Non-Employee Appointments

Pre-Doc Fellows

Guidelines & Requirements

General Guidelines

Fellowships are generally merit-based grants that are given to individuals to aid them in the pursuit of study or research. Fellowships may be funded internally or through federal funds.

• Internal fellowships are managed by the department and the grant is paid out in accordance with the regulations of the grant
• Federally funded fellowships such as NIH fellowships, need approval by Contracts & Grants

A Pre-Doc Fellow is:

• Not an employee – paid through additional pay (lump sums)
• A student enrolled in graduate school in preparation for their PhD
• Granted financial support for their research through a tuition waiver and/or stipend
• Registered for the minimum credit hours
  • See “Registration Requirements”

Requirements for New Fellowships

When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.

The following are required documents for a Fellowship:

• Signed Memorandum of Understanding (MOU)
• Direct Deposit Form
• Bank Letter or Voided Check
• Notarized 2-in-1 form
• PWTIF for Tax Services (for Foreign Nationals only)

Note: Fellows do not complete GatorStart packets.

NIH Funded Fellowships: Paperwork for all NIH Grant Fellowships must go to Lisa Yates (lyates@ufl.edu) at Contracts & Grants. The completed and signed C&G approval form must be submitted with the ePAF through OnBase.

Entering Appointment in the System

Creating the ePAF:

• In myUFL, navigate to: Departmental Administration > ePAF Home Page > Start a New EPAF
• Select the link titled Hire an Employee and enter the necessary information for the ePAF
• Must always have an FTE of 0.00 and standard hours per week of 0.05
• Effective dates for Fellowship Hire ePAFs must match the date stated on the MOU
• Empl Class and reason code on the ePAF must correspond to the type of fellowship on the MOU (ex: pre-doc fellow to pre-doc fellow)
• Upload all the appropriate hiring documentation to the ePAF
  • For information on how to upload documents view OnBase Instruction Guide

Processing Payments

Fellowship payments can be paid bi-weekly, quarterly, or as a one-time payment (lump sum).

If you are paying quarterly, or as a one-time payment throughout the academic year, then you should make a calendar note to prepare an Additional Pay ePAF at the beginning of each pay period in which the payment is due, as myUFL does not automatically calculate when each payment is due.

Fellowship Hire ePAFs must have the same effective date stated on the MOU. If the ePAF is submitted after that pay period, the bi-weekly amount must be recalculated.

To recalculate the bi-weekly amount follow the instructions below:

1. Subtract the missed pay periods from the total number of pay periods to find the number of remaining pay periods.
   • Total number of pay periods – missing pay periods = remaining pay periods
2. Divide the total funding by the number of remaining pay periods.
   • Total funding/number of remaining pay periods = recalculated bi-weekly pay

Note: Only one ePAF needs to be submitted with this recalculated bi-weekly amount.

Resources:

• Payroll Schedules
• Fellowship in ePAF Instruction Guide

Employment Changes

Since fellows are not employees and are paid via lump sum payments, a Job Edit ePAF is not available to make updates to Job Codes, Salary Plans, Department IDs, etc. 

If updates to Job Data are needed, please complete a Job Data Correction (JDC) form and submit to Employment Operations and Records; updates to Job Data will be performed manually.

If any updates or stoppages to fellowship payments are needed please also email our office. 

Terminations

Terminations for fellowship records must be processed the pay period after the last payment has been issued.

• The effective date should be the end date stated on the MOU or after the final payment has been issued (whichever is later)
  • Departments can check this by going to Create Additional Pay in MyUFL
• Reason code must be Termination of Additional Pay (TAP)
• Fellows are not employees, thus the “leaving another job” box on the termination ePAF should never be selected

Note: If a payment needs to be stopped early, please indicate this in the ePAF and attach any pertinent documentation. To prevent any overpayment you must ensure that the termination ePAF is submitted by the HR Deadline. 

Post-Doc Fellows

Guidelines & Requirements

General Guidelines

Fellowships are generally merit-based grants that are given to individuals to aid them in the pursuit of study or research. Fellowships may be funded internally or through federal funds.

• Internal fellowships are managed by the department and the grant is paid out in accordance with the regulations of the grant
• Federally funded fellowships such as NIH fellowships, need approval by Contracts & Grants

A Post-Doc Fellow is:

• Not an employee – paid through additional pay (lump sums)
• Conducting research after completion of their doctoral studies
• Encouraged to continue their individual field of study or research
• Granted financial support through a stipend

More information on Post-Doc Fellowships can be located at the Office of Postdoctoral Affairs. 

Requirements for New Fellowships

When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.

