Employment Operations & Records

Termination File Closes on 12/11/2025

The termination file is now open through 12/11/2025. 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 12/19/2025 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: 2025
•    Enter your unit’s Department ID
•    Enter Termination Date: 12/19/2025

STAS to OPSN Transition Date 

Departments, please be aware that students who are graduating this semester but will continue providing services to your department must be transitioned from STAS (Student Assistant) to OPS (Other Personal Services) effective December 19, 2025.

Key dates to remember:

• December 12, 2025: Students currently in the Federal Work Study Program (FWSP) should be switched to STAS.
• December 19, 2025: Graduating students will need to be transitioned from STAS to OPS.

Please ensure that all necessary adjustments are made in a timely manner to avoid any disruption in payroll or employment status. If you have any questions, please contact your HR representative for guidance.

Note: STAS to OPSN will require a background check if one is not already on file.

Letter of Offer Updates

Templates for all appointment types are updated 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:

• 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 these best practices is important.

Note: Effective 12/1/2025 all letters should reflect these updates.

Important Changes to Loyalty Oath Form

We are pleased to announce the Loyalty Oath form no longer requires notarization and is now included in GatorStart onboarding packets effective 11/13/25.

What does this mean for you?

• For packets generated on/after the update: employee will complete the Loyalty Oath as part of their onboarding process. The paper or PDF version of the form will not need to be completed.
• For packets generated prior to the update: department should use the standalone Loyalty Oath form and upload it as part of the hire ePAF.
  • The Loyalty Oath (with notary portion removed) can be found on our New Hire Checklist page under List of Documents. This form will be taken down before the Winter Break.

Note: Fellowship appointments still must complete the 2-in-1 form (Loyalty Oath & Intellectual Property Agreement) as Fellows do not use GatorStart; however, the notary portion of this form has been removed. This form can be found on our New Hire Checklist page under List of Documents.

Employment Principles for Graduate Assistants

Updates have been made to the Graduate Assistant guidelines, specifically in the section outlining the types of tasks and responsibilities associated with graduate and undergraduate student employment. These updates provide more clarity on the roles and expectations for graduate assistants, including their contributions to teaching and research efforts that align with their academic progress.

See: Principles for Employing Graduate Students

Holiday Accelerated Deadlines

With the holidays fast approaching, please be aware of the accelerated HR deadlines UF will be experiencing in the months of November and December.

• November 12th: accelerated HR deadline for ePAF transactions to be paid out on the November 26th paycheck; Time & Labor closes on Tuesday, November 18th this pay period.
• December 5th: accelerated HR deadline for ePAF transactions to be paid out on the December 26th paycheck; Time & Labor closes on Thursday, December 11th this pay period.
• December 12th: accelerated HR deadline for ePAF transactions to be paid out on the January 9th paycheck; Time & Labor closes on Thursday, December 18th this pay period.

See: UF Payroll Schedules

UF Temporary IDs

A UF TempID is a temporary identification number issued by the University of Florida (UF) to foreign nationals who do not yet have a Social Security Number (SSN). The UF TempID allows access to GatorStart and helps expedite the hiring process.

For employees with a UF Temporary ID, please follow these steps before submitting Section 2 in I-9 Management:

1. Click “Review/Change Section 1 Information” in I-9 Management.
2. Delete the UF TempID from the SSN field.
3. Select the “SSN Applied For” checkbox directly underneath.
4. Proceed to complete Section 2.
5. The case will be placed in a queue, and you will see the message:
   “I-9 is not eligible for E-Verify, missing some Section 1 data.”

Important: Once the employee receives their Social Security card from the Social Security Administration (SSA), you must return to I-9 Management to update their record and submit the E-Verify case.

To update the SSN and submit the E-Verify case:

1. Log in to I-9 Management.
2. Navigate to Search for Employees.
3. Enter the employee’s name and select it.
4. Choose Change SSN.
5. Edit the SSN and click Continue.

For more I-9 information please see our Form I-9, E-Verify, and GatorStart page.

IMPORTANT UPDATE RE: EMPLOYMENT AUTHORIZATION

The Department of Homeland Security has announced an interim final rule ending the practice of automatically extending employment authorization documents for certain foreign nationals filing renewal applications.

The list of affected EAD categories includes:

• Adjustment of status applicants (C09);
• Refugees and asylees (A3 and A5);
• Noncitizens who have properly filed applications for asylum and withholding of deportation or removal (C08);
• Approved self-petitioners under the Violence Against Women Act (VAWA) and their qualified children (A31);
• H-4 spouses with an unexpired H-4 I-94 (C26); and
• Temporary Protected Status (TPS) (A12 or C19) (although TPS EADs may still benefit from blanket auto-extensions if a separate Federal Register notice provides for an automatic extension of TPS EADs for a defined class of TPS holders)

The interim final rule acknowledges that spouses of L (A18) and E (A17) nonimmigrants are work-authorized “incident to status” and do not require an EAD. The rule says that even if a spouse elects to obtain an EAD, their spousal designation would provide work authorization beyond the date that the EAD expired as long as their spousal nonimmigrant status remains valid as demonstrated on their current I-94, due to their “incident to status” work authorization.

In addition, F-1 students applying for a STEM extension (C03C) of employment authorization are not affected by the IFR; they receive a 180-day auto-extension upon timely filing of their STEM EAD application pursuant to a separate regulatory provision.

Regarding Reverifications: Department representatives should carefully review EAD USCIS receipt notices as part of reverifications by first identifying the category, then noting the Received Date. If the category no longer qualifies for an automatic extension and the Received Date is after October 29, 2025, the employee cannot continue working past the end date on their employment authorization card.

Source: USCIS Ends Auto-Extensions for Many EAD Renewal Applications Filed On or After October 30