Below you’ll find a list of commonly used and usually required forms for most Human Resources functions.  You’ll also find references and links to these forms elsewhere on this website, along with explanatory information about how and when to use them. (Find ERS insurance information and links to forms.)

• Find forms in alphabetical order, or, below, by category in order of most frequent use.

Please do not use old or blank forms that you may have saved in your personal files or computer. Some forms may have been modified or are no longer required, or are not compatible with current software. Find the form you need, save a form to your desktop and proceed.

Please note that fillable forms are most likely to function properly when using Firefox browser. When opening fillable forms using Firefox, you will find directions about how to open the fillable form. Internet Explorer users may want to save a form for one-time use before proceeding. Both browsers offer a Save option in Adobe Acrobat. If you need assistance with browsers or software, visit the Information Technology Shared Services Service Catalog website. Log in with an EUID is required.

If you have questions about a form or process, please call the Human Resources Support Center, 1-855-878-7650, from 8 a.m. to 5 p.m., Monday through Friday.

• Time, Leave, Vacation, Sick Reporting; Holidays

  Note: Department supervisors oversee leave and time reporting. Their reports go to the Business Support Services.

  • Questions about time and leave reporting or payroll? Contact Business Support Services.

  Here are the most commonly used time and leave forms:

  • Application for approval of leave (vacation, sick, jury duty, funeral, other) – UNT, UNT Dallas, UNT Dallas College of Law, UNT System – (UPO-15)
  • Application for approval of leave (vacation, sick, jury duty, funeral/bereavement, other) – UNTHSC (HRM-64)
  • Vacation accrual chart - Learn how hours are accrued.
  • Electronic hourly timecard, time sheet, student time sheet – UNT, UNTHSC, UNT System, UNT Dallas, College of Law; contract your department manager; in many areas, the UPO-23 form has been replaced by electronic record keeping.
  • Regular staff employee time record – UNT, UNTHSC; contact your department manager; in many areas, the UPO-24 form has been replaced by eLeave and electronic recording in EIS. To add time for Feb. 29, 2016, please handwrite the date and hours. The form should populate as usual beginning March 1.
  • Staff leave (vacation, sick, jury duty, funeral, etc.) accrual – Please consult with your department's timekeeper. in most departments, the UPO-25 form has been replaced by eLeave and electronic recording in EIS. To record information for Feb. 29, 2016, please handwrite the date and hours.
  • Faculty application for approval of leave (vacation, sick, jury duty, funeral, other) – UNT (VPAA-150), UNTHSC (HRM-64)
  • Faculty sick leave report – UNT (VPAA-151), UNTHSC (HRM-64)
  • Family and Medical Leave Act employee application – all locations
  • Sick Leave Donation to Sick Leave Pool - all locations
  • Request to use Sick Leave Pool - all locations
  • Closure days – no form is needed; time will be recorded by supervisors at each location as closure with or without paid time off; view Emergency Notification below
  • Flexible Work Schedule Request - UNT only
  • Condensed Work Week Request (summer only) - UNT Dallas
  • Holidays – no form is needed, time will be recorded by Payroll
  • Work Breaks and Job Codes chart

• Family and Medical Leave Act - all locations

  • FMLA - Employee Request for Family Medical Leave - All locations; please review the employee guide, and then complete and submit this form before proceeding.
  • FMLA - Employee and supervisor check list.
  • FMLA - Learn about FMLA, a federal law.
  • FMLA - Find the Employee Guide to FMLA (English)
  • FMLA - Find the Employee Guide to FMLA (Spanish)
  • FMLA - Department of Labor Employee Rights and Responsibilities
  • FMLA - UNT System Employee Rights and Responsibilities
  • FMLA - Request for Leave – UNTHSC; submit with request for FMLA
  • FMLA - Request for Faculty Leave – UNT; submit with request for FMLA
  • Application for Sick Leave Pool
  • FMLA - WH-380E – Certificate of Health Care Provider
  • FMLA - WH-380F - Certificate of Health Care Provider for Family Member's Serious Health Condition
  • FMLA - WH-384 – Certificate of Qualifying Exigency for Military
  • FMLA - WH-385 – Certificate of Serious Injury/Illness for Current Servicemember
  • FMLA - WH-385V – Certification of Serious Injury/Illness for Military Caregiver
  • FMLA - Medical Status Update - Return to work schedule; please download for physician/practitioner completion

• Talent Acquisition/Employee Recruiting

  Talent Acquisition and each Campus HR Department work with hiring managers to recruit and hire team members who can contribute to the success of each campus or component. These forms will be needed:

