Please follow the checklist below for documentation needed with the new hire ePAF:
OPSN/OPSE to Student Assistant Hire – 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*
- Please ensure that you are using the correct UFID for your hire and check the system for any duplicates
- This type of transfer hire can also be entered as a Job Edit ePAF if the transfer hire is happening within the same department
OPSN/OPSE to Student Assistant Hire – If Applicable
☐ Health Assessment (Completed Online)
☐ Licenses, Other Applicable
☐ 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
☐ Notice of Restrictions for Providing Services after Retirement
OPSN/OPSE to Student Assistant Hire – Foreign National Hires
☐ I-9 Reverification for Expired Work Authorizations
- Please note that reverifications are not processed as part of the transfer hire process. If the current I-9 work authorization has expired, you must submit I-9 reverification through the I-9 reverification portal with a completed Supplement B form and a scanned copy of the new work authorization attached in order to update the employee’s work authorization status
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 110