Standard Operating Procedures (SOP)

REG 04.20.01 – Alcohol Regulation

  • Request for Permission to Serve Alcohol – Form
  • A completed form should be submitted directly to the Executive Assistant to the Sr. Vice Provost for Global Engagement for proper signatures no later than 2 weeks prior to the event.
  • The Executive Assistant will communicate with the unit’s representative on when/if the form has been approved.
  • Form should be kept on file, according to the NC State University Campus-Specific Records Retention and Disposition Schedule

Flat Rates

  • Flat Rate Request – Form
  • Permissible “Flat Rate” Temporary Appointments – Chart
  • Steps of a Flat Rate: 
    • Unit initiator initiates the Flat Rate form. 
    • Supervisor and/or Dept. Head signs off on the form as “supervisor”
    • Send to divisional HR Manager to sign off at the division level. 
    • HR Manager forwards to HRIM.
    • HRIM Approves and notifies 
    • Initiator initiates the JAR
  • Be sure to put the separation date in the JAR. Flat Rates are intended to be for 3 days or less. Make sure that the employees’ time sheet is completed.

OGE-HR Forms 

  • New Hire – PERMANENT EMPLOYEE (EHRA & SHRA) (Form)
  • New Hire – NO PAY APPOINTMENT (Form)
  • New Hire – TEMPORARY EMPLOYEE (Form)

Offer Letters and Notifications

Background Check Program

Student and Temporary Employees

  • Federal Work-Study
    • Students awarded FWS based on financial need, availability of FWS funds and job availability are hired through the Work-Study Central in MyPack Portal.  Units should submit a voucher to hire form via the Work-Study Central prior to the hiring of an FWS student. 
  • Graduate Assistantships
    • Hiring unit recruits, selects, and hires the candidate. 
    • The unit initiates the hiring process in NextGen. 
  • NextGen
    • For graduate student hiring only. Paid through Graduate Assistantship funds. (Graduate Services Assistants (GSA), Graduate Extension Assistants (GEA), Research Assistants (RA), Teaching Assistants (TA))
  • Job Action Request (JAR) Overview – Manual
  • No-Pays
  • Contracts (Foreign Nationals)
  • Provost’s Professional Experience Program (PEP)
    • Degree-seeking student, NC State University undergraduate student. 
    • Must have prior approval through the PEP Central. Vouchers and HR actions must be completed prior to the start date of the employee. PEP requests are due mid-Spring semester for the following year. Approval is sent out in late-Spring. Distribution is split 75% Provost’s Office and 25% unit. 

Temporary Employment

  • REG 05.05.02 – Temporary Employment 
  • University Temporary Services
    • UTS recruitment for a temporary employee. UTS will take care of the recruitment, hiring and fees. Fees will be charged to your unit.
  • Units are able to hire temps directly without going through UTS.  
  • Positions are required to post in PeopleAdmin for five business days. 
  • Non-UTS actions should be initiated by the unit’s HR partner/admin. for Non-UTS postings. Units should follow the OGE-HR Non-UTS workflow chart. 
  • If the unit needs OGE-HR to initiate and process the HR action on their behalf then the unit should submit the NEW HIRE – TEMPORARY EMPLOYEE form no later than 10 days prior to the date of hire. 
  • The unit will be responsible for initiating the JAR or notifying OGE-HR for assistance.

I-9 E-Verify Process

  • I-9s can be completed at the Onboarding Center for all new employees.
  • Section 1 should be completed by the employee prior to Day 1 of employment. 
  • Section 2 will be completed with the Onboarding Center. 
  • THIS MUST BE DONE WITHIN THE FIRST THREE (3) DAYS OF EMPLOYMENT. 
    • IF NOT, EMPLOYEE WILL BE TERMINATED UNTIL ACTION IS COMPLETED. 

  • REG 04.20.07Adverse Weather and Other Emergency Conditions.
  • Adverse Weather:  Non-mandatory employees can use comp, annual leave, bonus leave, and special bonus leave to make up time under condition 1 or 2. Under the unit’s managers approval, non-exempt employees may be able to earn comp time to offset the leave time used for adverse weather. Employees may also work remotely during adverse weather with management approval. 
  • Leave Without Pay: may be granted to a permanent or probationary full- or part-time employee for various reasons. This can include FML, extended educational purposes, vacation, worker’s comp., or personal reasons. 
  • Paid Parental Leave:  Provides eight (8) weeks of paid parental leave for the birth parent and four (4) weeks of paid parental leave for the non-birth parent, as well as for adoptions, foster care, or other legal placement of a child.  
  • Religious Holiday Calendar (Major Religious Holidays with Work RestrictionList)
  • Shared Leave
    • Shared Leave Donation Authorization Form
    • Shared Leave Request Form
  • Time sheets
    • Biweekly time sheets should be approved by supervisors no later than the Monday of the week after the employee has worked. If time sheets are not approved in time the biweekly employee will not be paid. However, the employee will be paid in the next pay cycle after the time sheet has been approved. 
    • Monthly time sheets can be approved on the same schedule as biweekly employee time sheets. Monthly time sheets can also be approved on a monthly-basis. If approved on a monthly basis, they should be approved by the first working Monday or the following month in which the time is being approved. 
    • DO NOT adjust or edit time sheets for monthly employees on Tuesdays. Clean up for employees is done on this day. 
  • University Official Holidays and Closings (Calendar through year 2022)
  • WolfTime:  utilized by all SHRA and EHRA employees to manage their absence leave requests. Also utilized by nonexempt temporary, SHRA, and EHRA employees to record their working hours.  
  • Training and Resources for Managers and Employees: (Video: How to Request Time Off; Video: How to Check Absence Balances)

