Affiliate Request Handbook
DRAFT
Last Updated: 06/16/2008
Table of Contents
What is an OSU Affiliate? ................................................................................................................... 3
Zero Pay Assignments ....................................................................................................................... 4
Social Security Number Validation ..................................................................................................... 5
What is the Division/Department Code? ............................................................................................. 5
What does it mean to sponsor an Affiliate? ........................................................................................ 5
Processing Flow Chart (Internal IT Only) ............................................................................................. 6
Create Affiliation (Internal IT Only) ..................................................................................................... 7
Email Notifications (Internal IT Only) ................................................................................................ 10
Document Imaging (Internal IT Only) ................................................................................................ 11
Page 2
OSU Affiliates:
University Affiliate accounts are for people who are associated with the University but are not in the SIS
system as a typical student, or in the HR System as faculty or staff (and there is no expectation that they
will be put in the HR System as a faculty or staff memeber.*1) Examples currently include ELI students,
visiting faculty/scholars, contractors, associates, etc. Once created, an Affiliate has the same association
as a full time employee (with the exception of Library access and MCA/SDC Software).
To create an Affiliate account the following information is necessary. Please ensure the information
below is typed onto the Affiliate Request form prior to submission:
1) The Affiliates’ Full Name (First and Last name)
2) A Social Security number (SSN) assigned by OSU or a real SSN. If the person does not have a
CWID assigned already, a copy of the Social Security card must accompany the form.
3) The Affiliates’ birth date
4) The affiliations start date and end date (not to exceed one year).
5) The reason for the affiliation
6) An indication as to whether or not an OSU ID card is required, and how to bill the charges
for the card.
7) The Sponsoring Department (including division and department codes), a contact
name/information to whom the notification of processing will be sent.
8) The signature of the Sponsoring Departments’ dean/director/department head or their
representative.
The form can be submitted via FAX to the Identity Management Office, as indicated on the form.
Affiliates may have an ID card created; however, the cost of this card ($17) will be billed to either a
Departmental Billing Account or a Bursar Account.
OSU IT makes every effort to have Affiliate accounts created within two business days of the receipt of
the completed Affiliate form.
WARNING: Please do NOT email the forms to helpdesk@okstate.edu. This generates a c.Support
ticket with a SSN imbedded which is against policy.
Please view the following URL for access to the Affiliate Form:
https://it.sharepoint.okstate.edu/TechnologySupport/ResourceCenters2/Shared%20Documents/Docum
entation/IMS_Documentation/Affiliate_Request_Form.pdf
*1 - Affiliate accounts are NOT to be used to circumvent the HR process for getting people into the
system. HR has agreed to put employees into the system up to 6 months prior to their actual start date.
Please Note: To have an employee entered into the system early, an EA will be submitted to HR with
zero pay (aka Courtesy Appointment). All required documentation and paperwork must be submitted,
and in Remarks the following text should be included “New employee requesting access prior to start
date.” Finally, all appropriate signatures need to be on the EA form.
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Zero Pay Assignments
The following information has been provided by the OSU Human Resources office at 405-744-5373
regarding Zero Pay Assignments. Please feel free to contact them directly should you have any
additional questions.
As previously indicated, I-9 regulations require that the I-9 form be completed within three days of
hire. The I-9 may be and, in many cases, is completed prior the employee commencing work. In
the past, this process has been used by unit staff to ensure no delay in payment or computer
access as well as to speed processes within the unit. With the adoption of E-Verify, in compliance
with HB 1804, the user is required to initiate the E-Verify process prior to completing and
forwarding the Payroll Sign-Up Packet to Human Resources for processing. E-Verify will not allow
information to be entered into the system prior to the employee’s first day of work. Concern
regarding this requirement and how it affects departmental processes has been addressed
through the following option. This option will also ensure that faculty and administrators are
provided system access prior to the commencement of classes.
In unusual circumstances, Zero Pay/Zero FTE assignments may be assigned to all categories of
employees. These assignments should be placed on the EA form. Please note that you will be
required to provide a separation EA for individuals who do not report to work. For faculty and
staff, this Zero Pay/Zero FTE appointment date will not qualify for continuous service dates or
benefits eligibility. Please remember that the date of the zero pay appointment will coincide with
the date of hire listed on the I-9 form. This will require that appropriate identification and work
authorization documentation is provided in accordance with I-9 regulations within three days of
that date. Doing so will also allow departments to complete corresponding payroll information
and eliminate unnecessary bottlenecks in the process.
