Staff Appointments

TEAMS

Pre-Employment Clearance

Recruitment

• TEAMS employment generally requires a competitive recruitment process through the PageUp applicant tracking system for a minimum of 7 days
• Fair and legal recruitment includes interviewing more than one candidate
• Veteran’s Preference Interviews are required for qualifying positions
• Request a Clearance for Hire for your top candidate through the applicant tracking system
• Your assigned Talent Acquisition Specialist will let you know what documents are required for the hire ePAF via email

For more detailed information regarding recruitment please reach out to Talent@hr.ufl.edu

If Applicable (May be identified as required by your Talent Acquisition Specialist)

• Background, education, and experience verification needs to be submitted via First Advantage
  • If education was not verified by First Advantage, please refer to our Education Verification Document for a list of alternative options
• RISC Assessment (UF Research Integrity, Security and Compliance)
  • Final candidate for researcher and research support positions are required to undergo additional screening prior to verbal offer being made
    • Further information on screening processes and procedures can be located on the Researcher and Research Support Screening Webpage
• Health Assessment – may be required based on job duties
• Certifications/Licenses – may be needed depending on the nature of the job and the duties performed as outlined in the position description. The TEAMS Titles page is a great resource when evaluating specific requirements of each appointment
• HR600 Form – may be needed if employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments
  • Primary college/administrative unit is defined by the first 2-digits of their department ID
  • HR600 forms no longer have to be approved by Class & Comp on the bottom of the form; form approval is administered at the college/administrative level 
• Employment of Relatives Petition – may be needed if a new employee is related to or living in the same household as a current employee in the same college/unit
  • Must be approved by all parties including UFHR prior to hire

Requirements for an Appointment

The documents listed below are required for a new TEAMS employee. The list is not exhaustive, please verify the clearance letter provided by your Talent Acquisition Specialist and refer to the New Hire Checklist for more information.

Letter of Offer 

All letters of offer must have the following:

1. Employee’s name
2. Position number
3. Classification title
4. Start date
5. Exempt/non-exempt
6. Full-time/part-time
7. Time-limited (if applicable)
8. Probationary statement (new hires)
9. Conditions of appointment
10. E-Verify language
11. Healthcare and retirement verbiage
12. Signed by both the employee and a departmental representative

For more information and templates please review Appointment Letter Library

GatorStart

• Must be completed by the employee on or before the first day of work
• Section 2 of the I-9 must be completed by the HR representative in the department by the third working day to remain in federal compliance
  • Section 2 of the I-9 should be completed even if the employee is waiting for their social security card

I-9 Documents

• Review I-9 documentation in-person
• Make legible photocopies 
• All documents need to be valid and not expired
• Restricted social security cards cannot be used as I-9 documents

Social Security Card

• Payroll Services requires a social security card be attached to the ePAF for all employment types
• If the SS card is restricted, it cannot be used as an I-9 document but needs to be attached to the ePAF for Payroll Services

Notarized Loyalty Oath and Intellectual Property Agreement (2-in-1 form)

• Signed and dated by both the notary and employee on the same day and with a valid notary stamp in both sections

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

For information on how to upload documents view OnBase Instruction Guide

Employment Changes

Common Employment Changes

• Template change – When a non-exempt employee requests to have their overtime be paid as special compensation vs. time paid and vice versa
• Re-assignment with or without pay change

For all other position changes and incumbents changes please review the Classification & Compensation toolkits or reach out to compensation@ufl.edu for any additional questions or concerns.

