Non-Benefit Eligible (NBE) Hiring Process

Select the appropriate Hire Type based on the position.

• Student: Regular (RS) or Work Study (WS) or Athletics (ZS).
• Graduate Assistant (GA, GTA, GRA, ZG): Positions are approved through the Graduate School and are for one semester in length.
• Lecturer (LP): Non-tenure track faculty who are hired for one semester at a time.
• Temporary, Hourly (U3, Z3): Individuals who are employed by the University in a non-benefit eligible status in a part-time capacity, or to work on a specific project typically lasting up to one year in length. Most of WSU temporary employee hires will be U3.
• Temporary, Salary (U4, Z4): Individuals who are employed by the University in a non-benefit eligible status in a part-time capacity to work on specific project work. Due to the Fair Labor Standards Act (FLSA) this specific classification would require more regulation; therefore, would need approval. To receive approval for this classification, please email a brief job description to Market Based Comp. Market Based Comp will email both the Department Contact and HR Employment once a classification decision is made.
• If you are unsure which type of hire is appropriate, please reference our Non-Benefit Eligible Hiring Type Grid or contact your Business Partner for guidance.

Enter the Employee First Name

Enter the Employee Middle Name or Initial (optional)

Enter the Employee Last Name

Enter the Employee WSU ID (if available)

• Not all employees will have a WSU ID; therefore, this field is not required. This information is helpful for processing and should be provided if available to the Department Contact.

Enter the Employee Email Address

• It is important to provide a current and accurate email address

Enter the Organization Number

• Enter the Primary Department Contact First and Last Name
• Provide the name of the person in the department who will be the primary point of contact for the hiring process. This individual will be notified via automated email when the employee has completed all necessary paperwork, and when an ePAF can be started. This individual will also have access through PeopleAdmin Onboarding to view the status of the new hire in Onboard at any time during the hiring process.

Enter the Primary Department Contact Email Address

Enter the Employee's Supervisor's First and Last Name

Enter the Desired First Day of Work for this Employee

• The Desired First Day of Work for all non-benefit eligible employees must be at least one week after the date the NBE is submitted to allow for the new employee to complete onboarding, I-9, for Human Resources to enter information into Banner and for an ePAF to be created and fully approved.
• For Lecturers, Graduate Assistants, U3, and U4: The Desired First Day of Work must be at the beginning of a payroll period (Sunday). See the Payroll Calendar for more information.
  
  • For more guidance on types of hires and corresponding start dates, utilize our Non-Benefit Eligible Hiring Type Grid 
• The employee must complete the Onboarding Checklist, to include the I-9 and if applicable a completed background check and the department must have a fully approved ePAF before the employees first day of work.

• The type of job determines the need for a background. For additional assistance in making this determination, review the Non-Benefit Eligible Hiring Type Grid or utilize our Background Check website as both resources will provide detailed guidance.

Enter the Billing Org for funding source assigned to this request.

• If a background check is not required, type “N/A”

Enter the Billing Fund for funding source assigned to this request.

• If the background check should be paid from general funds (GU), the account number should always be A2000.
• If the background check for the position will be paid with restricted funds (RU), the account number should begin with a letter followed by five numbers (i.e. D12345)
• If a background check is not required, type “N/A”

• Does this position require validation based on a need for US Person or US Citizen? Visit the Import/Export Considerations website for additional information and to determine if export validation is needed for the position. If validation is required, then the employee may be required to provide additional information to Research Compliance. 
• If you are unsure, email compliance@wichita.edu to determine if export validation is needed for the position.

Will this employee primarily work remotely? If so, additional documentation may be required.

• If this position is remote and “regular” but will be performed at an alternate work location outside of the state of Kansas, the remote work will be performed internationally, or the employee is on an H-1B/VISA and the alternate work location is different than the assigned work site approved on the H-1B/VISA, please have the employee complete the Remote Work Request form.
• You can find additional information regarding this process on our Remote Work Guidance.

Use the Comments box for any additional information for this request that was not addressed within this form and pertinent to employment.