If you require more information regarding this process, please contact OSU Human Resources at
405.744.5373.
What if the employee to be processed is not physically present to fill out HR paperwork?
It is possible to complete all necessary HR paperwork, even for those employees that are not present. While
it is true that we cannot process Affiliate Requests for anyone that is going to eventually be entered as a
standard/paid employee into HRS, information provided by OSU Human Resources indicates that the local
departmental Human Resources representative can indeed get the employees’ required I-9 and payroll
signup documentation completed and signed as long as they do so in front of a notary.
The employee will need to complete Section 1 of the I-9 documentation (in the presence of the notary), sign
and date. The notary, acting as an agent of the employer, will complete Section 2. The notary will need to be
informed of the start date (which will need to be the same date as the start date of the zero pay assignment),
which the department can provide via a copy of the offer letter or by communication from the department to
them. The notary will then fax the I-9 to the departmental HR person. The fax will need to be rather timely,
as the department will then have only three days to complete E-Verify. The notary can then mail the other
signed employment paperwork (and any other necessary documentation) to the department, including the
original I-9, which will then submit to HR in Whitehurst for processing.
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What is considered appropriate social security verification
documentation?
When processing Affiliate Request Forms, the Identity Management Office must mirror as much as
possible the documentation required for Human Resources to enter standard employees into our
Human Resources System (HRS), as we use the same system to enter our Affiliates. Therefore, for those
individuals that do not have a Campus Wide ID (CWID) already assigned, we require a legible photocopy
of their social security card, or a Numident from the Social Security Administration office. The Numident
is a form of “receipt” that, at a cost of $16, has the person’s full name, SSN, and other related
information printed. An Abbreviated Numident is also issued by the Social Security Administration
Office and minimally includes the person’s name and SSN, and is apparently free. Unfortunately, we
cannot accept any other form of verification.
What is the Division and Department Code required on the Affiliate
Request Form?
The Division and Department code required on the Affiliate Request Form is not the FRS Departmental
Billing Account Number, but rather the Human Resources code with which the individual will be
affiliated in HRS. For example, the IT Technology Support Division and Department code is AA-D3003.
The AA is the Division and the D3003 is the Department. If you are unsure as to the appropriate code
for your affiliate, please contact your local Human Resources Representative. They should be able to
confirm the information for you.
What does it mean to sponsor an employee Affiliate?
The sponsoring department authorizes that the person on the form is indeed associated with the
university in some capacity, will not be associated with our HRS system now or in the near future,
requires access to IT services, and is aware of all applicable appropriate computer use policies. The
sponsoring department will ensure that the Affiliate Request Forms are submitted each year for the
affiliate (or ensures that the affiliate knows how to do it themselves after getting the
dean/director/department head signature) along with any necessary additional documentation. The
affiliate will then be entered into a special area of our HRS system as associated with the sponsoring
departments’ division and department code.
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Affiliate Request
Received
Is the Aff going
to be paid by
OSU?
YES
See Zero Pay
Assignment
Page
NO
Does Aff have an
OSU-assigned
CWID?
NO
See Required
Documentation
Page
YES
YES
Is the form filled
out completely?
NO
Refer to the contact
person to get required
information or to
make modifications
YES
YES
PROCESS AFFILIATION –
See Processing
Instructions Page
Send all necessary email
notifications to department
and/or ID Card Production –
See Notifications Page
Save and Index all
documentation within
Document Imaging – See
Document Imaging Page
Page 6
Affiliate Request Processing (INTERAL IT PROCESS ONLY):
Used for any individual that will be sponsored by an OSU department that requires personal O-Key
credentials and will NOT be in HRS or SIS as a standard employee or student, respectively. DO NOT
process affiliations for Spousal ID requests. Those are JUST ID badges, and do not require O-Key
accounts. See the Notifications page.
NOTE: It is very important that you search for the customer in SIS PRIOR TO PROCESSING THE
AFFILIATION! If the customer already exists in SIS under a different OSU ID/CWID, you will create a
duplicate ID by processing the affiliation in HRS prior to having them change their OSU ID number to the
proper SSN at the Registrar’s Office.
Login to SIS
1.
2.
3.
4.
5.