Terminations

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

Most common reason codes for TEAMS 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
  • The effective date of the ePAF needs to be the day after the last day worked
• RET- Retirement
  • The employee needs to submit a letter stating their last day of employment. This letter needs to be attached to the termination ePAF
  • The effective date of the ePAF needs to be the day after the last day worked
• Probationary Dismissal
  • Probationary dismissal letter from the department is attached to the ePAF
  • The effective date of the ePAF needs to be the day after notice has been given
• Non-renewals
  • Work with Employee Relations to issue a letter of non-reappointment

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 retirement or resignation is processed after the effective date and the employee has been overpaid, the department needs to work with Payroll Services and UFHR Benefits regarding overpayment and leave adjustments

Transfers

When transferring a TEAMS employee from one TEAMS position to another, it is best practice to schedule the transfer at the beginning of a pay period. If not possible, consider having the start date at the beginning of a pay week (Friday). This is necessary when an employee is changing FLSA status (i.e. non-exempt to exempt) since it affects how the employee’s time is entered and it may cause issues with over-time and time loading in the system.

All new positions should go through the recruitment process, please review the Talent Acquisition and Onboarding Hiring Center for more information.

• Feel free to contact Talent Acquisition at talent@hr.ufl.edu for additional assistance

Reassignments and Reclassifications

• Reassignment occurs when an employee moves to another position—either the same title or different title—that has the same pay grade
• Reclassifying a position to a new title may be appropriate when the duties of a position have changed significantly over time

For additional information please review Modifying a Position 

OPSN - Hourly

Guidelines & Requirements

General Guidelines

When determining OPSN categories, an accurate job title must be chosen to ensure UF’s ability to report employment activity and to comply with Cost Accounting Standards.

• A Guide to Choosing the Right Category of Temporary Employee has been created for your convenience, please review this guide as you are going through the hiring process of the OPSN candidate
• Pay rate must meet state and federal minimum wages
• FTE of 0.75 and above are eligible for health insurance under the Affordable Care Act

Difference between OPSN and OPSE:

• OPSN are paid hourly and OPSE has an annual salary
• OPSE are eligible for holiday pay

Difference between STAS and OPS:

• Students registered for less than 6 credit hours must be employed as an OPS Employee
• OPS employees can work 40 hours per week; whereas student assistants may only work 20 hours per week
• Students are exempt from FICA taxes; OPSN are subject to FICA taxes

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:

• The OPS Application is not provided
• The Identification submitted to support the I-9 is not provided
• If the compensation rate is lower than the Florida minimum wage
• Background check not submitted
• GatorStart pending completion
• Choose the correct Job Code for the position
• In the comment box enter a brief statement regarding the type of work being performed. Example: Employee will be responsible for data entry from survey results.

HR600 Form (if applicable)
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.

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.

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
  • For information on how to upload documents view OnBase Instruction Guide

Employment Changes

Position actions that may be completed via Job Edit ePAF:

• Changing FTE
• Job code updates
• Changing compensation
• Updates to department ID
• Updates to supervisor ID

These types of employment changes do not require documentation; however, updates to compensation should include a note in the ePAF comments detailing the reason if no documentation is uploaded.

Terminations

Since OPSN is at-will employment, termination may occur at any time by employee or employer. 

• OPSN terminations are executed at level 1, and do not need approval from UFHR
• The Exit Checklist should be completed for all employees
• It is also encouraged to have the employee complete an Exit Survey

Keep the following best practices in mind:

• It is extremely important to submit a termination ePAF in a timely manner
• If an employee is transferring to another department, the new department will enter a hire ePAF and check “leaving another job”. No termination ePAF is required on your part
  • Communicate with the other department so they are aware

Transfers

When transferring an OPSN employee 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).

• You can use the “leaving another job” box on the hire ePAF; however, best practice is to contact their current department to communicate this change
• If you are transferring a Student Assistant to an OPSN position or vice versa this transfer would need to be at the end of the academic semester due to their FICA status
  • Dates for STAS-> OPSN transfers will be announced in the EOR Newsletter
  • Although no break-in-service, a background check must be on file since student is transitioning to OPS

HR600 Form
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.

OPSE - Lump Sum

Guidelines & Requirements

General Guidelines

These types of hires are also known as additional pays.

• It will create an employment row in Job Data; in addition a row in Create Additional Pay for their lump sum payment

Please reference the Additional Pay Guide to verify the earnings and reason codes are the appropriate codes for the payment.

