UF Hiring Policies
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The following are hiring policies that may have an effect on your recruitment and hiring process.
Additional Employment at UF / Additional Employment Outside of UF
Additional Employment at UF
The responsibility of an employee is the full and competent performance of all duties pertinent to his/her employment with the university. Activities or additional employment that may interfere with the primary employment obligations and responsibilities, or may create a conflict of interest with those responsibilities and obligations are prohibited.
University employees may receive compensation for additional employment within the university, other Florida public universities (excluding community colleges), or State of Florida employers, beyond full-time equivalent (FTE) established for the employee’s regular or primary employing position. Compensation for university or other Florida public university employment that exceeds 1.00 FTE must be paid in an OPS appointment.
USPS, TEAMS, and Faculty are considered retirement eligible salary plans and appointing an employee to more than one of these salary plans is not permitted. Primary employment to USPS, TEAMS, or Faculty can only be combined with secondary appointments in the OPSN, OPSE, OF12, or OF09 salary plans. An HR600 is required if an employee’s potential appointment pushes them over a 1.0 FTE or an employee has an appointment in both a retirement eligible salary plan and one of other salary plan types.
Additional instructional assignments for faculty must be reviewed through the university’s Division of Continuing Education, 392-2137.
Primary Employment/Employer: An employee’s regular employment department or unit in which the employee receives an assignment, evaluation and salary based on the certification of performance of regularly assigned duties.
Secondary Employment/Employer: The department or unit requesting the employee’s services in addition to those regularly assigned by the primary employer.
Hiring Department’s Responsibility
The following are instances in which a hiring department must take additional action when appointing an existing UF employee as described in the UF Policy of Additional Employment. All HR-600 forms must be approved prior to the employee beginning the new appointment.
|UF Employee Paid from Different Salary Plans||An HR-600 form (Request for Approval of Additional University Compensation) must be submitted to UF Human Resource Services and approved prior to the beginning of the appointment. This is done because the myUFL system does not recognize overtime for an employee in different salary plans.|
|UF Employee Employed Above 1.0 FTE||An HR-600 form (Request for Approval of Additional University Compensation) must be submitted to UF Human Resource Services and approved prior to the beginning of the appointment.|
|Additional University Employment||The following steps are for TEAMS/USPS/Faculty and OPS.
The secondary department must prepare and complete two forms:
For Questions, Contact:
Overtime for UF Employees with Dual Employment
Additional or dual employment with UF requires compliance with the Fair Labor Standards Act (FLSA). The employee’s FLSA status (exempt or non-exempt) for the secondary position will be that of the employee’s primary position.
- If the primary position is exempt, you are not required to pay overtime for the second position.
- If the primary position is non-exempt, you may be required to pay overtime for the second position.**
- If the secondary appointment has a regular work schedule (daily, weekly, monthly), all hours worked in a secondary job must be combined with hours worked in the primary job to determine overtime liability.
- The FLSA indicates that employees who, at their option, work occasionally or sporadically on a part-time basis for the same agency in a capacity different from their regular employment do not have to be combined with the hours worked in the primary job for the purposes of determining overtime liability.
**Additional employment and pay rates for these employees must be reviewed and approved by Classification & Compensation prior to engagement.
Definition of Occasional/Sporadic Employment
Under the FLSA, the “occasional or sporadic” means infrequent, irregular or occurring in scattered instances. A part-time employee who is given a regular work schedule (daily, weekly, monthly) does not meet the occasional or sporadic test.
Different Capacity From the Primary Job
The term “in a capacity different from their regular employment” can be illustrated with an example. If a full-time clerk in a department performs part-time clerical duties in another department he or she must be paid overtime. If that same full-time clerk performs part-time laboratory duties in another department, there is no overtime liability.
Calculating Overtime Pay for Dual Employment Arrangements
- If the salary/hourly rate is the same for both jobs, overtime hours are paid at the established rate.
- If the salary/hourly rate is different for both jobs, a regular rate has to be established upon which to pay overtime pay per the Department of Labor.
