Employment Operations & Records

Termination File Closes on 12/12/2024

A termination file is now open through 12/12/2024. 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. The file will only consist of employees who have not received a paycheck over the past six months.

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 12/20/2024 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: 12/20/2024

Now Available—Student Registration Report

A new Enterprise Analytics report is now available to monitor your student employee population in regard to FICA exemption eligibility. As you may be aware, Payroll & Tax Services provides reports of active student employees who must be switched to OPS since they no longer qualify for FICA exemption due to their enrollment status. Your student employee population can now be monitored more routinely with this report to ensure those student employees are being taxed appropriately.

Student Registration Report Instructions:

1. Scope of Report
   The report includes only unregistered student employees with active Job Data. It should not be used for new hires who do not have activate Job Data.
2. Review Paycheck Data
   To determine necessary corrective actions, identify the student’s most recent paycheck date via Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck.
3. Corrective Action for Unregistered Students
   If unregistered students are identified either:
   1. Switch to OPS Appointment: If the student remains active, change the appointment to OPS using the job edit ePAF. This may require a background check if not already on file. The effective date should be within the current pay period (no retroactive dates); or
   2. Terminate Appointment: If the student is no longer working, submit a termination ePAF. The termination effective date should match the ePAF submission date (no retroactive dates).
4. Summer Semester
   Students unregistered for the summer may remain in a student salary plan if they were enrolled in the spring and will return in the fall.
5.  UF Innovation Academy
   Only for students in the Innovation Academy, those unregistered in the fall may remain in a student salary plan if they were enrolled in the summer and will return in the spring.
6.  Best Practice
   Run the report after the Drop/Add period and regularly throughout the semester.

Students who are graduating this semester but will continue providing services to their department will need to be switched from STAS to OPS effective December 20, 2024.

To access this report please follow the navigation below:
Enterprise Analytics > Team Content > Human Resources Information > Workforce Information > Current Student Employee Without Registration

Adjunct Templates & Offer Letter Updates 

New standardized verbiage for adjunct faculty offer letters as well as general maintenance for many other appointment templates will be updated on Template Letters for University Appointments on December 9, 2024. The new template for adjuncts completes our letter template library and will provide accurate information for both the requirements and benefits that these appointments entail.

All templates reflecting new language, such as those for Adjunct Faculty, should be in use by January 1, 2025, to prevent delays in the approval process. Appointment letters issued prior to this date do not require revision.

Updated Appointment Letters

Templates for all appointment types were updated last month to include new language as well as general maintenance for specific letters. These updates are reflected below and should be used to ensure we are providing accurate information for both the requirements and benefits that their appointment entails.

Best practices include:

• Avoid saving and editing over previously used letters
• Reviewing the Records of Revision Log for updates
• Using the most up-to-date templates in our Template Letters for University Appointment Library

Templates are updated periodically, sometimes with significant changes or minor edits, usually on a quarterly basis. Therefore, remaining consistent with those best practices is important.

Recent template updates include but are not limited to:

• Courtesy Faculty – activities, conditions of appointment, compliance training, volunteer clinical activities (if applicable), and the retirement section
• TEAMS Exempt – if applicable retirement language for those transitioning from non-exempt TEAMS to exempt TEAMS
• General maintenance to other template types (see revision log above for further details)

All templates reflecting new language, such as those for Courtesy Faculty, should be in use by Tuesday, October 1, 2024, to prevent delays in the approval process. Appointment letters issued prior to this date do not require revision.

Additional Pay Policy & Earnings Code Guide

The Additional Payment Policy and Earnings Code Guide is a handy resource when deciding whether an employee is eligible to receive an additional payment. This guide details several ePAF codes with descriptions on various payment types in addition to criteria for payment eligibility.

Recent updates to the guide include but are not limited to:

• Administrative supplement and relocation allowances
• Instructions on special pay increases and award payments
• General maintenance throughout with clearer instructions and links to regulations and policies

Inquiries for bonus plans, administrative supplements, or relocation allowances? Contact compensation@ufl.edu. Inquiries for other additional pay types? Contact ufhr-employment@ufl.edu.