Employment Operations & Records

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.

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.