This salary plan cannot be transferred as entered. Courtesy records should never transfer or be transferred into; a Courtesy record should be terminated separately when no longer needed. Please terminate the current appointment and then submit this hire as a new hire ePAF without a break in service once the termination has been processed.
Please follow the checklist below for documentation needed with the new hire ePAF:
Graduate Assistant Hire Following Courtesy Faculty Termination – Always Required
*Items marked with an asterisk must be completed and/or included before submitting your hire ePAF to Core HR for approval.
☐ 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 Letter of Appointment by All Parties*
- UF working title and annual salary is included in the letter
- Effective start date and benefits information is listed
- FTE and salary plan (must meet GA minimum salary)
- Job responsibilities
- Use the correct Graduate Assistant letter template from the Appointment Letter Library
Graduate Assistant Hire Following Courtesy Faculty Termination – If Applicable
☐ 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
☐ Health Assessment (Completed Online)
☐ Licenses, Other Applicable
☐ Approved Nepotism Waiver*
- If nepotism needed, please submit the petition via the portal.
☐ Disclosure of Outside Activities and Financial Interests
- This form must be completed if employee selects Box 2 in GatorStart
☐ Notice of Restrictions for Providing Services after Retirement
Graduate Assistant Hire Following Courtesy Faculty Termination – 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
- GA appointments must follow the academic calendar; if hired after the start of semester there needs to be a late hire petition and if being terminated the effective date will need to be one day AFTER their last day. If their last day is 05/15, ePAF effective date is 05/16. This protects the tuition waiver from being ‘kicked-out’
- For updated academic dates please refer to our UFHR Student Appointments page
- You must have an approved petition from the UF Grad School for any GA appointment that does not meet minimum requirements
*Ref: Section 33