- Contact Classification & Compensation for assistance in calculating the overtime rate.
- HR600 final approval
Lump Sum Payments for Additional or Dual Employment
- Only exempt employees can be paid using lump sum payments.
- Non-exempt employees should be paid an hourly rate and record their hours through myUFL – Time and Labor.
Additional Employment Outside of UF
A TEAMS or USPS employee, may accept employment outside of the University of Florida with the permission of their supervisor as long as the outside employment or activity does not interfere with their duties or obligations to the university. To prevent any interference or conflict of interest, the employee
- should inform their supervisor of any outside employment and activity.
- review for potential conflicts and secure approval before beginning any such outside employment or activity.
- complete the Disclosure of Outside Activities and Financial Interest form as part of this approval process.
The Disclosure of Outside Activities and Financial Interest form should also be completed to secure university approval for use of university equipment, facilities, or services in connection with outside employment or activity.
A charge may be assessed for the employee’s use of the equipment/or facilities as determined by your department chair or director along with the appropriate dean and/or vice-president.
To hire a child (anyone under the age of 18) at the University of Florida, the hiring department must:
- Complete the UF Child Labor Law Certification for Employees Under 18 Form
This form requires the approval and signature of the hiring authority, and dean, director or vice president. Its purpose is to ensure the University of Florida complies with federal and state child labor laws.
- Complete the Parental/Guardian Authorization for Treatment of Minors (under age 18) form
- Include the UF Child Labor Law Certification for Employees Under 18 Form and the Parental/Guardian Authorization for Treatment of Minors form with any OPS or salaried appointment documentation submitted with the Hiring ePAF.
The Fair Labor Standards Act (FLSA)
This act sets wages, hours worked, and safety requirements for minors (individuals under 18) working in jobs covered by this statute. The regulations vary depending upon the particular job involved. Also, the FLSA generally prohibits the employment of a minor in work declared hazardous by the Secretary of Labor (for example, work involving excavation, driving, and the operation of many types of power-driven equipment). For a list of prohibited duties for a minor, please visit the Florida Department of Business & Professional Regulation website.
The State of Florida sets the following restrictions on employment of minors:
- Minors are NOT permitted to work during normal school hours unless they are enrolled in a school-to-work experience program, career education, or other program declared exempt by the state, or have received a partial waiver.
- Minors may work no more than 4 consecutive hours without a 30-minute uninterrupted break.
Minors Under 16
- School in Session: Cannot work more than three (3) hours when school is scheduled for the following day and up to EIGHT (8) hours on other days when school does not follow.
- School Not in Session: May work eight (8) hours per day between 7 a.m. and 9 p.m. on days when there isn’t school the next day and up to FORTY (40) per week on non-school weeks and during summer vacation.
Minors 16 and 17
- School in Session: The allowable hours are: 30 hours per week when school is in session; eight hours per day between 6:30 a.m. and 11 p.m. if school is scheduled the following day.
- School Not in Session: There are no limitations on hours worked when school is not scheduled the following day, during holidays, and summer vacations.
All departments must comply with the provision of the U.S. Department of Labor, Wage, and Hour Division and the Florida Child Labor Law, which is administered by the Florida Department of Labor and Employment Security. Please visit these links for the most recent information.
Disabled applicants or employees may request reasonable accommodations when applying and interviewing for a position for which they are qualified. Recruitment & Staffing can assist the hiring department in providing accommodations that are reasonable and appropriate. To make an accommodations request, call (352) 392-4621 or TDD 1-800-955-8771.
Employment of Relatives
The University of Florida is committed to a policy of employment and advancement on qualifications and merit and does not discriminate in favor of or in opposition to the employment of relatives.
The UF Regulation 1.009, Employment of Relatives, specifically prohibits the appointment of relatives or persons living in the same household to any position where a direct or indirect supervisory relationship would exist between relatives or would create a perceived or actual conflict of interest. This includes, but is not limited to appointment, compensation, assignment of work, evaluation, grants administration and sponsored research projects, and financial authority or transactions.
