PASSWORDMANAGEMENT
HR Forms & Guidelines
Benefits
| Form | Use |
|---|---|
|
(via AdobeSign) |
Used to enroll, make changes or cancel Health, Dental or FlexCash elections. Supporting documentation may also be resuired. Select form name from WorkFlow Selector Dropdown. |
| Benefit Provider Contacts | A list of phone numbers and web links to various health, dental, vision, retirement, and benefit vendors that we use on campus. |
| Used to identify or change a PERS employee's beneficiary. This is managed directly through CalPERS. | |
| CalPERS website to explain the types of Service Credit Purchase Options and how to submit a request. Questions should be directed to CalPERS. | |
| (via AdobeSign) | Used to donate vacation or sick accruals to employees in need of extra sick time due to a catastrophic event. |
| COBRA Continuation Coverage | Provided to eligible employees/dependents who wish to continue their medical coverages after Employer Group Coverage ends. Not available for download. |
| Dental Enrollment Authorization Form | Use the (via AdobeSign) to make dental plan enrollments, changes or cancellations. Select form name from WorkFlow Selector Dropdown. |
| via AdobeSign |
Used to enroll in the Flexible Spending - Dependent Care Reimbursement Account (DCRA) Program for the 2025 Plan Year. Form is through AdobeSign - Select Form Name (2025_DCRA_HCRA_Enrollment_Form)
from WorkFlow Selector Dropdown. |
| (ASIFlex) | Used by employee to claim reimbursements under the DCRA program. Completed form is submitted directly to ASIFlex for processing. |
| Used by eligible employees, spouses, domestic partners, or dependent children who are requesting reimbursement of the CSU Application fee under the provisions of the CSU Tuition Waiver Program. Form is through AdobeSign - Select form name from WorkFlow Selector Dropdown. | |
| Use to enroll in the Tuition Fee Waiver and Reduction Program. Form is through AdobeSign - Select form name from WorkFlow Selector Dropdown. | |
| Used in conjunction with the Employee Fee Waiver Application when the classes enrolled in are used for Career Development. Form is through AdobeSign - Select form name from WorkFlow Selector Dropdown. | |
| Used when Staff member wishes to transfer his/her Fee Waiver Benefit to a dependent. Form is through AdobeSign - Select form name from WorkFlow Selector Dropdown. | |
| FlexCash Program | Use the (via AdobeSign) when an employee has their own health and/or dental coverage (outside of the CSU) and elects to receive cash in lieu of their CSU Health and/or Dental benefits. Select form name from WorkFlow Selector Dropdown. |
| Health Enrollment Authorization Form | Use the (via AdobeSign) to make health plan enrollments, changes or cancellations. Select form name from WorkFlow Selector Dropdown. |
| - via Adobe Sign |
Used to enroll in the Flexible Spending - Health Care Reimbursement Account (HCRA) Program for the 2025 Plan Year. Form is through AdobeSign - Select Form Name (2025_DCRA_HCRA_Enrollment_Form) from
the WorkFlow Selector Dropdown. Contact hrbenefits@csusm.edu if you are submitting a request due to a "Change in Status" as outlined in the HCRA Program. |
| (ASIFlex) | Used by employees to claim reimbursements under the HCRA program. Completed form is submitted directly to ASIFlex for processing. |
| Maternity/ Paternity/ Adoption Paid Leave Application | Used by individuals to request paid leave for Maternity, Paternity or Adoption. |
| VSP Premier Enrollment Form | Enrollment form used by employees who wish to voluntarily enhance their vision coverage. Employees must enroll all eligible dependents they wish to maintain vision benefits, as those not included will not be able to seek services under the basic plan. |
| VSP Reimbursement Form | To be completed and submitted to VSP when using services out-of-network and requesting to be reimbursed for the amount covered under the pay. |
| VSP Computer Vision Care (CVC) Form | For employees who qualify for Computer Vision Care (CVC) benefits. Please contact your HR Analyst to determine benefit eligibility and obtain the CVC claim form. Employees who qualify for the CVC benefit will complete the form and submit to their eye care provider. |
| VSP Retirement Enrollment Form | Used by Retirees who wish to continue Vision coverage into retirement. |
Compensation/Classification
| Form | Use |
|---|---|
| (Select: FA-Human_Resources(HR)-Additional_Increase_Request_Form) | |
| Classification Review requests are submitted by the appropriate administrator for the department involved. See the guidelines for requesting a Classification Review. (Select: FA-Human_Resources(HR)-Classification_Review_Request_Form) | |
| Classification Review Guidelines | Instructions for using the Classification Review Request form and Bargaining Unit requirements. |
| In-Range Progression requests are submitted by the appropriate administrator for the department involved. See the guidelines for requesting an In-Range Progression. (Select: FA-Human_Resources(HR)-IRP_Request_Form) | |
| In-Range Progression Guidelines | Instructions for using the In-Range Progression Review form and Bargaining Unit requirements. |
HR General
| Form | Use |
|---|---|
| CalPERS Member Reciprocal Certification |
Completed by new hires to determine existing CalPERS membership status. |
| Confidentiality Statement | Confidentiality Statement ensures that the employees understand the state and federal laws and university policies that govern access to and use of information contained in the employee, applicants, and student records, including data that is accessible through any university human resource information system. |
| Conflict of Interest (Form 700) | Use this form whenever you are Assuming Office, Leaving Office, or filing annually. For questions about filing procedures, please contact Justine Cook at jcook@csusm.edu or at ext. 4427. |
| Faculty/Lecturer Check In Sheet |