6.
Open 3270 and enter SCTPOSU for the application name
Review any system messages, then hit enter to continue to SCT Start
Enter ZCTL, hit Enter
Enter System Number = 001
Enter your Operator Number (SCTOPID)
Enter your SIS password
Search for CWID / SSN in SIS to ensure appropriate number
7.
8.
9.
10.
Screen = 012
SID = CWID or SSN
Hit Enter
If the CWID and SSN match what is on the form, continue. If not, contact the department to
inform them that the CWID/SSN for this individual has changed. If they agree to process with
that CWID/SSN, continue.
Search for NAME in SIS to ensure that a duplicate ID does not exist
11. Screen = 002
12. On the red SID line, enter the last name, space, then first name of the individual (SMITH JOHN).
If multiple people are listed, check the middle initial and birthdates for the individuals.
a. Line Number (at bottom of screen) = The line number of the person you want to check
b. Hit Enter
c. Screen = IDQ
d. Hit Enter
e. Review middle initial and date of birth for individual
f. Continue back to the 002 screen to search for the name again
g. Repeat until all names that match are confirmed
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13. If the names and birthdates match, it is likely that we have a duplicate ID issue. Contact Don
Coplin at this point, if the Identity Management Specialist is not available to determine the next
course of action. Do not continue with the merge until you have obtained the go-ahead from
him. If the appropriate person is listed with the appropriate date of birth and CWD/SSN
combination, continue with the merge.
Login to HRS
1.
2.
3.
4.
5.
6.
Open 3270 and enter SCTP for the application name
Review any system messages, then hit enter to continue to SCT Start
Enter ZCTL, hit Enter
Enter System Number = 003
Enter your Operator Number (SCTOPID)
Enter your HRS password
Search for SSN in HRS to ensure that it is not already listed
7.
8.
9.
10.
11.
12.
13.
14.
15.
Screen = Blank
ID = SSN
Job = Blank
Code = Blank
User = 001 (also search in User = 004)
FY (Fiscal Year) = Current Fiscal Year (For example, FY2008 = 08)
POS (Position) = Blank
If name is found, view screen L16 to see if the assignment in Corp001 is active.
If not active, call the dpt to confirm that they will NOT process a true EA.
If the text at the top of the screen indicates “No Employee Master For This ID”, the person is not
currently maintaining an active assignment, and the affiliation process may continue. If the person
already has an active assignment in HRS, please do not continue with processing.
Process the Affiliation
16.
17.
18.
19.
20.
21.
22.
23.
24.
Screen = 011
ID = SSN
Job = Z
Code = 999
User = 004
FY = Current Fiscal Year (FY2008 = 08)
Hit Enter
Enter the ID number a second time
Hit Enter
Enter customer into HRS
25. Enter First, Middle and Last Name in ALL CAPS (ensure that you have spelled the name correctly
– verify with the department any ambiguity prior to processing.) Tab until you reach the next
field.
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26. Enter the Birthdate (MM-DD-YYYY)
27. Review data for accuracy
28. Hit Enter (Note: If hitting Enter clears the data, simply enter it again. It is possible that the
system timed out. If the text changes color, indicating that you can no longer edit the
information, continue with the processing. If you notice an error after you can no longer edit
the data on the screen, contact Jeff Barker of Human Resources)
Create Association
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
Screen = 012
Hit Enter
Corp Status = A
Start Date = Program Start Date (MM-DD-YYYY)
It should tab automatically for you.
DIV (Division) = Division code for the Sponsoring Department (for example, Information
Technology - Technology Support = AAD3003, therefore the DIV = AA)
Hit Tab
DEPT (Department) = Department code for the Sponsoring Department (using the IT Technology
Support example above, the DPT = D3003)
Make note of the end date listed on the form, as well as the DIV/DPT code. You will need it later
in the process, and you’ll likely not want to look it up again.
Review data for accuracy
Hit Enter
Create Assignment
40. Screen = 016
41. Hit Enter (notice the CODE field. If it changes to 004, it means that it is the first CORP004
assignment given to this customer. The second would read 008, then 012, then 016, etc.)
42. Assignment Begin Date = Program Start Date (MM-DD-YYYY). It should tab automatically for
you.
