Human Resources & Payroll Forms
GMS Documentation & Forms
- GMS Business Process Documentation List (March 2019)
- Changes to Organizations and Roles (updated June 2012)
- Guidelines for Time Recording for Inclement Weather and Other Emergencies
- GMS Role Descriptions (to use when creating a new or revised position with one or more GMS roles)
Payroll Schedule & Forms
- State tax withholding forms should be completed within GMS. For detailed instructions on how to submit your state tax withholding, please refer to the Employee Self Service Quick Reference Guide.
- FY2023 New Hire Calendar
- FY2023 Pay Schedule
- General Payroll Form (GPF) (Use it to request a timesheet correction or override, reimbursements, retroactive pay, deductions, and more.)
- Direct Deposit Instructions (PDF) (updated August 2015)
- DC Withholding Allowance Certificate (PDF)
- Maryland MW 507 Withholding Certificate (PDF)
- Virginia VA-4 Personal Exemption Worksheet (PDF)
- D-4A Form Certificate of Non-Residence in DC (PDF)
- W2 Request Form (PDF*) (for former employees only) (updated February 2013)
- Stop Payment Form (Word) or Stop Payment Form (PDF)
- Address Change Form (PDF) (this form is to be used only for terminated employees) (updated January 2012)
Recruitment
- HR Staffing Transaction Approval Process (effective May 2018)
- GMS Recruiting Job Aids and training materials
- Employment Application (Word) (updated October 2014)
- Reference Checking (Authorization Form) (Reference Questions) (Reference Questions – Word Form)
- How to Create and Post a Vacancy – New, Revised or Replacement
- Position Description Form and Position Budget and Classification Form (Both forms are required for any changes to the position including new position requests or reclassifications.)
- Required language to be included in all position descriptions for: Department Financial Manager for Sponsored Projects
Classification & Compensation Forms
| Business Process | Required Forms |
|---|---|
|
Create New Position |
Position Justification Form |
|
Reclassify Position |
Reclassification Justification Form Current Position Description |
|
Salary Adjustment |
Salary Adjustment Justification Form |
|
Additional Compensation |
Required language to be included in all position descriptions for: Department Financial Manager for Sponsored Projects
Hiring
- Employment Application (Word) (updated October 2014)
- Confidentiality Agreement for Employees(PDF)
- Confidentiality Agreement for Contingent Workers (PDF)
- I-9 Form (USCIS Website)
Offer Letter Templates
Offer letters must be accompanied with a Confidentiality Agreement.
Ongoing/Regular Positions
Term Positions
- Term Biweekly Hourly Staff
- Term Biweekly Salary Staff
- Term Senior Level Professional
- Term Extension Template
Temporary Positions
Student Employment
Teleworking
- Confidentiality Agreement for Employees (Requirement for Telework Agreement)
- Work Area Safety Checklist
- Information Security Requirements for Teleworkers
- Protected Health Information (PHI) Requirements for Teleworkers
Medical Leave
- FMLA Website
- FMLA Employee Checklist (Employee)
- FMLA Manager Checklist (Manager)
- Medical Certification Form (Word)
- Medical Certification Form (PDF)
- Return to Work Medical Certification Form (Word)
- Return to Work Medical Certification Form (PDF)
Performance Management
Layoff
- Layoff Plan Review Form (updated 2021)