To be used when hiring adjunct faculty or lecturer employees. Hiring department to provide to faculty member along with instructions to visit the HR department on or before first day of employment. |
| Form I-9 | Federal form to document work authorization for all employees. |
| Form I-9 - List of Acceptable Documents | A listing of acceptable identification to use when an employee (of any type) is hired. |
| (For Faculty) | Form used to certify that faculty member has received training on the appended state and federal laws and University policies that govern access to and use of information contained in employee, applicant, and student records, including data that is accessible through the PeopleSoft Human Resource System. |
| MPP Performance Evaluation Forms | Please refer to the Performance Evaluation Forms webpage. |
| Outside Employment Disclosure Form | Form used to report outside employment as a precondition of employment, within 30 days of accepting outside employment, within 10 days of supervisor/administrator request, and annually. |
| Outside Employment Disclosure Form (For Senior Management Employees) | Form used to report outside employment as a precondition of employment, within 30 days of accepting outside employment, within 10 days of supervisor/administrator request, and annually. To be completed by Executive employees and VP's ONLY. |
| Payroll Clearance Checklist | Separation checklist for exiting employees. |
| Performance Evaluation Forms | Please refer to the Performance Evaluation Forms webpage. |
| Personnel Information Sheet | Used to update your degree information, emergency contact information, and/or designee for state warrant on your personnel record. |
| Used to request appointment for Special Consultant. Please visit the Special Consultant webpage for the definition/description of a special consultant, guidelines and checklist, hiring and approval process, and roles and responsibilities of the various levels of the appointment. | |
| Student Employee Hiring Process Guide |
Employment guidelines for hiring and maintaining student employment. NOTE: This does not apply to Unit 11 employment. |
| Student Information Sheet | Used by student employees who need to update their degree information or emergency contact information for the personnel record. |
| Student Sign In Process | Used when hiring student and academic student employees. |
| The Telecommuting program at California State University San Marcos is designed to provide flexibility in work options. See the University Policies and Procedures for more information. | |
| Voluntary Self-Identification of Ethnicity | Voluntary form used to capture or update ethnic status of employees. |
| Voluntary Self-Identification of Disability | Voluntary form used to capture or update disability status of employees. |
| Voluntary Self-Identification of Veteran | Voluntary form used to capture or update veteran status of employees. |
|
Completed when someone would like to volunteer his/her time at the University.
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| W-4 Form | To change Tax Withholding Information, employees complete the Employee Action Request form (EAR) |
|
To establish an employee's work schedule (New/Rehire) or change an exisiting employee's work schedule.(Select: FA-Human_Resources(HR)-Work_Schedule_Form) This form will need to be routed to your assigned HR Analyst and assigned Payroll Technician. |
Payroll
| Form | Use |
|---|---|
| Cal Employee Connect | Used to change/update withholdings, enroll in or update direct deposit, view and/or print W-2 information, and view and/or print earnings statements. |
| Used to donate vacation or sick accruals to employees in need of extra sick time due to a catastrophic event. | |
| Designation of Person(s) Authorized to Receive Warrants | Used by employees designate who will receive their warrants. |
| Paycheck Calculator | Use this downloadable excel spreadsheet to see what your pay warrant will be after taxes. This form allows you to modify your withholdings and TSA amounts before you actually make the change through payroll. |
| Request for NonDisclosure of Employee Home Address | Used by employees to request non-disclosure of home address and home phone number. Please review form in its entirety for more information. |
| A link to the CalPERS site. | |
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Used to document a Special Consultant / time worked. Daily Rate Link: (Select "FA-Payroll_Special Consultant_Timesheet_Daily_Rate") Hourly Link: (Select "FA-Payroll-Special Consultant-Hourly_Timesheet") |
|
| Used to identify the hours worked by a Student Assistant (regular student assistant, federal work-study, or bridge student assistant). Request via email. |
Recruitment
| Form | Use |
|---|---|
| Applicant Authorization Release Form | Used to authorize 大发 to conduct reference and background checks, including disclosure of any final administrative or judicial decisions. |
| ARF (Applicant Rating Form) | Used by search committee to rate candidates. Refer to Interview Selection and Guidelines for use below. |
| IRF (Interview Rating Form) | Used by search committee to rate interview candidates. Refer to Interview Selection and Guidelines for use below. |
| Interview & Selection Guidelines | Guidelines to assist the hiring manager and participants of a search committee involved in the selection of personnel. |
| Used by a department to initiate the search for a new or replacement employee. | |
| Used to create official description of a staff or MPP position. It describes the purpose, duties, responsibilities and requirements of the position. | |
| Used by applicants to authorize the hiring manager to contact listed references as part of the selection process. | |
| Reference Check Guidelines | If you are serving on a search committee this will help you understand the reference check process. |
* all eSignature forms have changed to