Employment Operations & Records

Courtesy Faculty Review File—Now Open!

File Specifics

• Open: February 28, 2025
• Close: March 20, 2025
• Termination rows will load March 24th with an effective date of March 31st
• File will include courtesy appointments from year 2 (day 366 and greater) to year 5 and will have the box checked for termination
  • The appointments that the college/unit does not want to terminate will need to be unchecked
• Appointments 1 year or less will not be included in the file

File Criteria

• Calendar Year: 2025
• Department ID: Your unit(s)
• Termination Date: 03/31/2025
• Salary Plan: CTSY

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

Additional Info & Resources

To review your current population and to identify those who may have an active courtesy faculty appointment greater than 5 years, please navigate to the report below:

Main Menu > Enterprise Analytics > Access Enterprise Analytics > Team Content > Human Resources Information > Workforce Information > Job Information for UF

The review file will assess the rehire date of this report if there was a break in service on that Empl Record.

Courtesy Faculty Policy

Offer Letter Templates

Frequently Asked Questions

Courtesy Faculty Webpage

Graduate Assistant Reappointment Notices

GAU CBA Article 4.5– Employees eligible for reappointment shall receive written notification of continuation or non-continuation of employment on the following schedule:

1. 9-month appointments: by May 15th for the following academic year.
2. 12-month appointments: ninety (90) days prior to expiration of existing appointment.
3. One semester appointments: forty-five (45) days prior to expiration of existing appointment.

Note: If the GA’s specific assignments are known prior to these deadlines, then providing them their regular appointment letter instead of this reappointment notice is recommended.

Reappointment Template

TEAMS Exempt Minimum

Recent Update

• Effective March 1, 2025, the minimum annual salary of TEAMS exempt employees is $43,888
• TEAMS employees classified as exempt under the Fair Labor Standards Act (FLSA) are not subject to minimum wage and overtime provisions
• Salary may be prorated from the minimum 1.0 FTE salary of $43,888 until it reaches the minimum of $35,568

Additional Information on Workplace Policies and Legal Compliance – Wages Law Review

Questions? Please contact Classification & Compensation

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.