This salary plan cannot be transferred as entered. Fellowship records should never transfer or be transferred into; a fellowship 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 Fellowship 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 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 Fellowship 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
☐ 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
Housestaff Hire Following Fellowship 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 58