43. Assignment End Date = Program End Date (MM-DD-YYYY NOTE: Ensure that the length of time
is no longer than one year)
44. POS (position number) = 000001 (always five zero’s and a one)
45. Flag = N (always N for None)
46. Schedule = M999A (always)
47. Class Code = 3719 (always)
48. Division/Department code = (see steps 29 and 30 for description)
49. Position Code is not required
50. Review data for accuracy
51. Hit Enter
The Affiliate processing is now complete. The HRS system will update PUD/O-Key overnight, and the
customer should be able to activate their O-Key account and/or obtain an OSU ID card after 10:00AM
the following business day. If you processed on Friday, they will be able to activate/obtain an OSU ID
card after 10:00AM the following Tuesday morning.
Send the notification emails and then document in Doc Imaging.
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Email Notifications

Send the following notice to the person(s) listed in the Sponsoring Department Information (in the
Contact Email and the 2nd Contact fields):
SUBJECT: Affiliate Request(s) Processed <if just one or a few, enter First Initial, Last Names (J. Smith, J.
Doe). If more than a few, enter # of #)
Dear <Enter Contact Name>,
I have processed your Affiliate Request(s) for the following affiliate(s):
Last Name, First Name – CWID
<List all affiliates processed>
Your affiliate(s) should be able to access/activate their O-Key services and/or obtain an OSU ID Card (if applicable)
after 10am tomorrow morning. If the affiliation was processed on Friday, they will be able to activate/obtain an
OSU ID card after 10am Tuesday morning. Please let me know if you need anything else! Thanks!

If OSU ID cards are required for the affiliate(s), you may include the following notification in the
SAME EMAIL MESSAGE in Bold Italic font beneath the above text. Be sure to make note of the
SUBJECT LINE change…
SUBJECT: Affiliate Request(s) Processed AND ID Card Billing Info
ID Card Production Office: Please take this message as notice that the above affiliate(s) may come in for an OSU ID
card soon. Please bill the charges to the following departmental account, as per <enter submitor’s name and
phone number here>.
Department: <enter dpt name>
Account Number: <enter account number>
Dpt Contact: <Enter contact name and phone number here>
Please let me know if you need anything else! Thank you!

If the Affiliate Request Form is just for a SPOUSAL ID REQUEST from the ISS Office, send the
following notification to Brad McDaniel of ISS and the ID Card Production Office:
SUBJECT: Spousal ID Badge Billing Info
ID Card Production Office: Please take this message as notice that the following individual may come in for a
Spousal ID. Please bill the charges to the bursar account of the individuals’ spouse, <enter spouse’s name and
CWID here>.
Badge Holder’s Name: <enter name of badge holder here>
An affiliation for this individual will not be processed at this time. Please let me know if you need anything else!
Thanks!
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Document Imaging
On the .pdf file, use the Typewriter tool (Tools / Typewriter / Typewriter) to enter the following
information on the Affiliate Request Form:
REC <enter date received> COMPL <enter date completed> SSN or CWID DIV/DPT Code (if not
listed)
FOR SPOUSAL ID REQUESTS: Write “Spousal ID Only – NO AFF CREATED – Emailed <enter date you
sent email to ID Card Production and cc’d Brad McDaniel>
If you need to ensure that the SS card is attached to the .pdf file, perform the following task…
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Open the Affiliate Request .pdf file
Click on Combine Files
Click Add Files
Browse to the SS card file
Click on Add File
Click Next
Click Save
Save the file on the drive
Open and ensure that it has all necessary files
Close the file
To save the file to the Document Imaging Library:
1.
2.
3.
4.
Drag and drop the file to the Document Imaging library
Enter the Index information by tabbing through the fields
Hit Enter
Delete the .pdf file from the drive
For Spousal ID Requests, index the name, date received, date completed, leave CWID blank, Requesting
Dpt = ISS, Sponsoring Dpt = Spousal ID Request, COMMENT: Spousal ID Only – No Aff
Page 11
Contact Information:
Most common submittors:
ELI: Jeana Duncan (jeana.duncan@okstate.edu, 744-7519)
ISS: Brad McDaniel (brad.mcdaniel@okstate.edu, 744-5482)
ID Card Production Office (send notifications for ID cards to this account)
ID Card Production Office: id.services@okstate.edu (contact Ron King for more info)
Contact Charles McCann if you have any questions. You can call me on my cell, 269-0788, if you need to.
Thanks!
Melissa
Page 12