The following are required documents for a Fellowship:

• Signed Memorandum of Understanding (MOU)
• Direct Deposit Form
• Bank Letter or Voided Check
• Notarized 2-in-1 form
• PWTIF for Tax Services (for Foreign Nationals only)

Note: Fellows do not complete GatorStart packets.

NIH Funded Fellowships: Paperwork for all NIH Grant Fellowships must go to Lisa Yates (lyates@ufl.edu) at Contracts & Grants. The completed and signed C&G approval form must be submitted with the ePAF through OnBase.

Entering Appointment in the System

Creating the ePAF:

• In myUFL, navigate to: Departmental Administration > ePAF Home Page > Start a New EPAF
• Select the link titled Hire an Employee and enter the necessary information for the ePAF
• Must always have an FTE of 0.00 and standard hours per week of 0.05
• Effective dates for Fellowship Hire ePAFs must match the date stated on the MOU
• Empl Class and reason code on the ePAF must correspond to the type of fellowship on the MOU (ex: post-doc fellow to post-doc fellow)
• Upload all the appropriate hiring documentation to the ePAF
  • For information on how to upload documents view OnBase Instruction Guide

Processing Payments

Fellowship payments can be paid bi-weekly, quarterly, or as a one-time payment (lump sum).

If you are paying quarterly, or as a one-time payment throughout the academic year, then you should make a calendar note to prepare an Additional Pay ePAF at the beginning of each pay period in which the payment is due, as myUFL does not automatically calculate when each payment is due.

Fellowship Hire ePAFs must have the same effective date stated on the MOU. If the ePAF is submitted after that pay period, the bi-weekly amount must be recalculated.

To recalculate the bi-weekly amount follow the instructions below:

1. Subtract the missed pay periods from the total number of pay periods to find the number of remaining pay periods.
   • Total number of pay periods – missing pay periods = remaining pay periods
2. Divide the total funding by the number of remaining pay periods.
   • Total funding/number of remaining pay periods = recalculated bi-weekly pay

Note: Only one ePAF needs to be submitted with this recalculated bi-weekly amount.

Resources:

• Payroll Schedules
• Fellowship in ePAF Instruction Guide

Employment Changes

Since fellows are not employees and are paid via lump sum payments, a Job Edit ePAF is not available to make updates to Job Codes, Salary Plans, Department IDs, etc. 

If updates to Job Data are needed, please complete a Job Data Correction (JDC) form and submit to Employment Operations and Records; updates to Job Data will be performed manually.

If any updates or stoppages to fellowship payments are needed please also email our office.

Terminations

Terminations for fellowship records must be processed the pay period after the last payment has been issued.

• The effective date should be the end date stated on the MOU or after the final payment has been issued (whichever is later)
  • Departments can check this by going to Create Additional Pay in MyUFL
• Reason code must be Termination of Additional Pay (TAP)
• Fellows are not employees, thus the “leaving another job” box on the termination ePAF should never be selected

Note: If a payment needs to be stopped early, please indicate this in the ePAF and attach any pertinent documentation. To prevent any overpayment you must ensure that the termination ePAF is submitted by the HR Deadline.

Courtesy Faculty

Guidelines & Requirements

Guidelines

Courtesy appointments (CTSY)  are used to “employ” individuals that have the appropriate professional qualifications or have distinction and honor in their field. They may be appointed to a department, center, or unit faculty without compensation for the purpose of effort/access.

There are three types of modifiers for these appointment:

• Courtesy – This modifier should be used for those individuals not currently employed by the University of Florida
• Affiliate – This modifier should be used to designate an employed faculty member’s participation in some function of another department on an infrequent or occasional basis
• Joint – This modifier should be used to designate an employed faculty member who is performing responsibilities in teaching or graduate supervision in another department on a regular basis

Requirements

At this time there are no required documents for an CTSY appointment other than entering an identifier (SSN or UF TempID) into myUFL. 

Entering Appointment in the System

Creating the ePAF:

• In myUFL, navigate to: Departmental Administration > ePAF Home Page > Start a New EPAF
• Select the link titled Hire an Employee and enter the necessary information for the ePAF
• Must always have an FTE of 0.00 and standard hours per week of 0.05
• Affiliate or Joint modifier must be selected if the individual has an active Faculty appointment with UF
  • Title should correspond to their primary appointment; for example, AFF CO ASO PROF (courtesy) – ASO PROF (primary appt)

Employment Changes

The Most Common Changes:

• Department ID
• Supervisor ID
• Job Code/Title

These updates do not require documentation.

Terminations

When terminating courtesy appointments the appropriate action and reason codes should be TER-CTY for End of Courtesy Appointment. 

Note: If a CTSY is transitioning to a paid appointment (Faculty, Adjunct, etc.) then the “leaving another job” must not be selected as unpaid appointments should be terminated separately.