OPSN/OPSE 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:

OPSN/OPSE 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

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

☐ 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

☐ Loyalty Oath

☐ Signed OPS and Student Assistant Application*

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

☐ Background Verification (must be initiated)*

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

☐ Use the correct Job Code and include Duties and Responsibilities in the comment box of the hire ePAF (if there is not a letter of offer included)*

OPSN/OPSE Hire Following Courtesy Faculty Termination – If Applicable

☐ Dispense Applicants in Job Requisition System (if Posting on PageUp)

☐ 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

☐ (OPSE Salary Only) Approval from Class & Comp w/Offer Letter*

  • Each OPSE salary hire requires individual approval from UFHR Classification and Compensation. Attach email with statement of approval to show that this position has been reviewed and falls under exempt classification
  • A letter of offer is required for an OPSE salary hire (but optional for OPSN). You can find OPS appointment letter templates in the Appointment Letter Library

☐ 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

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

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

☐ Notice of Restrictions for Providing Services after Retirement

OPSN/OPSE 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 36

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