  • Budget Recruitment Form - UNT, UNT Dallas including UNT Dallas College of Law, UNT System Administration; Note: this form replaces the previous HRM-4 and the HRM-5 forms.
  • Request for Temporary Pool Employee - UNTHSC; discontinued. Please contact Campus HR for assistance, 817-735-2690.
  • Non-classified job description - UNTHSC
  • Position description planning guide - UNTHSC
  • Position Information Questionniare - UNT
  • Position Information Questionnaire FAQs - UNT
  • EIS security request - all locations; form provided by supervisor on first day of work
  • EIS report request - all locations; form provided by supervisor on first day of work
  • Employment consent for minors - all locations
  • Dual Employment request - UNT - (UNT policy)
  • Dual Employment request (HRM-13) - UNT Dallas
  • Verification of Employment Eligibility, I-9 form or Form I-9 - all locations. Find assistance with immigration at UNTHSC or at UNT International.
  • Reference check form for managers
  • Equal Opportunity Statement -  UNT System
  • E-Verify Participation Statement
  • E-Verify Right to Work - English; E-Verify Right to Work - Spanish

• Hiring and Onboarding

  • Prior State Service Verification and release of information – all locations
  • Criminal Background Check - instructions are sent with Onboarding material
  • Disability Accommodation Request - UNT
  • Disability Accommodation Request - UNT Dallas
  • Employment Eligibility Verification (I9 form or Form I-9) – all locations; directions are provided during onboarding; proof of citizenship or immigration status must be recorded by hiring manager, I-9 coordinators and Human Resources within three (3) days of starting work. Employee will not be added to payroll without E-Verify approval. Find Form I-9 training for employees and Form I-9 training for employers.
  • Form I-9 instructions to notary for off-site employees.
  • Special Access Request for Non-Employees; for non-employees (consultants, volunteers) who need access to information resources; must be approved by Information Technology Shared Services.
  • Verification of Employment - submit form provided by requesting organization
  • Veterans Self-Identification form
  • Veterans Self-Identification post-offer report
  • Onboarding checklist for UNTHSC supervisors
  • Onboarding checklist for UNTHSC employees
  • Onboarding checklist for UNT Supervisors
  • Onboarding checklist for UNT Employees

  New hires will receive an email with online Onboarding instructions and a form authorizing a criminal history check, which is not available online.

  Onboarding occurs after a new employee (faculty, staff or student) has received an offer of employment. The process allows new employees to submit information for Form I-9, payroll and taxes, learn about benefits and prepare for verification of employment. All newly hired employees must complete Onboarding.

  • The Onboarding link/process for benefits-eligible staff will be included with an offer of employment. 
  • Find the Onboarding link for hourly, non-students and student (graduate and undergraduate) employees and for UNT Dallas non-benefits-eligible faculty
  • Find the DPS Audit Verification - UNT student employees only; return to UNT Career Center

• Talent Management/Training and Development

  Talent Management provides assistance with career development, performance reviews and leadership and management guidance. A monthly schedule of classes ranging from computer and technical learning to leadership and management training is provided to employees online and in a monthly email. Find classes and registration instructions.

  • Find a schedule of Talent Management classes (SharePoint site; requires EUID login) and registration instructions.
  • Performance Evaluation Planning Guide – UNT, page 4 of UPO 35 (UPO-31)     
  • Performance Agreement and Review – UNT (UPO-35)
  • Performance review - UNT Dallas including UNT Dallas College of Law; contact UNT Dallas Human Resources
  • Performance review - UNT System Administration - contact Talent Management
  • Performance review - UNT System Administration - HRM-28C
  • Performance Evaluation Explanation and Resources - UNT 2015

• Workers' Compensation - UNTHSC only

  • Supervisor's Employee Injury Report – UNTHSC
  • Employee's Report of Injury – UNTHSC
  • Employee Notice of Newtwork Requirements – UNTHSC
  • Find worker's compensation information for UNT, UNT Dallas and UNT System Administration at UNT Risk Management Services

• Employee Relations (Mediation, Counseling, Grievance, Reprimand)

  • Workplace Violence Incident Report - UNT
  • Verbal Counseling and Warning - all locations
  • Corrective Action Notice – all locations (HR-19)
  • Employee Grievance/Involuntary Termination Review - UNT
  • Mediation - UNT; find FAQs
  • Employee Assistance Program (EAP) information
  • SafeRide claim form (Employee Assistance Program)

• Separation/Off-Boarding/TRS Retirement/Lump Sum Payment/HRM-9

  • Employee Clearance Form - all locations; also known as Off-Boarding form
  • Request for lump sum payment – UNT, UNT Dallas including UNT Dallas College of Law, UNT System (HRM-9)
  • Vacation hours and accruals explained.
  • Sick Pool Leave Donation - all locations
  • Teacher Retirement System retirement guide
  • Optional Retirement System retirement guide

• Leaving Employment/Insurance

  You and/or your dependents may choose to keep your State of Texas/ERS-provided health and dental coverage for up to 18 months after coverage ends. If you choose COBRA (an acronym for a federal law) coverage, you will pay the full cost of your premium(s). If you will work at another Texas public university or state agency, your insurance benefits will transfer if there is no interruption in service. Contact the benefits coordinator at your new job for information.

