RF Human Resources

Please note that RFHR’s new policy requests that all payroll forms, time reporting documents, search packets, etc., be sent to our general mailbox [email protected] that is continually monitored so that forms are processed timely. Please do not send original copies of forms if they have already been sent to our office electronically. Though, original I-9 forms must be sent to RFHR for record keeping.

NOTE: Retroactive forms will not be accepted.            

To see procedures, guidance, or forms from a specific section, choose from the links to the right (only those sections that have documents online are listed).        

Labor Distribution

• Labor Distribution Form
• Salary and Wage Cost Transfer Form   

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Leave Requests

Employees are required to provide their supervisor with notice of the need to take leave. Employees seeking to use FMLA leave are required to provide 30-day advance notice of the need to take FMLA leave when the need is foreseeable and such notice is practicable.  Leave request paperwork, including all medical certifications (the Employee Request for Leave Form and the FMLA Certification of Health Care Provider Form), should be submitted to Research Foundation Human Resources in order to designate leave as FMLA leave. For more information, please see our Leave Administration Handbook.       

• Employee Request for Leave
• Leave Form

Disability 

• Direct Deposit for NYS Disability Income Replacement Form
• Notice of Proof of Disability Benefits (NYS DOL Form DB-450)
• Statement of Rights- Disability Benefits Law (DB-271S)    

FMLA Leave

• Family and Medical Leave Act (FMLA) Poster
• FMLA Fact Sheet
• FMLA Rates for Continuation of Benefits for Regular Employees
• FMLA Application for Continuation of Group Benefits
• Certification of Health Care Provider for Employee's Serious Health Condition (U.S. DOL Form WH-380-E)
• Certification of Health Care Provider for Family Member's Serious Health Condition (U.S. DOL Form WH-380-F)
• Certification of Qualifying Exigency for Military Family Leave (U.S. DOL Form WH-384)
• Certification for Serious Injury or Illness of Covered Service member for Military Family Leave (U.S. DOL Form WH-385)
• Certification for Serious Injury or Illness of a Veteran for Military Caregiver Leave (U.S. DOL Form WH-385-V)

NYS Paid Family Leave

• Direct Deposit for PFL Payment Form
• Paid Family Leave Statement of Rights (PFL-271)
• Notice of Compliance- Paid Family Leave (PFL-120)
• PFL Claim Form: Bonding with Baby
• PFL Claim Form: Care of Family Member
• PFL Claim Form: Military Leave
• PFL Claim Form: COVID-19 Quarantine-Child
• PFL FAQ's

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Miscellaneous

• Acknowledgement and Agreement for Employee Handbook
• Annual Acknowledgement and Certification of Compliance with the Code of Conduct
• Code of Conduct
• Fellowship Forms
• New Employee Orientation Checklist for Regular Employees Eligible for Full Benefits
• New Employee Orientation Checklist for Regular-Summer Employees Eligible for Partial Benefits
• New Employee Orientation Checklist for Graduate-Undergraduate Student Employees Eligible for Partial Benefits
• New Employee Orientation Checklist for Graduate Student Employees Eligible for Full Benefits
• New Employee Orientation Checklist for Postdoctoral Employees Eligible for Full Benefits
• New Employee Orientation Checklist for Postdoctoral Employees Eligible for Partial Benefits 
• Oracle Access Form
• RF Telecommuting Agreement- RF Teleworking and Telecommuting Policy
  • Employees participating in the RF telecommuting program must complete the Research Foundation for SUNY at UAlbany Workplace Telecommuting Training and submit the RF Telecommuting Training Acknowledgement to [email protected] in order to continue teleworking.
• Taxable Meal Payment Request & Authorization Form (Word) or (PDF)
• Top Perks of Research Foundation Employment- (Regular 50% +Effort)

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New Employee Forms

Nonresident employees are not permitted to work outside the country due to implications of tax and labor laws.  Please contact [email protected] if you have questions.
Due to E-Verify regulations, new hire forms must be completed and received by RFHR no later than one day after the date of hire so that e-verifications can be performed in the required timeframe. PIs should anticipate these requirements when making offers to potential employees. Departments can e-mail the I-9 AND appointment form to [email protected] . Retroactive forms will not be accepted, as failure to properly use E-Verify can lead to penalties and debarment from federal contracts.