Who is Considered a Relative?
A relative is defined as an individual who is related (or related by law) to the supervisory employee, as follows:
- Spouse/domestic partner
- Father/mother (in-law or step)
- Son/daughter (in-law or step)
- Grandson/granddaughter (in-law or step)
- Brother/sister (in-law or step)
- Uncle/aunt (in-law or step)
- Nephew/niece (in-law or step)
- First cousin
- A person living in the same household as the supervisory employee
What is the Responsibility of the Hiring Department?
- A unit /department head who supervises relatives must take special measures to avoid any conflict of interest or even the appearance of conflict of interest. This is to prevent any actual or perceived privilege given to a relative – whether a pay raise, a nomination for a prize, or a favorable assignment or schedule – to be interpreted as a result of supervisor bias, no matter how meritorious the relative may be. Any perception of bias may damage a supervisor’s and/or employee’s credibility and have a negative effect on unit morale.
- In addition, faculty members, staff, or students who have conflicts or complaints regarding these employees, must have access to an unbiased supervisor.
- Prior to hiring a new employee who is a relative of a current UF employee the Nepotism/Employment of Relatives form must be submitted for the necessary approvals from the department head, dean’s office, Provost office (when faculty is involved), and UF Human Resource Services even if they will have no supervision or interaction with one another.
- In cases where a familial relationship is formed after initial employment, the new status must be reported and addressed by a mitigation plan.
The University reserves the right to refuse the appointment of a relative in the same department, division, or college wherein his/her relationship to another employee has the potential for creating adverse impact on supervision, security, morale, or conflict of interest.
How and When Do I Submit a Nepotism/Employment of Relatives Approval Form?
A Nepotism Agreement is needed when an employee is being hired at UF in a department or area where someone they are related to is also employed, even if they will have no supervision or interaction with one another. This form is also needed if an employee’s status in relation to another changes during the course of employment (i.e. get married).
Prior to hiring the new employee, complete the following steps:
- The Nepotism/Employment of Relatives form and an organizational chart must be completed and submitted for signature from the department and dean’s office (when applicable).
- If a faculty member is involved, submit the form to the Provost’s Office for approval.
- Submit the signed Nepotism/Employment of Relatives form and an organizational chart to UF Human Resource Services through the firstname.lastname@example.org
- Once the Nepotism/Employment of Relatives form is approved by UF Human Resource Services, enter the hire ePAF for the new employee.
- If a new relationship is formed while both employees working in the same UF department, communicate this information to a department head/unit supervisor as soon as possible.
Prior to Employing Relatives, Consider…
- Departmental appointments: Relatives may not be appointed to positions such as associate chair, chair of the tenure and promotion committee, graduate coordinator, or undergraduate coordinator without recusing themselves from participation in evaluation of a relative.
- Assignments: Relatives may not assign one another. Such things as work assignments, or course assignments, must be determined by someone other than a relative, in consultation with appropriate departmental or unit officers and committees, without input from the relative.
- Evaluations: A supervisor or any other employee may not play any role in the evaluation of any relative. This includes, but is not limited to
- peer evaluations of teaching.
- annual letters of evaluation.
- recommendations for merit pay raises, for which the dean or next level supervisor will have authority, acting on input from any merit pay committee.
- nominations for college or University prizes or distinctions, and ranking of applications for sabbatical or travel awards.
- awarding of departmental or unit funds for any purpose (travel, research, conference support, etc.) annual staff evaluations; and/or tenure, permanent status, and promotion assessments.
- Grant Administration: Family members working on the same grant raises special concerns. Supervision of the work itself falls under the same requirements as for assignments and evaluations above. Oversight of the grant itself, and research compliance, may require an additional reporting line to the college and additional oversight by the Office of Research.
- Duration: Include information on the duration of the appointments. For example, permanent, grant-specific, summer employment, OPS temporary, specific end date, etc.
- Financial Responsibility and Risks: Neither employee should have financial authority over the other or be responsible for processing financial transactions in the department or work unit.