• Optional Retirement and Tax Sheltered Annuity

  If you have questions or would like to make changes, please review the Optional Retirement Plan, and then contact your vendor or a Human Resources Benefits Coordinator. (See TRS retirement above for Teacher Retirement System links.)

  • Find contact information for ORP vendors. (Fidelity, AIG, TIAA-CREF, Valic)
  • Find ORP contribution limits for 2015, 2016.
  • Learn more about Texa$aver 403(b) and 457 plans

• Change of Name or Address/Personal Information

  No form is needed. You may review most personal information at MyUNT, MyHSC, MyUNTDallas, MySystem or MyLaw. Log in with your EUID and password, go to the Human Resources tab and follow prompts.

  You’ll find a benefits summary, address or name change options and professional education log, among other records.

  Insurance and retirement accounts must be accessed at State of Texas ERS or TRS websites, or to associated vendors' websites, where you must register and create a password. (Note that ERS manages a retirement program for certain state agencies, not for higher education.)

• Emergency Notification and Campus Closings

  No form is needed. Employees are automatically added to Eagle Alert (UNT) and Red Alert (UNTHSC) phone notifications when they begin work. Employees must keep these numbers up to date. Different or multiple phone numbers or emails for these systems may be added at MyUNT, MyHSC, MyUNTDallas, MySystem or MyLaw.

  Messages are sent to all employees when emergency situations may affect the safety and well-being of people on and around your location. These messages are used only during critical situations, such as health and public safety emergencies (fire, hazardous materials incident, violence), severe weather (tornado warnings) and campus closings due to inclement weather. 

• Employee Recognition - all components

  UNT – UNT has programs to recognize employees who contribute to the strategies and success of the university. Staff members are recognized at regularly scheduled meetings and celebrations.

  • Learn more about employee recognition at UNT from President Neal Smatresk.
  • Thank a Staff Member
  • Steve Miller Outstanding Employee Award
  • Rising Star Award
  • UNT Spirit Award
  • Student Success Award
  • Customer Service Award
  • Diversity Award
  • Soaring Eagle Award

  UNT Faculty Success activities recognize outstanding teaching, research and service with more than 25 annual awards. Faculty Success is coordinated by the Office of the Provost.

  UNTHSC – Service Awards are presented at an annual event, and Employee Appreciation Week is scheduled at UNTHSC. Related forms and material are available prior to the event. Contact the Office of People Development.

  UNT Dallas – The annual Excellence Award recognizes an individual who has been at UNT Dallas two years or less who exemplifies excellence, as evidenced by continuous, positive contributions to the university community. The Pillar of Excellence Award goes to staff employees who have been at UNT Dallas at least two years. Related forms and materials are available prior to the event; contact Human Resources at UNT Dallas, 972-338-1410.

  UNT System – UNT System Administration hosts a service awards ceremony each year to honor employees who work in Information Technology Shared Services, Business Support Services, Human Resources, system administration and unified controller. Contact each area for information about annual awards and nominations.

• UNT System Human Resources Policies

  Policies that govern these locations may be found online:

  • UNT
  • UNT Dallas, including UNT Dallas College of Law
  • UNTHSC
  • UNT System

  Policies, including those related to Human Resource, are regularly reviewed and updated to meet employee needs, organizational goals and stafe and federal law. When researching policies, be sure to check the policy websites to be certain that you use the most up-to-date policy.

  • Find current policies for all components – UNT, UNTHSC, UNT Dallas including UNT Dallas College of Law, UNT System, plus Texas Higher Education Coordinating Board reports, strategic plans and UNT System Board of Regents reports

  Most of the files above are published in PDF format, which requires Adobe Acrobat Reader for viewing. Adobe also provides tools to make PDF files accessible to the visually impaired. Employees who need these programs should visit the Information Technology Shared Services Service Catalog website for assistance. Log in with an EUID is required.

Please note that fillable forms are most likely to function properly when using Firefox browser. When opening fillable forms using Firefox, you will find directions about how to open the fillable form. Internet Explorer users may want to save a form for one-time use before proceeding. Both browsers offer a Save option in Adobe Acrobat. If you need assistance with browsers or software, visit the Information Technology Shared Services Service Catalog website. Log in with an EUID is required.