• Employee Appointment Form
• Address/Emergency Contact (Word Doc) OR (fillable PDF)
• W-4 (Federal Employee's Withholding Allowance Certificate) Note: you can update your allowances via RF HR Self Service.  Supplemental Form W-4 Instructions for Nonresident Aliens 
• NYS Employee's Withholding Allowance Certificate (IT-2104)
• Direct Deposit of Salary Enrollment Form  Note: Direct Deposit changes, after the initial enrollment, must be made online through Employee Self-Service as outlined in the Payroll Guide.
• Pay Card via Key Bank (FAQ's)  and  Pay Card Fee Schedule
• Pay Card Enrollment Form (if interested, please contact RFHR to enroll)
• Employment Application  or for employees working in NYC the NYC Employment Application.
• Job Description (required for all positions with % of time for each essential function completed)
• Employment Eligibility Verification (Form I-9)  (Note: Compatible browsers include Internet Explorer and Mozilla Firefox.) Employees must complete section 1 of the I-9 on or prior to their date of hire.  Copies of all documents used to certify the I-9 must be attached.  Both the I-9 and document copies must be submitted to RFHR no later than 1 business day after date of hire. Note: If rehiring an employee, contact RFHR for us to determine if a new I-9 is necessary. (Instructions for Form I-9) PLEASE NOTE for Non-Citizen Employment - After an offer is made, and prior to the commencement of any work, non-citizens must complete an I-9 Form (Employment Eligibility Verification) with RFHR so that the necessary documentation can be reviewed to determine their work authorization.  Please have the individual call (518) 437-4500 for an appointment to come to RFHR, located in MSC 100C, with their original documents to complete the I-9 in person. Noncitizens employed at the RF at UAlbany are required to work in the U.S. 
• Hourly Employee Certification Form (required for all hourly appointments)
• Patent Waiver and Release Agreement (for information only; certification included on Appointment Form)
• NYS Certificate of Exemption From Withholding IT-2104E (when applicable)
• Employee Work Schedule (required for all Part-Time non-Hourly Appointments

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Payroll

NOTE: To reactivate an employee into the same job if they have only been off the payroll for less than 4 months: complete a Change Form.  To reactivate an employee who has been off payroll for 4 or more months: an Employee Appointment Packet is required.

• Address/Emergency Contact (Word doc) OR (fillable PDF)
• Appointment Form
• Change Form
• Criminal History Disclosure Form (given only after initial interview has taken place to applicants who will be employed in the cities of Buffalo or Rochester, NY)
• Extra Service  NOTE: Extra Service must be fully approved PRIOR TO commencing the extra Service work.
• Faculty Reappointment Form with Auto Salary Calculator 
• Faculty Waiver Request for Charging More than 2 Months Summer Salary
• Hourly Employee Certification Form
• 2022- 2023 Salary Plan Increase Form- extended review period required.  May be processed outside standard payroll calendar deadline.
• Termination Form  

Tax Forms

Note: to indicate that you do not want a printed W-2 sent to your home please go to RF HR Self Service online.

• W-4 (Federal Employee's Withholding Allowance Certificate) Note: you can update your allowances via RF HR Self Service
• 8233 (Federal) Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual
• 673 (Federal) Statement for Claiming Exemption From Withholding on Foreign Earned Income for the Exclusion(s) Provided by Section 911
• IT-2104 (State Employee's Withholding Allowance Certificate)
• IT-2104E (State Certificate of Exemption From Withholding)
• IT-2104.1 (State Certificate of Nonresidence and Allocation of Withholding Tax)
• Request for Copy of Tax Statement (W-2 OR 1042S)
• Request for Corrected 1042-S Tax Statement
• Request for Copy of Payment Reporting Memo

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Performance Program/Evaluation

• Employee Performance Program Template 
• Employee Performance Evaluation Template 
• Progressive Discipline - RF Guidelines on Implementing

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Recruitment and Hiring

• Affirmative Action Recruitment Plan 
• Announcement of Vacancy
• Applicant Flow Analysis
• Criminal History Disclosure Form (given only to applicants who will be employed in the cities of Buffalo, Rochester, or New York City, NY after initial interview has taken place)
• Employment Application or for employees working in NYC the NYC Employment Application.
• Employment Eligibility Verification (I-9)
• FLSA Checklist 
• Job Description Template
• Offer Letter
• Position Authorization Request (RFHRM-1)
• Request to Advertise Position 

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Release Time Appointment

• Release Time Appointment Form

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Time and Attendance

See E-Time Reporting or Accrual Plans & Leave Policies for Time and Attendance information.

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Workers' Compensation

• Accident Report

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