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  • This page contains information to related to employment processes for UF Specialty appointments
    Post-Doc Associates Housestaff

    Post-Doc Associates

    Guidelines & Requirements

    General Guidelines

    Postdoctoral associates are hired to enhance their research skills and build their careers. They should not remain at the University in postdoctoral positions beyond their training period. Postdoctoral associates’ initial appointment should not last more than four years; an extension of an additional two years may be granted by the Provost (please see appointment policies link below). 

    The Office of Postdoctoral Affairs oversees postdoctoral researchers. For more information on their policies and regulations, please visit Postdoctoral Associates Appointment Policy.

    Requirements for New Hires

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

    ePAF approval may be delayed due to:

    • Letter of Offer
    • Background Check
    • I-9 Documentation
    • Employment of Relatives Petition (if applicable)
      • Required if a new employee is related to or living in the same household as a current employee in the same college/unit
    • Transcripts Confirming PhD
      • Degree equivalency will be required if terminal degree was awarded from an institution outside of the U.S.

    Additional Information on Degree Equivalencies (if applicable)

    Academic Credential Evaluation (ACE) is obtained from an organization which evaluates that the foreign education of a degree abroad is equivalent to the education of a U.S. degree.

    USCIS (United States Citizenship and Immigration Services) requires a copy of an official ACE equivalency for degree(s) awarded outside the U.S.

    Departments should verify if the employee secured degree(s) in the U.S. or not. If the qualifying degree(s) was not earned within the U.S., the department should advise the employee that they will need to secure the ACE and provide a list to the employee of NACES Evaluation Agencies.

    The following companies are recommended by the immigration attorney:

    • FIS (Foundation for International Services, Inc.)
    • Josef Silny & Associates, Inc.

    Note: Any credentials not originally in English will also require official translations (employee’s personal translations are not permissible).

    Enter 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
    • Upload all the appropriate hiring documentation to the ePAF
    Employment Changes

    Common Employment Changes:

    • FTE- Change in FTE
    • PAY- Change in salary

    Changes to salary and/or FTE require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college. 

    Terminations

    If a Post-Doc appointment will be terminated, the correct reason codes must be used on the termination ePAF with the appropriate documentation.

    Most common reason codes for Post-Doc terminations:

    • RES- Resignation
      • The employee needs to submit a resignation letter stating their last date of employment. This letter needs to be attached to the termination ePAF
    • ETJ- End of Temporary Job
      • Use this code when the appointee has reached an end on their program; the end date of their program is listed on their offer letter

    For terminations other than the ones listed above, please leave a comment on the ePAF explaining the reason for the termination. The Exit Checklist should be completed for all employees. It is also encouraged to have the employee complete an Exit Survey.

    Note:

    • For exempt employees, any preloaded time after the termination date needs to be cleared out by the department to avoid delays in the processing of the termination ePAF
    • If a termination is processed after the effective date and the employee has been overpaid, the department needs to work with Payroll Services regarding overpayment
    Transfers

    When transferring a Post-Doc to another appointment, the best practice would be to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).

    • The use of the “leaving another job” box is important if there is no break in service
      • Contact their current department to communicate the transition before transferring their record over

    HR600 Form
    If the employee is being offered an additional appointment as OPS and they are currently in a retirement eligible position or their overall FTE will be above 1.0 then an HR600 form must be attached to the hire ePAF. 

    Housestaff

    Guidelines & Requirements

    General Guidelines

    Residents 

    A person is considered a resident if they serve as a member of Housestaff or as a trainee of a Health Center professional school.

    To appoint a person as a “Resident”, the appointee must be:

    • A graduate of an approved program or hold a terminal degree appropriate for the appointment
    • Enrolled in the respective training within his or her selected area of specialization

    The term “intern” usually refers to a resident in the first-year of postgraduate work in the involved specialty.

    Residents – Veterinary Medicine

    • In the College of Veterinary Medicine an “Intern” is a participant in a one-year program. To participate, an Intern must hold a veterinary degree and be a graduate of an accredited veterinary school
    • A “Resident” in the College of Veterinary Medicine must hold a veterinary degree, be a graduate of an accredited school, and have performed an internship or have equivalent experience in private practice

    Requirements for New Hires

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

    ePAF approval may be delayed due to:

    • Letter of Offer
      • Effective Date
      • Department Name
      • Job Responsibilities
      • A salary listed that meets the PGY level
      • Employee and Hiring Authority Signature
    • Background Check
    • I-9 Documentation
    • Official Transcripts or Degree Equivalency
    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
    • Upload all the appropriate hiring documentation to the ePAF
    Employment Changes

    Common Employment Changes:

    • FTE- Change in FTE
    • PAY- Change in salary
    • CJO- Change in Job Code/Salary Plan

    Changes to salary and/or FTE require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college. 

    Terminations

    If a Housestaff appointment will be terminated, the correct reason codes must be used on the termination ePAF with the appropriate documentation. 

    Most common reason codes for Housestaff terminations:

    • RES- Resignation
      • The employee needs to submit a resignation letter stating their last date of employment. This letter needs to be attached to the termination ePAF
    • ETJ- End of Temporary Job
      • Use this code when the appointee has reached an end on their program; the end date of their program is listed on their offer letter

    For terminations other than the ones listed above, please leave a comment on the ePAF explaining the reason for the termination. The Exit Checklist should be completed for all employees. It is also encouraged to have the employee complete an Exit Survey.

    Note:

    • For exempt employees, any preloaded time after the termination date needs to be cleared out by the department to avoid delays in the processing of the termination ePAF
    • If a termination is processed after the effective date and the employee has been overpaid, the department needs to work with Payroll Services regarding overpayment
    Transfers

    When transferring a Housestaff to another appointment, the best practice would be to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).

    • The use of the “leaving another job” box is important if there is no break in service
      • Contact their current department to communicate the transition before transferring their record over

    HR600 Form
    If the employee is being offered an additional appointment as OPS and they are currently in a retirement eligible position or their overall FTE will be above 1.0 then an HR600 form must be attached to the hire ePAF.