Forms
Note: All Virginia Tech employees with a Virginia Tech (@vt.edu) email address have access to the forms provided by Human Resources. If you are an employee, and receive an error when trying to access/download a form, please make sure you are logged in with your Virginia Tech email address.
Use the list and search function below to find Human Resources forms. Once completed, forms may be submitted to Human Resources using the secure drop box. Forms will not be accepted by email in order to protect personal and other sensitive information.
The following sites contain additional forms:
- Controller and Payroll
- Faculty (for T&R, Research, and A/P faculty)
- Parking
| # | Name | Description | Category |
|---|---|---|---|
| P111 | Voluntary 403(b) Retirement Contribution Election | Voluntary 403(b) retirement contribution election. Actions: Start, Change or Stop. | Benefits |
| P142 | Notice of Improvement Needed Unsatisfactory Performance | Employee Notice of Unsatisfactory Performance and Improvement Needed Form. | Employee Relations |
| P151 | Panel Physician Selection | Acknowledgement of employee review of panel physicians selection. | Benefits |
| P152 | Selective Service Registration Questionnaire | Selective service registration questionnaire (males only) | General |
| P86 | Non-paid Affiliation Appointment | Non-paid affiliation appointment form. | Employee Administration |
| Counseling Memorandum on Performance | Sample performance counseling memorandum form. | Employee Relations | |
| Counseling Memorandum on Behavior | Sample behavioral counseling memorandum form. | Employee Relations | |
| Letter Placing an Employee on Leave for Administrative/Civil and Work-Related Leave Pending Internal Investigation | Sample letter placing an employee on leave for administrative/civil and work-related leave pending internal investigation. | Employee Relations | |
| 129-01-004 | Written Notice | Important information concerning issuing a written notice | Employee Relations |
| Resignation Acceptance Letter | Resignation acceptance letter for Virginia Tech employees. | Employee Relations | |
| Due Process Letter (After Investigation) | Sample Due Process letter to be used when employee has been on pre-disciplinary leave pending investigation. | Employee Relations | |
| Due Process Letter (No Investigation) | Sample Due Process letter to be used when there is no pending investigation. | Employee Relations | |
| Letter Terminating Wage Employment | Sample letter terminating wage employment. | Employee Relations | |
| Letter Terminating Probationary Employment | Sample letter terminating probationary employment. | Employee Relations | |
| Pre-Disciplinary Leave Letter Pending Standards of Conduct Investigation | Sample letter placing an employee on pre-disciplinary leave pending standards of conduct investigation. | Employee Relations | |
| P188 | Memorandum of Agreement and Promissory Note For Tuition Credits | Memorandum of Agreement and Promissory Note for Tuition Credits in Accordance with Tuition Assistance and Reimbursement for Salaried Employees. | Benefits |
| Consent For Prospective Supervisor to Review Personnel File | Consent form for employee personnel file to be reviewed by authorized person or agency. | Employee Administration | |
| P3A | P3A – Staff and Faculty Actions or Change of Status | Report of staff and faculty actions or change of status. | Employee Administration |
| P4B | Request for Employee Leave | Request for employee leave form. Should be submitted as soon as leave decisions are made. | Human Resources |
| P6A | Leave Sharing Donor Form | Leave sharing donor form. | Leave |
| P12B | Change of Name, Address or Social Security Number (SSN) | Form used by employees to change name, address or SSN. | Employee Administration |
| P14A | Part Time Temporary Faculty Appointment Authorization For Payment | Provides wage compensation for part-time temporary faculty-level services in instruction, research, outreach or administration. | Employee Administration |
| P99 | Request for Human Resources Records | Request form to review or receive copies of official personnel records from Human Resources. | Employee Administration |
| P108 | Emergency Hire Extension | Emergency hire form for non-student wage employment. | Employee Administration |
| P120 | Personnel Signature Authorization | Human Resources Signature Authorization from the Dean or Vice President of a specified department. | Employee Administration |
| P153 | Request to Establish Employee Award or Recognition Program | Request for to establish employee award or recognition programs. Brief description, participating departments, and funding source. | Compensation |
| P154 | Employee Recognition Award Payment and Leave Form | Employee Recognition Aware Payment and Leave Form (Prior program approval required) | Compensation |
| Return To Work Release | Return to work release form based on evaluation. | Leave | |
| Shelter Leave / One Time Deferral 403(b) | Sheltered leave/additional pay defferal form to modify salary as indicated. | Benefits | |
| SS | Summer Session Teaching Appointments | This form is used for summer session 1 and 2 teaching appointments. | Employee Administration |
| Summer Sessions Research Appointments | Form used for the summer session research appointments only. | Employee Administration | |
| Volunteer Sample Letter | Volunteer services sample letter including summary of duties and responsibilities. | Policy and Compliance | |
| Paid Parental Leave Eligibility | Paid Parental Leave Eligibility Application Form | Leave | |
| FMLA - Certification of Health Care for Employee’s Serious Health Condition | Family and Medical Leave Act of 1993 - Employee Packet | Leave | |
