Adjunct Faculty New Hire

Adjunct Faculty – Always Required

*Items marked with an asterisk must be completed and/or included before submitting your hire ePAF to Core HR for approval

☐ Check Directory for Duplicate UFID – Prevents delay in system access for the employee*

  • MyUFL > Main Menu > Identity Access Management > Identity Management

☐ Confirm status of new hire with regard to any other existing UF appointments*

  • Additional UF appointments must abide by FTE/overtime UF policies
  • Additional documentation may be required

☐ Create Hire ePAF in MyUFL*

  • Must use hire’s Social Security Number (SSN) or assigned Temp ID. Do not leave SSN blank or GatorStart will not batch*

☐ New Hire Completed GatorStart*

  • GatorStart needs to be completed as soon as possible, but no later than first day of employment to remain I-9 compliant with federal law
  • GatorStart must be completed prior to submitting Hire ePAF to Level 2 Approval

☐ I-9 Supporting Documents*

☐ Complete I-9 Section 2 and E-Verify

  • Must be completed within 3 business days of first day
  • Process is completed in I-9 Management
  • MyUFL > Main Menu > Human Resources > UF Departmental Administration > GatorStart

☐ Non-Restricted Social Security Card

  • If the social security card is being used for I-9 Purposes a copy must be provided*
  • If employee does not have their card you may attach the receipt from the Social Security Office for ePAF approval and then add the card to OnBase once it arrives
  • If not used for Section 2 of I-9, must still obtain a copy for tax purposes

☐ Background Verification (must be initiated)*

  • HireRight is a third-party organization that performs criminal, education, and work experience verification

☐ Education Verification*

  • Official Transcripts:
    • It is departmental responsibility to ensure transcripts are available for accreditation purposes
    • Official Transcripts should be uploaded into employee’s personnel file immediately upon receipt
  • Foreign Degree Equivalency:
    • If degree was obtained outside the U.S., a degree equivalency is needed
    • Visit NACES.org for a list of service providers
  • List of acceptable documents for ePAF approval until Official Transcripts can be provided:
    • Terminal Degree verified through National Student Clearinghouse
    • Terminal Degree verified through HireRight or First Advantage
    • Degree conferral letter from academic advisor on official institution letterhead confirming that all degree requirements have been met and listing expected degree conferral date

☐ Letter of Offer signed by all parties*

  • UF working title and annual salary is included in the letter
  • Effective start date and benefits information is listed
  • FTE
  • Job responsibilities
  • Use the Adjunct Faculty letter template from the Appointment Letter Library

☐ Copy of Resume or CV

Adjunct Faculty – If Applicable

☐ Approved HR 600 Form*

  • Required for UF Employees receiving a secondary appointment in a different college/administrative unit regardless of total FTE count between both appointments

☐ RISC Clearance

  • Required for candidates being hired into research and/or research support positions
  • Clearance must be given prior to extending an offer to the candidate

☐ Health Assessment (Completed Online)

☐ Licenses, Other Applicable

☐ Approved Nepotism Waiver*

  • If nepotism needed, please submit the petition via the portal

☐ Selective Service Registration

  • Male, 18-25 US citizens or permanent residents

☐ Disclosure of Outside Activities and Financial Interests

  • This form must be completed if employee selects Box 2 in GatorStart

☐ Degree of Equivalency Report for International Degrees from NACES.org*

  • Contains a list of organizations that conduct evaluations of non US degrees for equivalency

☐ Temporary ID*

  • If a foreign national does not have a Social Security Number, Payroll Services will issue the UF TempID after the FNIS Shell Request has been submitted

☐ Notice of Restrictions for Providing Services after Retirement

Adjunct Faculty – Foreign National Hires

This checklist contains all the steps needed that are not in the GatorStart and will need to be attached to the hire ePAF:

☐ Submit Foreign National Information System (FNIS) Shell request to Payroll Services*

☐ Visa/Work Authorization*

  • The type of visa affects which document you use for the next item
  • Visa types: I-797/I-94 (H1B-O1), or TN/I-94 (Canadian/Mexican), or EAD (work authorization), F1 I-20, and J1 DS2019

☐ Specially Designated Nationals (SDL) List Verification*

☐ W-4 or W-9 Tax Form – Based on Windstar Form*

☐ Passport (Ensure that it is not expired)*

☐ Most recent I-94 and I-94 Travel History*

 

*Ref: Section 04

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