HR Forms

Copies of many of the forms below are also available at the Human Resources office in the Auxiliary Service Building (AUX), Room 106.

List of All Forms

All forms are required and are applicable to this packet.

Forms that Must be Filled Out

Casual Hire Job Order Request (For Departmental Use): Department initiated form for requesting casual hires to be submitted with the Job Order Form
Job Order Form for Employment (For Departmental Use): Department initiated form for hiring casual hires for the listing of casual hire vacancy to the state employment service.
Form 6 (For Departmental Use): Notification of Personnel Action form worksheet, used for overload and casual hires.
Form 5B (For Departmental Use): Notification of Personnel Action form worksheet, used to request hire and changes of BOR appointees, executives, coaches, lecturers.
Form 25 (For Departmental Use): Casual & Overload Payroll Change Form.
Form SF-1 (For Departmental Use): Request for Personnel Action form worksheet to request and make changes to BOR-appointed positions. (SF-1 must be printed on pink paper.)
Form HRD-1 (For Departmental Use): Position Action form worksheet to request and make changes to Civil Service positions.

I-9, Employment Eligibility Verification Form: The Employment Eligibility Verification Form is for the immigration and naturalization service. Get the I-9 Form and Instructions via the USCIS website.
D-90, Employee's Designation of Beneficiary Form: Designation of Beneficiary Form; Note: Form D-90 must be printed on yellow paper. The instructions must be printed on the reverse side of the form. This form must be typed and notarized .
SSA-I945, Statement Concerning Employment is a Job Not Covered by Social Security: Information about employment in a job not covered by Social Security. You must sign this form to show you have read it.
Personnel Data Form: Information form about your education and work experience. Please fill out the top then fill any addition information in the boxes below which is not included on your resume or on file.
UH Form 22, Work Schedule Disclosure Form: Required disclosure if you are working at or applying to any other University of Hawaiʻi department or campus.
Invitation to Identify a Disability or Veteran Status: Invitation to Identify Disability or Veteran Status allows you to notify the University if you are disabled or a United States veteran.
EC-1, Enrollment into the Hawaiʻi Employer-Union Health Benefits Trust Fund (EUTF): Allows you to enroll in Health Benefit program for coverage year 2018-2019.
Group Life Insurance, USAble Life Beneficiary Designation Form: Allows you to designate a beneficiary for a USAble Life plan in which you are enrolled as part of the University. This link takes you to the USAble Life website forms page.
UH Form 27, Ethnic Background Form: Form to which allows the University to keep track of the ethnic background of its employees.
HRD319b, Certification of Hawai‘i Residency Form: Form which certifies you as a Hawai‘i Resident.
UH Form 12, Employee's Claim for prior Creditable Service for Awards: Allows you to declare service credit for past work for the federal, state and county government for the purpose of service awards.
HRD 315A, Civil Service Competitive Internal Recruitment Application Form: Departmental Competitive Announcement Application.
Supplemental to the Applications for Clerical Positions: Allows you to declare extra information which pertains to a clerical position. Certifies your typing speed and short hand writing of transcriptions
Form 92, General Confidentiality Notice: Agreement to maintain personal information confidential.
HRD 329c, Criminal History Record Clearance for State Civil Service Employment: Authorizes a criminal history record clearance.
Personnel Record Card: Will enable human resources to easily keep important information about you on file for quick reference.
Part-time, Temporary and Seasonal/Casual (PTS) Employees Deferred Compensation Retirement Enrollment Form: Form which allows you to enroll in the Part-Time, Temporary, and Seasonal/Casual Employees (PTS) deferred compensation retirement plan.
ERS Form 1-A Beneficiary Designation & Instructions: Designate a beneficiary with this form. ERS Form 1-A must be printed on goldenrod or yellow paper. This form must be notarized .
ERS-1, Enrollment Form into Employees’ Retirement System: Form which allows you to enroll in the State of Hawaiʻi employees’ retirement system
UH Form 88 - Disclosure of the Employment of Relatives: Form to report employment of a relative.
UH Form 109 - Act 179 Acknowledgement Form and ERS Flyer: For Board of Regents appointed employees
DHRD Form 380 - Act 179 Acknowledgement form and ERS Flyer: For Civil Service employees
ERS Form 209 - Certification of Compliance with Requirements for Employment of a Retirant

Notices that Require You to Do Something

Social Security Card Notification: Notification that a copy (or 2 copies for 89-day hires) of your current social security card is required on submission.
TB Examination Notice: Notification that a current tuberculosis certification (within a year) will be needed before starting work at UH Hilo, for appointments of more than 15 days.
Payroll Direct Deposit: Instructions regarding direct deposit of salary payments. This is a requirement by the State of Hawaiʻi H.R.S. 40-53. It requires employees paid by the State to assign their paychecks to a financial institution. For the University employees, employee must register for their Multi-Factor Authentication (MFA) once they have their UH User account. After registering for your MFA, you must enroll in direct deposit in the Hawaii Information Portal (HIP).

Reference Information

Part-time, Temporary and Seasonal/Casual Employees (PTS) Deferred Compensation Retirement Plan Information and Enrollment Form
PTS Deferred Compensation Retirement Plan – Employee Information Booklet: Booklet contains information about the PTS Deferred Compensation Retirement Plan.
Affordable Care Act Notice: Information about the federal Patient Protection and Affordable Care Act (ACA) and employee health insurance coverage options through the Health Insurance Marketplace.

UH Workplace Non-Violence Policy and Procedures: Notice about the University Workplace Non-violence policy and procedures.
UH Hilo Workplace Violence Incident Reporting Procedures: How and who to report workplace violence incidents.
Drug-Free Workplace: Notice that the University is a drug-free workplace.
Smoking Regulations: Website about Hawaiʻi's Smoke-Free Law.
Crime Awareness and Campus Security Notice: Link to UH Hilo Campus Crime Awareness website.
Nondiscrimination, Sexual Harassment and Sexual Assault Policies: Notification on the University's nondiscrimination, sexual harassment and sexual assault policies.
Employee Benefits: View information on employee benefits on the UH System Office of Human Resources website. Or download a summary, Employee Benefits & Other Related Information.
State Observed Holiday Schedule: Holidays observed by the University of Hawai‘i.
Tax Deferred Annuity Program, 403(b) and 403(b)(7): Information about the voluntary supplemental retirement income investment program.
The State of Hawaiʻi, Island Savings Plan: Information about the Island $avings Plan, an optional personal retirement savings plan.
Information Sheet "Non-Civil Service Appointment": Information for employees in a "non-civil service appointment" such as an 89-day appointment.
Medical and Prescription Drug Plans for Part-time and Temporary Employees: Information about health coverage offered by HMSA and Kaiser for employees who are not eligible to participate in EUTF health benefits. Participation is voluntary and must be at your own expense.
D-55 Timesheet (Excel): Form which allows you to log work for overtime hours or night shift differential hours. See the D-55 Instructions (PDF).
Island Flex: Information about the Island Flex. This is a program which allows you to open accounts which have tax savings benefits.
Collective Bargaining: Information on Collective Bargaining.
University of Hawaiʻi Policies and Procedures: Information on UH Policies.
Workers' Compensation Information: Information on Workers' Compensation.
Employee Assistance Program (EAP): Information on the UH Employee Assistance Program