AG EMPLOYMENT CENTER

Hire Request Form 

Please use this option to submit a hire request for the following positions:

• Fellowship
• Graduate Staff
• Hourly Student* (See guidelines document below for hiring graduate students in hourly positions)
• Lecturer*
• Limited Term Lecturer*
• Post Doc*
• Temporary (non-student)**
• Non-Paid Appointments (Visiting Scholar, Associate Staff, Courtesy Faculty)

Note:
* If you do not have a named candidate to hire please complete the recruitment form. Ag Employment will create the requisition and posting on your behalf.
**  A named candidate is required for this employee type. If you need to recruit for this position, it must be processed as a Knowledge Services employee.

Recruitment Request Form

Use the button below to submit a transfer request for graduate staff, hourly students, temporary, or postdoc positions staying within the same employee group.

Do not submit transfer requests for staff positions; those are handled by Talent Acquisition.

Submit Transfer Request

Use the button below to submit requests for the following changes:

• Pay Change
• FTE Change
• Faculty Appointment Change (please see the Offer Letter and Contract Requirements for Signature Delegation chart for required approvals)
• Fellowship Stipend Change (for current fellows not administered as an assistantship)
• Position Reclassification (approval from HR Compensation is required and must be attached to all position reclassification requests for faculty and staff)
• Position Title Change (do not use this if transferring to a different position; use the Hire Request or Transfer Request instead)
• Supervisor Change (only use this for regular [1:1] positions that do not allow multiple incumbents, or for a mass position if the entire position is moving to a new supervisor. Supervisor changes for individual employees within mass positions that are not moving in full should be submitted as a Transfer Request)

Submit Position Change Request

Use the button below to submit a separation request for any employee type. For staff and faculty, please include an email or letter of resignation confirming the employee’s last day of work.

Note: Separation requests should only be submitted when an employee is leaving Purdue University entirely or when their concurrent position is ending.

Submit Separation Request

Use the button below to submit a request for additional pay related to awards, overload, and other non-recurring payments. Please attach all supporting documentation with your request.

Note:

• The Additional Pay form is not required for these requests.
• Recurring payments and moving allowances must be submitted to central payroll on the University Ad Pay form.

Submit Additional Pay Request 

Use the button below to submit an off cycle pay request to generate payment for employees who did not receive pay they were entitled to on the scheduled pay date and cannot reasonably wait until the next pay date.

Do not use for:

• Awards
• Quota payouts
• Amounts under $100
• Extending payroll deadlines as established in the published payroll calendars

Submit Off Cycle Pay Request

Faculty Contract Extensions
Use the button below to submit faculty contract extension requests.
Submit Faculty Contract Extension

Post Doc Extensions
A link for postdoc contract extensions will be available soon. In the meantime, please use the Hire Request option and include the following:

• Updated start and end date
• Area of research
• Any additional job responsibilities
• A note in the Additional Information box indicating that this is an extension

Use the button below to submit a general employment change request that does not fit into the categories listed above or if you have process questions.

Submit General Request 

New employees should visit the New Employee Orientation/Resources web page, particularly the Welcome to Purdue site.

This page provides instructions on creating a Purdue career account password and setting up BoilerKey, Purdue’s two-factor authentication service.

All new or rehired employees must provide documentation to verify their identity and authorization to work within 3 business days of their hire date. A link to schedule an appointment for document submission is available at the top of this page.

The original documents must be presented in person to an I-9 verifier unless the employee resides and works outside of Indiana. No scanned, photo, or digital copies will be accepted. Remote I-9 instructions will be sent to employees who reside and work outside the State of Indiana. Failure to provide the documents within 3 business days may result in termination of employment.

A list of acceptable documents is available at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents. Please note:

• Certain nonimmigrants and exchange visitors who present a List A document, must also present additional documents to prove their work authorization in the United States. Please visit https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents/combination-documents for more information on combination documents.
• Foreign academic students should visit https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-1-employee-information-and-attestation/foreign-academic-students for information regarding acceptable documents.

All international employees must have a Glacier account.

• New employees who have never been set up in GLACIER will receive an access email link from the Tax Department to create an account.
• Rehired employees or those previously set up in GLACIER should review/update their information by visiting www.online-tax.net.

Click here for instructions on how to enter time off requests for the following types of leave:

• Vacation
• Sick Employee/Sick Family
• Personal Business Day
• Bereavement
• Unpaid Personal Leave
• Military Leave
• Paid Parental Leave

Employees requesting a legal name change must complete a Form 13 and submit it with the required documentation via FileLocker.

Once everything is prepared, email boffagpayroll@purdue.edu for sharing instructions, as the individual to share with is based on availability.

EMPLOYEE INFORMATION FORM (FORM 13)

Tip for Student Employees: myPurdue and SuccessFactors are separate systems. If a name change is made through the Office of the Registrar, it may be overwritten by your SuccessFactors profile. It is recommended to submit changes to both the student and employee names on the same day.

Planning to work remotely from outside Indiana for more than 22 days? Please work with your departmental business office to submit a Change in Duty Station request by following the process outlined here.

If you are returning to campus, please notify your departmental business office and provide your return date.

New Employee Checklist (Non Staff and Non Faculty)

How to Apply for a New Social Security Number (PDF)

How to Add Social Security Number for I-9

Access Ag Employment Resources

This site provides employment-related process guides, tools, and reports developed specifically for the College of Agriculture. Access is limited to Departmental Business Office staff and other designated administrative personnel.

Ag Faculty Hiring Tracking

Please add all new faculty hires for the College to this spreadsheet. After all recruitment steps are complete and a signed offer letter is received, Ag Employment will manage the full onboarding process, including the background check, and will close the requisition after the candidate is fully hired.

If you need access but do not have it, please request access. Requests are reviewed within one business day and approved as appropriate.

CoA Grad Staff & Fellowship Resources

University-wide guidelines and resources for graduate fellowships and appointments are available on the Fellowship Office Resources for Staff website. In addition to those materials, the College of Agriculture provides a SharePoint site with templates, calculators, and tools developed specifically for use within the college. The site also includes designated folders where departments can save their current graduate staff appointment and fellowship letters. 

If you do not have access and believe you should, please request access. We will review it within one business day and approve if appropriate.

1. Hiring supervisors/Department Heads must submit a request to the departmental business office at least six weeks before the anticipated start date.
2. The business office will confirm funding and submit the request using the form below. All requests will route to the DFA for review and then to the Dean and/or HR, if necessary. This form is exclusively for business office use and is not for faculty or temporary positions.
   
    CoA Staff Position Request Form 

Approval notifications will be communicated as follows:

• New positions will be communicated through the DFA office.
• Requests for replacement positions will be updated on the position request spreadsheet. The business office should monitor the position request spreadsheet on the Ag Employment SharePoint site for any changes, as no additional communication will be sent for these requests.