Student Assistant New Hire

Student Assistant – Always Required

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

☐ Hires who are registered for UF credit hours half-time and above must be hired as students*

☐ 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

☐ Signed OPS and Student Assistant Application*

  • If employee applied through Careers at UF, a copy of the application must be attached to the ePAF
  • If done on paper, make sure that application is current, completed and signed/dated.

Student Assistant – If Applicable

☐ Child Labor Law Certification and Medical Release Form for Minor and Parental/Guardian Authorization*

  • For employees under 18 years old

☐ Health Assessment (Completed Online)

☐ Licenses, Other Applicable

☐ Selective Service Registration

  • Male, 18-25 US citizens or permanent residents

☐ Approved Nepotism Waiver*

  • If nepotism needed, please use the Employment of Relatives Petition Portal.

☐ Disclosure of Outside Activities and Financial Interests

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

☐ Federal Work Study

  • Student has to complete a FAFSA on file to qualify for Federal Work Study
  • Students should present their Financial Aid Award Page printout to their employer
  • For further questions students can contact UF OneStop

☐ Hours Extension Form*

  • Required if a full-time student works more than .5 FTE
  • This form is not required in the summer, when students can have an FTE of .78

☐ Pay Rate Justification Form*

  • Required if pay rate is more than double the Florida minimum wage

☐ 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

Student Assistant – 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*

Useful Information

  • During the Summer and Official UF breaks STAS who are US Citizens can work up to a 1.0 FTE. However, the FTE in the system should be .78 if doing so
  • For Non-Resident Alien STAS, their FTE in the system can go up to 1.0 during summer and breaks
  • If hiring a student enrolled in a graduate program, determine if the job duties for the role more closely align with Student Assistant or Graduate Assistant. If they are GA job duties, the student must be hired as a GA
  • When doing a transfer hire confirm with the other department that the employee is leaving before you submit the ePAF

 

*Ref: Section 13

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