Employment Operations & Records

Termination File Closes on June 14, 2024

The termination file is now open through 6/14/24. The purpose of the termination file is to help mitigate unnecessary risks such as access by former employees and maintain an accurate count of our employment population.

Departmental HR professionals will need to review the termination file and “uncheck” those individuals who should remain active in the system. The termination date will be effective 06/21/2024 in the myUFL system.

To access the termination file, please follow the navigation below:

Main Menu > Human Resources > Workforce Administration > Job Information > UF Appointment Review

•    Enter the Year: 2024
•    Enter your unit’s Department ID
•    Enter Termination Date: 06/21/2024

Short Work Break Reminders

The summer term can sometimes be tricky with job actions for 9- and 10-month employees on break. The options below should be considered if you are attempting to process an additional payment or update Job Data for employees on SWB.

Job Data
Job actions must occur when an employee returns from short work break. Changes to pay rate, title, supervisor ID, etc. should not occur while an employee is inactive in the myUFL system. The SWB rows will automatically load the second week of July at which point will be viewable in Job Data.

Additional Pay
If an employee is being compensated an additional payment during SWB for prior work or work over the summer then one of the processes below must be followed since their primary record is inactive.

Two acceptable options:

1. Create a lump sum hire record
   • Only necessary if an active lump sum record does not already exist under the desired department ID
   • Payroll status will now be active, and record will need to be termed once additional payment is made
   • No HR600 is needed if the work is being performed during their SWB (assuming there are no other active records requiring the need for an HR600)
2. Wait until 9- or 10-month employee returns from SWB
   • Effective date of payment must be on or after their SWB return in Job Data
   • If work is completed well before their return from break then option #1 should be followed in order to pay employee in a timely manner

Note: SWB is effective 5/15/24-8/15/24 for 9-month; 5/31/24-7/30/24 for 10-month.

Summer Job File Now Open

Our annual summer job file is open from April 19^th to May 10^th. Taking advantage of the mass upload capabilities for summer appointments, the file is a great way to reduce the amount of individual hire ePAFs needed for 9-month faculty and GAs who hold a summer appointment. After the file closes, appointments will be reflected in Job Data on the afternoon of May 14th.

New this year—additional functionality is now available to update an employee’s supervisor ID in the file.

To access the file in myUFL, follow the navigation below:

Main Menu > Human Resources > Workforce Administration > Job Information > UF Summer Job Review

Summer Job File Instruction Guide

Short Work Break Rows Now Reflected in Job Data

Short Work Break rows for 9- and 10-month employees are now in Job Data. The return from SWB rows will load the week of July 8^th. To review employees on Short Work Break, follow the navigation below:

Main Menu > Enterprise Analytics > Access Enterprise Analytics > Team Content > Human Resources Information > Workforce Information > Short Work Break – Return From Break Report

Short Work Break Instruction Guide

Student & OPS Reminders

With the end of the spring term near, please take a moment to review the following items as we head into summer.

• May 10, 2024, is the official date to switch student assistants to OPS if the student is graduating and continuing employment
• Students who are switching to OPS must also have a background check on file; if no background check is on file, a new one must be submitted
• Students who met the registration criteria for FICA exemption status in the spring may remain as student assistant if returning in the fall, provided they meet registration requirements
• Student assistants may work up to 40hrs during summer; however, their FTE in the system must remain no higher than .78 in order to keep their FICA exemption status. Students on employment visas may also work up to 40hrs during the summer, but their FTE must be accurately reflected in Job Data

Student Hours Restriction Chart
Official UF Breaks – On-Campus Employment – F-1 & J-1

Form I-9 – E-Verify – GatorStart Resources

Previous webpages for reverification, distance hire process, and foreign national I-9 completion instructions have been revised and migrated over to our new location: https://admin.hr.ufl.edu/hiring/formi9-everify-gatorstart/.

This page will include both refreshed and new information and instructions on the Form I-9 and E-Verify process as well as helpful tidbits to better understand the GatorStart platform. New information is provided on the remote hire process for both virtual inspections and inspections performed by authorized representatives; navigation to various reports to monitor employees on employment visas or who have a temporary identifier in lieu of a social security number; and instructions on how to navigate specific E-Verify cases.

GatorStart FAQs
USCIS Employer Handbook
E-Verify Poster (English/Spanish)