Keep in mind that the majority of these payments are not retirement eligible.

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:

• The OPS Application is not provided 
• The Identification submitted to support the I-9 is not provided
• The GatorStart packet is not completed

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
• Enter Job Code “001493”
• FTE should always be 0.00 and Stnd Hrs/Wk should always be 0.05
• Effective date must be in the current pay period; Hire ePAF will also create an additional row in Create Additional Pay
• Enter the Earnings Amount (the amount to be paid biweekly)
• Enter the Goal Amount (once this amount is reached with the biweekly payments, the payments will stop)
  • If this is a one-time payment, the Earnings Amount and Goal Amount will match
• Review the Additional Pay Guide to choose the appropriate earnings code and reason code
• Upload all the appropriate hiring documentation to the ePAF
  • For information on how to upload documents view OnBase Instruction Guide

Employment Changes

The following updates may be made via Job Edit ePAF if the payments have already been paid out:

• Changes in salary plan
• Updates to department ID
• Updates to supervisor ID

Terminations

OPSE-Lump sum payment records should be terminated the pay period after the payment goal amount has been met.

• If the record is terminated before the payments are paid in full, the employee will not receive the full amount
• Termination reason codes for OPSE lump sum records must be TAP (Terminate Additional Pay).

Transfers

When transferring an OPSE-Lump Sum employee 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).

• You can use the “leaving another job” box on the hire ePAF; however, best practice is to contact their current department to communicate this change
• If you are transferring a Student Assistant to an OPSE-Lump Sum position or vice versa this transfer would need to be at the end of the academic semester due to their FICA status
  • Dates for STAS-> OPSE transfers will be announced in the EOR Newsletter

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.

OPSE - Salaried

Guidelines & Requirements

General Guidelines

OPSE (OPS Exempt) hires must meet the Fair Labor Standards Act (FSLA) minimum wage of $35,568. 

• Must have approval from Classification and Compensation
  • Provide Class & Comp a description of duties and responsibilities to assess if appointment meets the criteria of an “Exempt” employee under FLSA
• The salary can be pro-rated to the FTE; however, it cannot go below the FSLA minimum wage of $35,568

For additional information please reach out to Classification and Compensation at compensation@ufl.edu

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:

• The OPS Application is not provided
• The Identification submitted to support the I-9 is not provided
• If the compensation rate is lower than the FLSA minimum wage
• The GatorStart packet is not completed
• Approval email from Classification & Compensation
• 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 

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
• Enter Job Code “001483”
• Upload all the appropriate hiring documentation to the ePAF
  • For information on how to upload documents view OnBase Instruction Guide

Employment Changes

Position actions that may be completed via Job Edit ePAF:

• Changing FTE
• Changing compensation rate
• Updates to department ID
• Updates to supervisor ID

These types of employment changes do not require documentation; however, updates to compensation should include a note in the ePAF comments detailing the reason if no documentation is uploaded. 

Terminations

Since OPSN is at-will employment, termination may occur at any time by employee or employer.

• OPSE terminations are executed at level 1, and do not need approval from UFHR
• The Exit Checklist should be completed for all employees. It is also encouraged to have the employee complete an Exit Survey

Best Practices:

• It is extremely important to submit a termination ePAF in a timely manner
• If an employee is transferring to another department, the new department will enter a hire ePAF and check “leaving another job”. No termination ePAF is required on your part
  • Communicate with the other department so they are aware

Transfers

When transferring an OPSE-Exempt employee 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).

• You can use the “leaving another job” box on the hire ePAF; however, best practice is to contact their current department to communicate this change
• If you are transferring a Student Assistant to an OPSE-Exempt position or vice versa this transfer would need to be at the end of the academic semester due to their FICA status
  • Dates for STAS-> OPSE transfers will be announced in the EOR Newsletter
  • Although no break-in-service, a background check must be on file since student is transitioning to OPS

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.