Information for Departments
Documents and Forms
Adobe Acrobat Reader DC is required to sign the documents in the table below. Download free from the Adobe website. See Using a Digital ID to sign a PDF.
- FORMS
- UH FORM 6
- OC Personnel Change Form
- SAMPLES
- Sample Form 6 for Casual Hires
- Sample Form 6 for Overload Lecturer
- Sample Form 6 for Faculty Overload
- Sample Form 6 for GA Overload (paid at Lecturer rate)
- Sample Form 6 for GA Overload (paid at GA rate)
- INSTRUCTIONS
- Outreach College Instructions for Completing the Form 6 – Casual Hires
- Outreach College Instructions for Completing the Form 6 – Overload Hires
- CHECKLISTS
- Summer Casual Hire Document Checklist
- Summer Student Assistant Document Checklist
- Summer Lecturer Overload Checklist
- OUT-OF-STATE HIRE
- Sample Memo to Provost requesting approval for out-of-state hire
- ADDITIONAL FORMS & ITEMS
| Item | Who Needs to Complete? | Notes |
| Photocopy of Social Security Card | Casual Hires | Must be submitted by itself, on a separate sheet of paper, in addition to the copy for I-9 (if used). |
| Valid Tuberculosis Clearance Certificate | Casual Hires who will work in aggregate of 15 days or more and will have direct contact with students. | Must be performed by a licensed US practitioner, done within 12 months of employment date. May use previous TB clearance older than 12 months if previously used for employment in an educational setting. Refer to A9.520 for full details. |
| I-9 Employment Eligibility Verification | Casual Hires, unless teaching online from outside the U.S. | Must be correctly and completely filled out. Copies of documents must be attached. Only the actual form, (page 1) is required. Do not submit the Lists of Acceptable Documents page (2). Only attach Supplement A and/or B if they are applicable. |
| UH-109 Act 179 Acknowledgement Form | Casual Hires | Must be completed for EVERY appointment period. Only submit the UH-109. The employee should retain the Act 179 (Returning to Work?) flyer. |
| Outreach College FICA Verification Form | Graduate Assistants and Casual Hires | Additional forms may be required. (SSA-1945, ERS 209) |
| Outreach College Student Assistant FICA Questionnaire | Student Assistants | Additional forms may be required. (SSA-1945) |
| SSA-1945 Statement Concerning Your Employment in a Job Not Covered by Social Security | Anyone whose FICA code = K0 | Only required if the FICA code as determined from the Outreach College FICA Verifcation Form is "K0." |
| PTS Enrollment Form | Anyone whose FICA code = K0 | Employee is automatically enrolled. Completion of the form ensures current address and Designation of Beneficiary. Submit form directly to the address on form |
| PTS Employee Information Booklet | Anyone whose FICA code = K0 | Provide to employee for information. |
| UH Form 92 General Confidentiality Notice | All Employees | Employee should not be allowed access to any confidential information if the online acknowledgement has not been completed in ACER |
| UH Information Security Awareness Training Certification | All Employees | Employee should not be allowed access to any confidential information if the online certification has not been completed in ACER |
| Part-Time & Temporary Employee Medical /Prescription Drug Plan Info (ACA) | Casual Hires | Employee should review/acknowledge online in ACER |
| Title IX Training | Faculty/Lecturer Overload Casual Hires |
Faculty and Lecturers are designated Responsible Employees who are required to complete the online training "Preventing Harassment and Discrimination" |
| ERS-209 Certification of Compliance with Requirements for Employment of a Retirant | Casual Hires if they indicate on the UH-109 or FICA Verfication Form that they are an ERS Retiree | Must be completed by the department responsible for offering the position. Digital signature acceptable. |
| UH Form 3 | Overload Faculty/Lecturers | Must be completed by the employeeʻs home department/college. Appointment dates and salary must be inclusive of dates and amount on the Form 6. |
| Faculty/Staff ID Application Form | Casual Hires | Not required. May be signed by anyone in the department who can verify the employeeʻs employment. |
| Work Schedule Disclosure Form | Casual Hires | Must be completed for each appointment. Employees should disclose any other UH or State employment. |
NOTE: Employee is required to enter their own withholding tax information online at the Hawaii Information Portal (HIP). State and Federal tax information will default to "Single" with "0" exemptions until the employee is able to access HIP to enter his/her own tax withholding information.
Updated 02/11/25