Housestaff Hire Following Courtesy Faculty Termination

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:

Housestaff 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*

  • Make sure that the correct department information, effective start dates and PGY levels/compensation levels are all correct and accounted for in the letter.
  • Housestaff minimum stipends are updated annually, so please make sure you are entering current amounts for the current fiscal year.

☐ Medical School Diploma/ECFMG Verification

☐ OIG Search Results Screenshot

Housestaff Hire Following Courtesy Faculty Termination – 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

☐ Health Assessment (Completed Online)

☐ Licenses, Other Applicable

☐ Approved Nepotism Waiver*

  • If nepotism clearance is 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

Housestaff 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*

 

*Ref: Section 34

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