Specialty Appointments

General Guidelines

Postdoctoral associates are hired to enhance their research skills and build their careers. They should not remain at the University in postdoctoral positions beyond their training period. Postdoctoral associates’ initial appointment should not last more than four years; an extension of an additional two years may be granted by the Provost (please see appointment policies link below).

The Office of Postdoctoral Affairs oversees postdoctoral researchers. For more information on their policies and regulations, please visit Postdoctoral Associates Appointment Policy.

Requirements for New Hires

When submitting the hire electronic Personnel Action Form (ePAF) make sure you follow the New Hire Checklist and provide the required documents.

ePAF approval may be delayed due to:

• Letter of Offer
  • For more information and templates please review Appointment Letter Library.
• Background Check
• I-9 Documentation
• Post-Doc Salary Minimum: $58,656 (1.0 FTE)
  • Salaries may be prorated based on Full-Time Equivalent (FTE) status, but will not fall below $43,888
• Employment of Relatives Petition (if applicable)
  • Required if a new employee is related to or living in the same household as a current employee in the same college/unit
• Transcripts Confirming PhD
  • Degree equivalency will be required if terminal degree was awarded from an institution outside of the U.S., regardless of whether the accrediting agency is based within the United States.

Additional Information on Degree Equivalencies (if applicable)

Academic Credential Evaluation (ACE) is a process through which an organization evaluates the foreign education of a degree earned abroad to determine its equivalence to a U.S. degree. If a candidate holds a degree from an international institution, an ACE evaluation is required.

International institutions are defined as any educational establishments located outside the United States, regardless of whether the accrediting agency is U.S.-based. Institutions located in Puerto Rico are considered domestic.

The United States Citizenship and Immigration Services (USCIS) requires an official ACE equivalency for degrees awarded outside the U.S.

Departments should verify whether the employee’s degree(s) were obtained in the U.S. If the degree(s) were earned outside the U.S., the department must inform the employee that an ACE evaluation is required. The department should also provide the employee with a list of recommended NACES-accredited evaluation agencies.

The following companies are recommended by the immigration attorney:

• FIS (Foundation for International Services, Inc.)
• Josef Silny & Associates, Inc.

Note: Any credentials not originally in English must also include official translations. Personal translations by the employee are not permissible.

Creating the ePAF:

• In myUFL, navigate to: Departmental Administration > ePAF Home Page > Start a New ePAF
• Select the link titled Hire an Employee (.docx)and enter the necessary information for the ePAF
• Upload all the appropriate hiring documentation to the ePAF
  • For information on how to upload documents view OnBase Instruction Guide (.docx)

Common Employment Changes:

• FTE – Change in FTE
• PAY – Change in salary

Changes to salary and/or FTE require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college.

If a Post-Doc appointment will be terminated, the correct reason codes must be used on the termination ePAF with the appropriate documentation.
Most common reason codes for Post-Doc terminations:

• RES – Resignation
  • The employee needs to submit a resignation letter stating their last date of employment. This letter needs to be attached to the termination ePAF
• ETJ – End of Temporary Job
  • Use this code when the appointee has reached an end on their program; the end date of their program is listed on their offer letter

For terminations other than the ones listed above, please leave a comment on the ePAF explaining the reason for the termination.

The Exit Checklist – Separation (.docx) should be completed for employees who are departing from the university. It is also encouraged to have the employee complete an Exit Survey.

Note:

• For exempt employees, any preloaded time after the termination date needs to be cleared out by the department to avoid delays in the processing of the termination ePAF
• If a termination is processed after the effective date and the employee has been overpaid, the department needs to work with Payroll Services regarding overpayment

When transferring a Post-Doc to another appointment, the best practice would be to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).

• The use of the “leaving another job” box is important if there is no break in service
  • Contact their current department to communicate the transition before transferring their record over
• The Exit Checklist – Transfer (.docx) should be completed for employees who are transferring to another unit. It is also encouraged to have the employee complete an Exit Survey.

HR600 Form (.docx)
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first two digits of their department ID.

The Decision Tree (.docx) can be used when determining if the appointment should be transferred or terminated.

General Guidelines

Residents

A person is considered a resident if they serve as a member of Housestaff or as a trainee of a Health Center professional school.

To appoint a person as a “Resident”, the appointee must be:

• A graduate of an approved program or hold a terminal degree appropriate for the appointment
• Enrolled in the respective training within his or her selected area of specialization

The term “Intern” usually refers to a resident in the first-year of postgraduate work in the involved specialty.

Residents – Veterinary Medicine

• In the College of Veterinary Medicine an “Intern” is a participant in a one-year program. To participate, an Intern must hold a veterinary degree and be a graduate of an accredited veterinary school
• A “Resident” in the College of Veterinary Medicine must hold a veterinary degree, be a graduate of an accredited school, and have performed an internship or have equivalent experience in private practice

Requirements for New Hires

When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.

ePAF approval may be delayed due to:

• Letter of Offer
  • Effective Date
  • Department Name
  • Job Responsibilities
  • A salary listed that meets the PGY level
  • Employee and Hiring Authority Signature
• GatorStart
• OIG Clearance
• I-9 Documentation
• MD Diploma/ECFMG

Creating the ePAF:

• In myUFL, navigate to: Departmental Administration > ePAF Home Page > Start a New ePAF
• Select the link titled Hire an Employee (.docx)and enter the necessary information for the ePAF
• Upload all the appropriate hiring documentation to the ePAF
  • For information on how to upload documents view OnBase Instruction Guide (.docx)

Common Employment Changes:

• FTE – Change in FTE
• PAY – Change in salary
• CJO – Change in Job Code/Salary Plan

Changes to salary and/or FTE require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college.

If a Housestaff appointment will be terminated, the correct reason codes must be used on the termination ePAF with the appropriate documentation.
Most common reason codes for Housestaff terminations:

• RES – Resignation
  • The employee needs to submit a resignation letter stating their last date of employment. This letter needs to be attached to the termination ePAF
• ETJ – End of Temporary Job
  • Use this code when the appointee has reached an end on their program; the end date of their program is listed on their offer letter

For terminations other than the ones listed above, please leave a comment on the ePAF explaining the reason for the termination.

The Exit Checklist – Separation (.docx) should be completed for employees who are departing from the university. It is also encouraged to have the employee complete an Exit Survey.

Note:

• For exempt employees, any preloaded time after the termination date needs to be cleared out by the department to avoid delays in the processing of the termination ePAF
• If a termination is processed after the effective date and the employee has been overpaid, the department needs to work with Payroll Services regarding overpayment

When transferring a Housestaff to another appointment, the best practice would be to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).

• The use of the “leaving another job” box is important if there is no break in service
  • Contact their current department to communicate the transition before transferring their record over
• The Exit Checklist – Transfer (.docx) should be completed for employees who are transferring to another unit. It is also encouraged to have the employee complete an Exit Survey.

HR600 Form (.docx)
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.

The Decision Tree (.docx) can be used when determining if the appointment should be transferred or terminated.