to provide income if you are disabled for longer than 180 calendar days and are unable to work. Additional information can be found here.
  • Long Term Care Insurance (LTC) - This optional benefit program provides insurance coverage to pay some or all of the costs of assisted living when a person is unable to take care of their daily living needs. Additional information is available about the two LTC plan options (the State of Kansas plan with Genworth and the Teachers & Employees plan with UNUM), as well as the Kansas Department of Insurance Buyer's Guide to Long Term Care.
  • Leaves and Holidays - Information about leaves (vacation, sick, shared leave, etc.) and holidays can be found here.
  • General Benefits Summary - A chart of benefits and additional benefits information can be found on the HR website.

Other Information for New Employees