First, here are a few important things to keep in mind:

In the event that no forms are received (Don't do this - please turn in forms!): Full-time employees (75-100% FTE) will be automatically enrolled into the HealthSelect of TX medical insurance retroactive to their 1st day of employment. Part-time employees (50-74% FTE) will have medical coverage automatically waived since there is a cost associated with it.
If you need ANY optional coverages, like dependent medical coverages/dental/etc., to begin on your date of hire, you must turn in the below insurance forms to HR Benefits by your third day of employment.
If you wish to opt-out of medical coverage effective your hire date, you'll need to turn in the Benefits Election form below by your third day of employment to waive coverage. If the form is not received by then, you can still waive coverage within your 31-day new hire window to be effective the next month.
If you want to make changes to your insurance during your 31 day new hire window, you can do so by completing the below Benefits Election form and returning to us or go online through www.ers.texas.gov AFTER your first week of employment. Your coverage will begin on the 1st of the following month after receipt of forms or online entry. To perform online entry within your ERS Online Account, you must be logged in and click the Post Hire Change link. You will not be able to do online entry until we have received all paperwork and entered you into the ERS Online system.
REMINDER: There is no proration of costs for partial months of insurance coverage - you either pay for the full month of coverage or not at all, so keep this in mind for when you want your coverage to begin. For example: If your hire date is 8/16/2024 and you need your spouse and children to be covered for medical insurance as of your hire date, you will pay the full you + family rate of monthly premiums for that coverage, not a prorated/partial amount. Alternatively, if you are fine with your spouse/children's coverage beginning the 1st of the next month, you can indicate that on the second page of your Benefit Election Form.

New Hire & Insurance Forms


Form Name (click form to access form)	Form Description	Forms Due Dates/Deadlines
Personal Data Sheet	This form provides the university with demographic data that goes into our employment database. We must receive this completed form from ALL employees.	Return completed form to your department PCR initiator as soon as possible, prior to your first day of work. The PCR initiator in your department needs this form to onboard you for payroll.
Prior State Service form	This form must only be completed if you have ever worked as a student employee, temporary employee, or permanent employee for a state agency in Texas, or a public 4-year higher education institution in Texas. Service at community colleges or private 4 year higher education institutions will NOT count towards your state service. If you are unsure if your agency is considered a Texas State agency, please visit the CPA website for a full list of Texas State Agencies. This form helps collect data on your previous state service and it affects when you may begin taking vacation time and your vacation accruals, as well as helps us calculate your state longevity. We must receive this completed form only if you have prior state service to report.	Due by 5pm on your first day of employment
Benefits Election Form	Complete this form and turn it in to HR Benefits to enroll yourself and any/all dependents into the plans you want to enroll in within your 31-day new hire window. We must receive this completed form from ALL employees.	Due by 3^rd day of work if you want coverage to begin on your hire date or Due by 31^st day of work as a last deadline, coverage elected will begin the 1^st of next month
Dependent Child Certification	This form is to be completed and returned with your Benefits Election form (above) to certify your dependent child's relationship to you. We must receive this completed form from ALL employees who are adding a child to their insurance plan.	Due by 3^rd day of work *with a Benefits Election form if you want coverage to begin on your hire date or Due by 31^st day of work *with a Benefits Election form as a last deadline, coverage elected will begin the 1^st of next month

How to Return Forms

To securely share the ERS Benefits Election Form and Prior State Service Form online, see the instructions below:

Before sending, please review your forms to ensure that they are fully completed (front + back) and signed. We cannot accept forms that are missing information or signatures. Electronic signatures are accepted.
Go to the HR Benefits Filedrop website.
You will notice that the webpage is set up like an email message. Enter your email (can be your personal OR TXST email) in the 'From' box and attach your PDF documents by clicking the green Add Files
Add your name and “New Employee Documents” to the subject line (Ex. "John Smith New Employee Documents").
Hit Send. If you are unable to send in this method, please let us know at hrbenefits@txstate.edu. Please DO NOT send your documents via e-mail alone so we can keep your sensitive data safe.  We will work with you to get the documents securely.

If you would rather drop the forms off in person, you can bring it by the Benefits Office in the JC Kellam building, third floor, suite 360.

You may also choose to return your forms via fax at 512-245-1942.

Additional Faculty (Only) New Hire Forms

If you are not faculty and are in a staff position that is eligible to participate in the ORP program, a representative from the Benefits team will reach out to you directly. All faculty members please review and fill out the forms below.


Form Name (click form to access form)	Form Description	Forms Due Dates/Deadlines
ORP Acknowledgment Form	All new, full-time faculty must complete this form to determine retirement program eligibility.	Due on or before New Faculty Orientation.
TRS-28: Notice of Election to Participate in the Optional Retirement Program	Complete ONLY IF you are choosing the ORP in lieu of TRS. Please DO NOT submit prior to your orientation. This form must be notarized, which our office can help with. We will need the original form and cannot accept digital copies.	Due on or before your 90th day of employment.
ORP Salary Reduction Agreement	Complete ONLY IF you are participating in ORP to name your preferred retirement provider (see the below link for a list of approved vendors).	Due on or before your 90th day of employment.
Approved ORP/TDA Vendors and Representatives	If enrolling in ORP, you will need to select a vendor from this list of contracted vendors and representatives before you can be enrolled.

Tips for Completing Faculty Forms

For the ORP Acknowledgment Form
- Please fill out and submit online.
For the TRS-28 and ORP Salary Reduction Agreement Forms
- Please save all documents as PDFs.
- If possible, please complete the forms using Adobe Acrobat DC or print the forms and complete them by hand.
- If using Adobe Acrobat DC, be sure to complete the full form BEFORE signing to ensure that the information on the form does not get deleted.
- Mac users: Do not complete the form in the Preview application; the form will appear to be blank when our office opens them.

Click Next to see a to-do list for new employees.