Hiring Former UF Employees
The Eligibility for Rehire policy establishes general guidelines for the University of Florida Human Resources (UFHR) determining whether a TEAMS employee is eligible for rehire subsequent to any type of separation from UF employment. For more information, refer to the Eligibility for Rehire policy.
Hiring a Retiree
Effective July 1, 2010, the Florida Statute Chapter 121, defines a retiree as:
- A person who has received any benefits, regardless of age, under the FRS Pension Plan (FPP), including DROP; or
- A person who has taken a distribution, regardless of age, including a rollover or withdrawal, from the FRS Investment Plan (FIP); or
- A person who has taken a distribution of employer contributions, regardless of age, including a rollover or withdrawal, from the State University System Optional Retirement Program (SUSORP); or
- A person who has taken a distribution of employer contributions, regardless of age, including a rollover or withdrawal, from any other optional retirement plan offered by the State of Florida.
The conditions under which a retiree (which by statutory definition can occur at any age) may be reemployed at an FRS participating employer are as follows:
- May not be employed, as a UF employee* for 6 calendar months after their retirement or distribution (withdrawal) date.
- May be employed during the 7th – 12th calendar months after their retirement or distribution (withdrawal) date provided the retiree ceases receiving retirement benefits during these months.
- After 12 months there are no State of Florida restrictions on reemployment.
* Retirees working through a third party (i.e. staffing agency) are allowed within the first 6 calendar months.
Additionally, anyone who is a retiree as defined above, is not eligible to participate in any State of Florida administered retirement plan including the Florida Pension Plan, Florida Investment Plan and ORP if reemployed.
For additional information, please visit the Florida Retirement System.
Should an employee be dismissed during his or her probationary period, he or she may or may not be eligible for re-employment with the university. A determination is made on a case-by-case basis, depending on the severity of the cause for termination.
Probationary Appointments for TEAMS and USPS
TEAMS employees serve a six-month probationary period upon hire at the University of Florida unless their probationary periods are extended (in which case, their probationary periods could be extended to last up to one year). After successfully completing their probationary periods or initial appointments, TEAMS employees are issued appointments to coincide with the appraisal cycle (March 1 – February 28), including when promoted, reassigned or demoted.
Once a TEAMS employee has successfully completed the initial probationary period, they will not serve any additional probationary periods if they maintain continuous service.
Non-exempt and exempt USPS employees serve probationary periods upon promotion, reassignment or demotion to a classification in which they do not hold permanent status. Please note that Law Enforcement Officers serve a 12-month probationary period.
Upon satisfactory completion of a probationary period, USPS employees gain permanent status in the classification in which they are employed and earn certain benefits as described in detail in the TEAMS and USPS Employee Handbook. If dismissed during the probationary period, USPS employees do not have the right to appeal the dismissal. In light of this, it is important that employees get feedback from their supervisors while in the probationary period.
USPS employees may switch to TEAMS upon moving to another position or may switch during any of the TEAMS open enrollment periods. The effective date of the enrollment will be at the beginning of a pay period.
Social Security Card
As a condition of employment, the University of Florida requires all employees to present a Social Security card for verification.
University of Florida requires verification of the name and Social Security number of each employee for the purpose of reporting wages to the Florida Department of Revenue and the Internal Revenue Service (IRS) for withholding appropriate taxes (federal income, Social Security and Medicare).
An employee should present a Social Security card, whenever possible. UF may accept a copy of the employee’s card when the actual card is not immediately available as long as it is NOT being used for Form I-9 purposes.
Sponsorship for Foreign Nationals
The University of Florida provides non-immigrant and immigrant employment sponsorship to foreign national applicants that meet federal and University requirements. The sponsorship is at the discretion of each department and not all job openings are open for sponsorship. Prior to hiring a foreign national there are additional federal regulations and the requirements varies based on the different visa types. It is important to contact Immigration Compliance Services (ICS) prior to the hiring process. For additional information please visit Immigration Compliance Services website.