Fellowships are generally merit-based grants that are given to individuals to aid them in the pursuit of study or research. Fellowships may be funded internally or through federal funds.
A Pre-Doc Fellow is:
Requirements for New Fellowships
When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.
The following are required documents for a Fellowship:
Note: Fellows do not complete GatorStart packets.
NIH Funded Fellowships: Paperwork for all NIH Grant Fellowships must go to Lisa Yates (lyates@ufl.edu) at Contracts & Grants. The completed and signed C&G approval form must be submitted with the ePAF through OnBase.
Creating the ePAF:
Fellowship payments can be paid bi-weekly, quarterly, or as a one-time payment (lump sum).
If you are paying quarterly, or as a one-time payment throughout the academic year, then you should make a calendar note to prepare an Additional Pay ePAF at the beginning of each pay period in which the payment is due, as myUFL does not automatically calculate when each payment is due.
Fellowship Hire ePAFs must have the same effective date stated on the MOU. If the ePAF is submitted after that pay period, the bi-weekly amount must be recalculated and the Additional Pay effective date should correspond with the current pay period.
To recalculate the bi-weekly amount follow the instructions below:
Note: Only one ePAF needs to be submitted with this recalculated bi-weekly amount.
Resources:
Since fellows are not employees and are paid via lump sum payments, a Job Edit ePAF is not available to make updates to Job Codes, Salary Plans, Department IDs, etc.
If updates to Job Data are needed, please complete a Job Data Correction (JDC) form and submit to Employment Operations and Records; updates to Job Data will be performed manually.
If any updates or stoppages to fellowship payments are needed please also email our office.
Terminations for fellowship records must be processed the pay period after the last payment has been issued.
Note: If a payment needs to be stopped early, please indicate this in the ePAF and attach any pertinent documentation. To prevent any overpayment you must ensure that the termination ePAF is submitted by the HR Deadline.
The Exit Checklist – Separation should be completed for individuals who are departing from the university.
Fellowships are generally merit-based grants that are given to individuals to aid them in the pursuit of study or research. Fellowships may be funded internally or through federal funds.
A Post-Doc Fellow is:
More information on Post-Doc Fellowships can be located at the Office of Postdoctoral Affairs.
Requirements for New Fellowships
When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.
The following are required documents for a Fellowship:
Note: Fellows do not complete GatorStart packets.
NIH Funded Fellowships: Paperwork for all NIH Grant Fellowships must go to Lisa Yates (lyates@ufl.edu) at Contracts & Grants. The completed and signed C&G approval form must be submitted with the ePAF through OnBase.
Creating the ePAF:
Fellowship payments can be paid bi-weekly, quarterly, or as a one-time payment (lump sum).
If you are paying quarterly, or as a one-time payment throughout the academic year, then you should make a calendar note to prepare an Additional Pay ePAF at the beginning of each pay period in which the payment is due, as myUFL does not automatically calculate when each payment is due.
Fellowship Hire ePAFs must have the same effective date stated on the MOU. If the ePAF is submitted after that pay period, the bi-weekly amount must be recalculated and the Additional Pay effective date should correspond with the current pay period.
To recalculate the bi-weekly amount follow the instructions below:
Note: Only one ePAF needs to be submitted with this recalculated bi-weekly amount.
Resources:
Since fellows are not employees and are paid via lump sum payments, a Job Edit ePAF is not available to make updates to Job Codes, Salary Plans, Department IDs, etc.
If updates to Job Data are needed, please complete a Job Data Correction (JDC) form and submit to Employment Operations and Records; updates to Job Data will be performed manually.
If any updates or stoppages to fellowship payments are needed please also email our office.
Terminations for fellowship records must be processed the pay period after the last payment has been issued.
Note: If a payment needs to be stopped early, please indicate this in the ePAF and attach any pertinent documentation. To prevent any overpayment you must ensure that the termination ePAF is submitted by the HR Deadline.
The Exit Checklist – Separation should be completed for individuals who are departing from the university.
University departments and academic units that engage courtesy faculty must enter each courtesy faculty into the myUFL system. Courtesy faculty appointments may be issued for up to 5 years and may be renewable after the initial 5 years. If departments fail to confirm active courtesy appointments on a yearly basis through the Courtesy Faculty Review File, all courtesy appointments in the department will automatically be terminated (see section on Terminations below). Departments and academic units are responsible for oversight of all courtesy faculty services, as well as for assessing risk associated with courtesy faculty services.
Courtesy faculty are non-remunerative appointments for those individuals who will provide substantive and sustained contributions in achieving the mission of the department and the University. Some examples of contributions are graduate committee service, collaborative research, preceptors, county extension, patient care, clinic oversights, or visiting scholars.
There are 3 types of courtesy faculty modifiers:
* The affiliate and joint designations identify those individuals who have another appointment(s) on campus, whereas the standard “CO” courtesy modifiers are exclusive to non-UF employees.
a) Retirees during the first 6 calendar months after the effective retirement date are not eligible for courtesy faculty appointments per the Florida Retirement System.
b) A person is only considered a courtesy faculty if her or his services were rendered of their own free will, without pressure or coercion.
c) Courtesy faculty may not be used as a replacement of an employee position.
d) Any individual who appears on the Florida Sexual Predator Registry, Florida Sex Offender List, Florida Department of Corrections Offender Network, National Sexual Predator Registry, or Online Wanted Persons Search shall not serve in a courtesy faculty capacity for the University of Florida or affiliated organizations.
e) The University of Florida does not allow courtesy faculty service from any foreign national not authorized to work in the United States. Examples include: H-4, O-3, L-2, F-2, M-2, TD, R-2, B1/B2.
f) Current employees working on an H-1B visa are not eligible to serve as courtesy faculty. Immigration Compliance Services in UFHR can be contacted for questions on courtesy faculty service.
g) Current J-2, H-4, L-2, and E-2 visa holders are also prohibited from courtesy faculty service unless they have employment authorization/EAD Card.
h) Courtesy appointments are not to be issued to extend access for the continuation of work associated with employment for retiring or terminating faculty.
i) Courtesy faculty may not be an instructor of record in the AAR system*.
*Exceptions may apply but will require prior approval from UF Human Resources.
Required Documentation
*Social Security Number is needed for entry into myUFL – a copy of the card is not needed
If Applicable
*To ensure you are following all procedures please review the courtesy faculty policy located on the UF Policy Hub as there are more detailed requirements pertaining to screening and limitations.
Creating the ePAF:
The Most Common Changes:
These updates do not require documentation.
To ensure an accurate headcount of your courtesy population, your department’s best practice should involve consistently terminating any appointment that is no longer needed to mitigate any risks associated with system access and to reduce costs linked to licensing, subscriptions, etc.
When terminating courtesy appointments the appropriate action and reason codes should be TER-CTY for End of Courtesy Appointment.
Note: If a CTSY is transitioning to a paid appointment (Faculty, Adjunct, etc.) then the “leaving another job” must not be selected as unpaid appointments should be terminated separately.
The Exit Checklist – Separation should be completed for individuals who are departing from the university.
Annual Courtesy Faculty Review File
During each spring UF Human Resources will open an annual review file for departments to review their current population. The file will have courtesy appointments marked for termination and will require departments to verify who should remain active by unchecking the box to retain them as active.
Since appointments may be issued up to 5 years, after the 5-year mark their appointment will be set to terminate; however, they may be renewed after the initial 5-year mark by issuing a reappointment letter. The department must enter a Hire ePAF effective the same date as the termination (provided by UFHR each year; date for 2023 is 3/31/23) which will ensure no break in service and no disruption to courtesy faculty member’s system access.