Post Doc Associate Hire Following Courtesy Termination

This salary plan cannot be transferred as entered. This is either because the type of salary plan chosen is ineligible for transfer, or because the salary plan for the current appointment cannot be transferred into the new salary plan category you have selected. 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:

Post Doc Associate 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

☐ Background Verification (must be initiated)*

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

☐ Education Verification of PhD*

  • It is departmental responsibility to ensure official transcripts are available for accreditation purposes
    • If degree was obtained outside the U.S., a degree equivalency is needed. Visit NACES.org for a list of service providers
  • List of acceptable documents for ePAF approval until Official Transcripts can be provided:
    • Terminal Degree verified through National Student Clearinghouse
    • Terminal Degree verified through HireRight or First Advantage
    • Degree conferral letter from academic advisor on official institution letterhead confirming that all degree requirements have been met and listing expected degree conferral date

☐ Letter of Offer based on salary plan, signed and dated by all parties*

  • UF working title and minimum salary is included in the letter. Please see our Specialty Appointments page to review current minimum salary requirements for Post Doc Associates
  • Effective start date and benefits information is listed
  • FTE
  • Job Responsibilities
  • Use the Post Doc Associate letter template from the Appointment Letter Library

Post Doc Associate 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

☐ 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

☐ 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

☐ NACES-certified Degree of Equivalency Report for International Degrees*

  • Please visit NACES.org to review their list of organizations that conduct evaluations of non-US degrees for equivalency

☐ Notice of Restrictions for Providing Services after Retirement

Post Doc Associate 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 37

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