» I've been hired. What's the next step?

To ensure your hiring process goes smoothly, review the instructions below that best fit your situation.

• A) I am currently employed at OSU (or have been within the last six months)
  • Step A1: Watch for an email from hrlpayroll@okstate.edu.
  • Step A2: Reply to that email and confirm that you are a current (or recent) OSU employee who is transferring to HRL as your primary job.
  • Step A3: We’ll send a follow-up email with any additional instructions.
  • Note: You do not need to resubmit the new hire paperwork.
• B) I am a new to OSU
  • Step B1 (paperwork): You will receive an email from hrlpayroll@okstate.edu (sent to the email you used on your job application) with a link to the online new-hire paperwork.
  • Step B2 (onboarding meeting):
    • Complete the online new-hire paperwork, then schedule an in-person onboarding meeting using ourCalendly.page.
    • Office hours are Monday through Friday from 9 a.m. to 5 p.m. at 100 Iba Hall.
  • Step B3 (I-9 documents):
    • At your HRL onboarding meeting bring your Social Security card and one other acceptable I-9 documentation (originals only — no scans or photocopies).
    • You must present these originals before you can start work.
  • Step B4 (background check):
    • You’ll receive an email from a third-party vendor (sent to the email you used on your job application).
    • Please respond to that email right away and use the legal name shown on your Social Security card or I-9 documents.
    • You cannot begin work until the background check clears.
    • If you have completed the new-hire paperwork but did not receive the background check email, contact HRLPayroll@okstate.edu.
  • Step B5 (direct deposit):
    • To set up direct deposit, log into MyOKState.edu and use the Self-Service link.
    • After you have access to MyOKState.edu, set up direct deposit via the Self-Service link. If you need help after you gain access, email hrlpayroll@okstate.edu.
• C) I am an international employee new to OSU
  • Step C1 (paperwork):
    • You will receive an email from hrlpayroll@okstate.edu (sent to the email you used on your job application) with a link to the online new-hire paperwork.
    • Reply to this email to indicate that you are an international employee.
  • Step C2 (before your onboarding meeting):
    • You must obtain a Social Security card and your OSU work permit. (International Student & Scholars can assist with these steps).
  • Step C3 (onboarding meeting):
    • Complete the online new-hire paperwork, then schedule an in-person onboarding meeting using ourCalendly.page.
    • Office hours are Monday through Friday from 9 a.m. to 5 p.m. at 100 Iba Hall.
  • Step C5 (documents to bring to Iba Hall):
    • • Form I-94
      • Form I-20 (pdf)
      • Passport
      • OSU Work Permit
      • Social Security card (If you have it)
  • Step C6 (background check):
    • You’ll receive an email from a third-party vendor (sent to the email you used on your job application).
    • Please respond to that email right away and use the legal name shown on your Social Security card or I-9 documents.
    • You cannot begin work until the background check clears.
    • If you have completed the new-hire paperwork but did not receive the background check email, contact HRLPayroll@okstate.edu.
  • Step C7 (direct deposit):
    • To set up direct deposit, log into MyOKState.edu and use the Self-Service link.
    • After you have access to MyOKState.edu, set up direct deposit via the Self-Service link. If you need help after you gain access, email hrlpayroll@okstate.edu.

Frequently Asked Questions (FAQs)

New jobs come with a lot of questions but don't worry, we have you covered.

A. OSU-Specific Questions

• A1. When do I use my OSU ID card?
  All OSU employees receive an official OSU ID Card, which serves as your campus identification and access card. Your OSU ID Card can be used for:

  • Photo identification
  • Access to certain buildings and facilities on campus
  • Making purchases charged to your OSU Bursar account
  • Entry to campus events and services

  Once you’ve set up your O-Key account, you can pick up your ID card in 421 Classroom Building. Be sure to bring a valid form of photo identification with you. For more information, visit ID Services.
• A2. Do I have to purchase a parking permit?
  • All OSU employees who park on campus are required to have a valid parking permit.
  • You can request your parking permit once your payroll packet has been processed. If you need immediate access to parking, you can pick up a temporary parking permit at the Multimodal Transportation Terminal, located on the north side of campus at Monroe Street and Hall of Fame Avenue.
  • Parking is enforced Monday through Friday from 5 a.m. to 5 p.m.
  • For parking maps, permit details, and transportation options, visit OSU Parking Services.
  • If you drive a departmental vehicle, talk to your supervisor about your responsibilities.
• A3. Can I get a meal plan through OSU Dining Services?
  • Yes! Any OSU employee can purchase a meal plan through University Dining Services.
  • HRL's Live-On Staff Members
    All Live-On Housing and Residential Life staff members receive a meal plan to use on campus. Meal plan amounts are distributed by semester and vary depending on your position within the department. Your supervisor will inform you of your specific allotment. If you spend more than your allotted amount, the remaining balance will be charged to your Bursar account until additional funds are added.
  • Don’t have a meal plan?
    You can still use your OSU ID card to purchase meals, and the charges will be applied directly to your Bursar account. Statements are emailed at the beginning of each month and must be paid by the 15th to avoid finance charges.
  • For more details and a list of dining locations, visit University Dining Services.
• A4. I don't have a copy of my social security card. Is there a Social Security Agency in Stillwater?
  Yes, at 406 E Hall Of Fame Ave. Stillwater, OK 74075. 888-366-6143. You can request a new card for free in person or visit the SSA.gov website.

B. HRL-Specific Questions

• B1. How do I contact Housing payroll?
  • Phone: 405-744-5994
  • Email: hrlpayroll@okstate.edu
• B2. Where can I find the HRL leadership team and organizational chart?
  Go to HRL Leadership
• B3. What do I do if I forgot to submit my timesheet?
  You will need to download and submit a completed HRL Paper-Style Timesheet (xlsx).
• B4. How do I request time off from work?
  • As a HRL staff, you may request time off by submitting a formal leave request
  • Open the HRL Leave Request (form).
  • You will need your supervisor's name and email to complete the 11-question leave form.
  • Before submitting, clearly state the days you need off and the type of leave you are requesting.
  • To see how much leave you have earned, open MyOkState.edu >> Employee >> Employee Dashboard.
• B5. What do I need to know about fire alarms and tornado siren safety?
  • For more information on fire drills and fire protection safety can be found on the OSU Safety
  • For more information on campus safety, go to ehs.okstate.edu, or visit safety.okstate.edu. 

  Work Location	Fire Meeting Location	Tornado Meeting Location
  Bennett Hall	Special parking lot 94 east of the softball field	Bennett Hall Basement (The Pit)
  Brumley Neighborhood	Parking lot 55W west of Village C	Brumley Men’s Room
  Family Resource Center (FRC)	Parking lot 51A by University Laundry	Storage Room
  Iba Hall	Parking lot 49W directly north of Iba Hall	Iba Basement
  Scott Hall	Grass field west of Scott Hall	Scott Basement

• B6. How do I send and receive mail and packages for my job?
  • All incoming staff mail is funneled through the Brumley Office and is dispersed to each area from there.
  • Please speak with your supervisor as to where outgoing mail is placed.
  • General campus mail information can be found at https://ums.okstate.edu/.