| FMLA - Certification of Health Care for Family Member's Serious Health Condition | Family and Medical Leave Act of 1993 - Employee Packet | Human Resources | |
| Conviction Check Request | Request conviction and other pre-employment checks. | Policy and Compliance | |
| P6 | Leave Sharing Recipient Form | Leave sharing recipient form - reason for leave, estimated length of absence, and rights. | Leave |
| P14 | Sample Letter for Part-Time Temporary Wage Appointment | Sample letter for part-time temporary wage appointment. Some information is instructional and you need to put in the appropriate information. | Employee Administration |
| A10385 | State Active Enrollment | State health benefits program enrollment form for employees. | Benefits |
| F52833 | Securian Enrollment Form | Enrollment application for VRS optional group life insurance with Securian Financial. | Benefits |
| F53411 | Securian Change Form | Benefits | |
| F52749 | Securian Evidence of Insurability | Benefits | |
| P12W | Wage Employee Appointment Record | Wage employee appointment record form. | Employee Administration |
| Reappointment Administrative Professional FT Academic Year Regular | Re-appointment terms for AP faculty in full-time academic year regular roles. | Recruiting | |
| Reappointment Administrative Professional FT Academic Year Restricted | Re-appointment terms for AP faculty in full-time academic year restricted roles. | Recruiting | |
| Reappointment Administrative Professional FT Calendar Year Regular | Re-appointment terms for AP faculty in full-time calendar year regular roles. | Recruiting | |
| Reappointment Administrative Professional FT Calendar Year Restricted | Re-appointment terms for AP faculty in full-time calendar year restricted roles. | Recruiting | |
| Reappointment Administrative Professional PT Calendar Year Regular | Re-appointment terms for AP faculty in part-time calendar year regular roles. | Recruiting | |
| Reappointment Administrative Professional PT Calendar Year Restricted | Re-appointment terms for AP faculty in part-time calendar year restricted roles. | Recruiting | |
| Reappointment Research FT Academic Year Restricted | Re-appointment terms for research faculty in full-time academic year restricted roles. | Recruiting | |
| Reappointment Research FT Calendar Year Restricted | Re-appointment terms for research faculty in full-time calendar year restricted roles. | Recruiting | |
| Reappointment Research PT Academic Year Restricted | Re-appointment terms for research faculty in part-time academic year restricted roles. | Recruiting | |
| Reappointment Research PT Calendar Year Restricted | Re-appointment terms for research faculty in part-time calendar year restricted roles. | Recruiting | |
| Reappointment Teaching & Research FT Academic Year Regular One Year | Re-appointment terms for one year for teaching and research faculty in full-time academic year regular roles. | Recruiting | |
| Reappointment Teaching & Research FT Calendar Year Regular One Year | Re-appointment terms for one year for teaching and research faculty in full-time calendar year regular roles. | Recruiting | |
| Reappointment Teaching & Research FT Academic Year Restricted | Re-appointment terms for teaching and research faculty in full-time academic year restricted roles. | Recruiting | |
| Reappointment Teaching & Research FT Calendar Year Restricted | Re-appointment terms for teaching and research faculty in full-time calendar year restricted roles. | Recruiting | |
| Reappointment Teaching & Research PT Academic Year Restricted | Re-appointment terms for teaching and research faculty in part-time academic year restricted roles. | Recruiting | |
| Reappointment Teaching & Research PT Calendar Year Restricted | Re-appointment terms for teaching and research faculty in part-time calendar year restricted roles. | Recruiting | |
| P36 | Request for Additional/Outside Employment for Classified or University Staff | This form should be used by classified and university staff members to seek advance approval for additional employment outside of Virginia Tech in accordance with Policy 4070. | Employee Administration |
| P126 | Memorandum of Agreement for Educational Aid Reimbursement | This memorandum of agreement needs to be completed per University Policy 4800: Tuition Assistance and Reimbursement Program for Salaried Employees | Benefits |
| Tuition waiver requests | Online form used to create tuition waiver requests | Benefits | |
| Recruitment Consultation Request | Complete this form to start recruitment initiation with the HR Recruitment team. Please enter information as thoroughly as possible. | Recruiting | |
| Orientation Scheduler | Form for self-scheduling an orientation session | Orientation | |
| VRS65 | Faculty Election of Retirement Plan | Benefits | |
| Pool Certification Template | This form should be used to certify a faculty pool for a position prior to moving to an job offer. | Recruiting | |
| Election to Change Optional Retirement Plan Provider | Change Retirement Plan Provider | Benefits | |
| Prior Leave Accrual Transfer | Prior Leave Accrual Transfer form | Leave | |
| N/A | HR Representatives | HR representatives for senior management areas. | Strategic Initiatives |
| N/A | Request to Convert from Classified to University Staff | This form needs to be completed by the employee and HR rep when an employee converts from classified to university staff. | Compensation |
| Supervisor Bulk ePAF Update | Bulk supervisor update form | Employee Administration | |
| P89 | Memorandum of Agreement - Bonus | Promissory note to be completed when recruitment or retention bonus is offered. | Policy and Compliance |