• To submit the completed form, please click on this “Submit” button. This will create an email with the appropriate recipient and attach the completed form as a PDF. Click “Send” and this form will be routed to the HR Employment inbox for processing.
• This form is designed to assist in routing information to Human Resources; however, it would be advised to save a copy of the completed form or carbon copy the Department Contact on the email for departmental records.
• If you are having difficulties submitting the NBE form, this could be due to the default settings in either your browser or within Adobe. Please follow the steps within the Non-Benefit Eligible Form Troubleshooting Guide so you can access the helpful feature of the “Submit” button within our form.

• Each department is responsible for candidate selection for their non-benefit eligible positions.
• Departments use Handshake  for most student non-benefit eligible hiring.
• It is important to understand the timeline of events that must occur when hiring an international student. Please review the Non-Benefit Eligible International Student Employment Checklist and the Non-Benefit Eligible International Student Employment Graphic to become familiar with necessary timelines and deadlines.
• To determine if an NBE form is necessary, please check the HR-Student Enrollment Verification Report within Reporting Services. If this report shows the candidate is “Not Active” proceed with the NBE form and process.

• The Department Contact completes and submits the NBE Form electronically, via the “Submit” button within the online form.
• Each section of the NBE Form is important and will need to be filled out to prevent review/approval delays unless noted otherwise on the form.
• If you are having difficulties submitting the NBE form, this could be due to the default settings in either your browser or within Adobe. Please follow the steps within the Non-Benefit Eligible Form Troubleshooting Guide so you can access the helpful feature of the “Submit” button within our form.

• Human Resources receives the NBE form electronically through the HR Employment mailbox. The form is reviewed to ensure all necessary information is included and based on that information; the onboarding tasks are assigned.
• Human Resources sends email communication to the Employee and copies the Department Contact to outline necessary information such as log in information and instructions for completing onboarding tasks.

• The Employee will receive multiple emails regarding necessary onboarding and/or background check requests. The Employee will need to complete all steps within onboarding, to include schedule and complete the I-9 Form. Human Resources will also need to receive a clear background check for the employee before their Onboarding checklist will be approved.
• Use the Non-Benefit Eligible Hiring Type Grid or the Background Check website if guidance is needed in determining a need for a background check.
• Use the I-9 Scheduling Tool to make an appointment in advance.

• Department Contacts can follow these step-by-step instructions to check on the status of their candidates onboarding progress.

• After the employee completes their onboarding checklist, to include the I-9 Form, and necessary backgrounds checks are received, the Onboarding system will trigger an email which notifies the Department Contact to submit the ePAF for the employee.

• This can also be monitored by logging into the Onboarding system and looking through the “My Tasks” list. This specific task will be titled: “NBE: Start ePAF Notification”, 

• At this step Human Resources will data enter all necessary information for the Employee and the Position into Banner.

• Once the department is assigned the task of “NBE: Start ePAF Notification” an ePAF can then be created. To complete this, the Department Contact will log into the Banner Self-Service and submit the ePAF.
  • For more information regarding ePAF submissions, please visit the ePAF Training Hub 
  • For more guidance on selecting an appropriate ePAF date, try utilizing the Non-Benefited Employees: Appointment & ePAF Dates
  • To find position information, access Reporting Services -> PR ePAF Reports -> Positions by Organization Report -> Select Organization in drop down -> enter fiscal year -> Select Employee Group from drop down -> View Report

The ePAF is received in Human Resources and will be checked to ensure all necessary items have been completed by Department and Employee. Human Resources will then approve the ePAF which then forwards the request on to the other approvers within the ePAF process, to include but not limited to Payroll.

• The ePAF originator can check on the pending/approval status and location of the ePAF by logging into Banner Self-Service.

The system sends an automated email to the ePAF originator once an ePAF has been fully approved.

• The ePAF originator can also log in to Banner Self-Service to check on the status of the ePAF.

• Once all approvals have been completed on the ePAF, the Employee can officially begin work with Wichita State University. The Department should contact the new employee to provide important information regarding their first day of work, to include report time, location, and contact information of their supervisor.
• New Employee Supervisor and Onboarding Guidance - COMING SOON!