Out-of-State Employee Procedure
The Work Activity Outside of Alaska Process Has Gone Paperless!!!
We are pleased to announce the implementation of the new online approval process for employees that plan to have work activity outside the state of Alaska.
The following link should replace any online links to the paper copy of the "Work Outside of Alaska Form": http://goo.gl/forms/8alojG3Jfs
If you still have questions, please contact your HR Consultant or Marcie Stavich.
PPA/ CCC: The PPA or CCC, under direction from the employee's dean/ director, will fill out the online form with the requested information to initiate the approval process.
SWOHR PBA tax Accountant: The SW Tax Accountant will receive the request, and review the information. If there are any questions on the initial request, the Tax Accountant will contact the PPA/CCC that entered the information online. The Tax Accountant will perform the tax determination, and provide additional information, such as departmental costs or limitations based on location (i.e.: some states require special health coverage outside of the UA –provided health plan).
Employee:The employee will receive a DocuSign notice to review and sign the following forms:.
- Employee Work Activity Outside of Alaska
- Verify the information, residence, work location, etc. is correct
- Acknowledge and approve deduction from pay for state withholding
- Employee Telecommuting agreement
- Verify the information is correct
- Initial for agreement of responsibilities
- Enter general work hours
- Include additional comments as necessary
- Draft Memorandum of Agreement (if represented by UNAC or UAFT)
- Verify the information in the draft
Supervisor: The supervisor will review the information in the documents provided by the employee and the SW Tax Accountant. The supervisor will provide the business justification for requesting the work activity outside of Alaska.
The supervisor will also provide information on the telecommuting agreement regarding the employee's schedule as needed.
Dean/ Director: The dean/ director will review the information provided by the employee, supervisor, and the SW Tax Accountant, providing any additional comments to support or oppose the work activity outside of Alaska.
The dean/ director will also verify and approve the Fund and Organizational codes to use for departmental expenses.
Regional Campus HR Director: The Regional HR director will review the information and approvals provided by the employee, supervisor, SW Tax Accountant, and departmental dean/ director.
The Regional HR director will provide an assessment for the Work Activity outside of Alaska. The Regional HR director will provide a recommendation for whether the Work Activity Outside of Alaska should be approved or denied by the Campus Chancellor (or designee)
The Regional HR Director will sign the telecommuting agreement, indicating they have reviewed the document, and list any modifications needed.
Chancellor or Designee: The campus Chancellor or designee will review all forms, and indicate whether the work activity outside of Alaska has been approved as is, approved with modification (modifications will need to be noted in order to be valid), or denied with reason for denial indicated.
SW Risk Services: SW Risk Services will receive a copy of the information to ensure that the employee will be covered by the University's insurance and workman's compensation policies.
Regional Campus HR Office: The regional HR office will receive a copy of the information to perform data entry and ensure that deductions are set up appropriately.
The Regional HR office will sign the bottom of the WOA form, which can be swept directly in to OnBase.Retention is taken care of –there will be no need to hold on to a hard copy for one year after it has been scanned.
SW Labor and Employee Relations (if represented by UNAC or UAFT): If the employee is represented by a union, the packet, including the Draft Memorandum of Agreement (MOA), will be sent to SW Labor and Employee Relations (LER) for review. LER will complete the MOA and retrieve agreement and signatures from the union representative.