  • OGE-HR Form
    • Separation/Transfer (Form)
  • Onboarding
    • Unit’s HR partner or designee should initiate the hiring action in JAR prior to the employee’s start date for temporary employees.  All actions for permanent employees should go through OGE-HR. Complete the proper hire form to initiate the action.  
    • Asset Tracking – Form To be used by the unit to document the assets and system access rights that are assigned to an employee for authorized business use. 
  • Offboarding
    • A separation form (see above) for all permanent employees should be submitted to OGE-HR for processing. Once this action has been entered into the system the separating employee will begin to receive offboarding information via email on the next day. 
    • Separating employees are encouraged to participate in the exit interview process for the University. They are also encouraged to speak with the Sr. Vice Provost for Global Engagement, prior to their separation. To do so, schedule with the Executive Assistant to the Sr. Vice Provost for Global Engagement. 
    • Separating employees should be sure to utilize the Offboarding website for more information that is specific to the individual that needs to be taken care of prior to leaving the university. 
    • Note:  Separating employees will maintain access to the Employee Self-Service in MyPack Portal through April of the following year so that they can make updates to contact information and access an electronic copy of their W-2 as needed. 
    • Upon separation from the University your password will be scrambled and if you need to login to the portal, you will be required to reset your password. Your password will be reset to the default password so it is important to keep a record of your campus ID#. 
    • Supervisor Actions: Forms should be completed and placed in separating employees’ personnel files. Submit personnel file to OGE-HR within 5 business days after the employee’s separation. Complete the Asset Tracking Form, the Knowledge Transfer Plan, and the Systems Access Removal Checklist.
    • IT Security – System Access Removal for Separating Employees:  A Guide to help with removing access for a separating employee.
  • Asset & System Tracking Form
  • Rapid/Sensitive Separations
  • Campus Unity Account
  • Email 
  • Calendars
  • G Suite & Network Files
  • Personally Owned Devices
  • Systems, Applications, Voicemail, etc.

  • OGE-HR Form
    • Additional Compensation Request (Form)
  • Off-Cycle Check:  If you need to request an off-cycle check for any employee, please first contact OGE-HR to speak with Carl about moving forward. 
  • Over payments: If an over payment occurs, please contact Payroll immediately via telephone or email, and copy Carl in on the message.

Cycle (Click HERE for OGE Due Dates)

      • Performance Plans for all new employees should be completed and submitted to OGE-HR within the first 30 days of employment
      • Probationary and Time-Limited:  Reviews are due quarterly, January, April, July and October. 
      • SHRA Performance Management Resourceswebsite
      • EHRA Non-Faculty Performance Management Resources – website

  • Request for Professional Development/Support (Form)

  • Note: The Human Resources system will only allow the selection of distributing and redistributing salaries, not benefits. Units should review WRS-P3 – Detailed Payroll Transactions by Project ID to verify the salary that has been paid out and to estimate benefits for redistribution.  These may be estimates and are for the units planning purposes only. These can not be entered by the Office of Global Engagement’s HR Manager. Benefits will automatically distribute and redistribute at the same percentage as salary, i.e., If 25% of salary pays on a funding source during a pay period, 25% of benefits will also pay on that funding source.  The actual benefits redistributed will generally be a little higher than the estimate due to the redistribution of the charge (workers comp) by University Benefits. 
  • Redistribution: 
    • Requests to change the funding source for salaries/wages already paid.
    • Complete spreadsheet (contact OGE-HR for access to spreadsheet) and submit to OGE-HR for all redistribution’s. Budget Check must be performed and signed off on by OGE-Financial Operations. 
    • This action does not change the funding source moving forward. 
    • Should be submitted in a timely manner. (45-60 days prior to the change of payment taking place.)
    • State appropriated and appropriated receipts should not cross fiscal years. 
  • Distribution:  
    • Requests to change an employee’s salary/wages funding source(s) beginning on a future effective date and moving forward. 
    • Requests should be made prior to the 1st working day of the effective month. Keep in mind that all requests made to OGE-HR can take up to 48 hours to be processed. You will be notified once the request has been received and processed. 
    • Remain the same, until a new request is made to make a change to the project ID. 
    • Complete spreadsheet and submit to OGE-HR for all distributions. Budget Check must be performed and signed off on by OGE-Financial Operations. 
  • Distributions and Redistribution on a ledger-5 
    • Requires Approval from Sr. Vice Provost of Global Engagement
    • Over 90 days requires a justification and must be approved by Contract & Grants. Submit through OGE-HR, not directly through C&G.

  • REG 07.55.08 – Tuition Waiver for Faculty and Staff – Procedures
  • It is the employee’s responsibility to ensure that their completed and signed tuition waiver is submitted to the Cashier’s Office by the deadline.
  • Employees should complete form and obtain their direct supervisor’s signature prior to submitting the form the OGE-HR office (if next level is required).
  • OGE-HR will obtain the signature of the  Sr. Vice Provost and return the form to the employee in a timely manner.
  • A copy of the completed form should be kept in the employee’s personnel file.
  • Faculty/Staff Tuition Waiver Form
  • Faculty/Staff Tuition Waiver Notification Form
  • Note: Only to be used to notify the Cashier’s Office of your intent to use the Faculty/Staff Tuition Waiver. EMPLOYEES MUST ENROLL IN THE COURSE BY THE CENSUS DATES IN ORDER TO USE THE TUITION WAIVER

  • Chart
  • To be used to determine if a foreign national can be paid by the university or reimbursed.