unit logo

Employment Status Modifications

  • Recruitment & Staffing
  • Classification & Compensation
  • Employee Relations
  • This page contains information regarding tenure and promotion and status changes for faculty, as well as guidelines for modifying an employee’s work schedule, compensation and/or location.

    Academic HR

    Tenure and Promotion Guidelines for Departments

    The tenure and promotion process is managed by the Office of the Provost with the Online Promotion and Tenure (OPT) System being administered by the Provost Office and the Academic HR Office. The Provost Office and the Academic HR Office holds OPT workshops for faculty and staff to facilitate the tenure and promotion process using OPT. Information regarding dates and time of upcoming workshops are listed on the Provost Office website.

    Department administrators involved in the tenure and promotion process within their department will need to take PST710 course in order to receive the necessary security role to have access to the Online Promotion and Tenure Workflow in myUFL.

    Additionally, the PRO324 Supporting Tenure & Promotion Activities in your Department course offered by Human Resources each semester to department administrators. To register, login to myTraining and search for PRO324 for the next available class.

    For questions regarding the tenure and promotion process at the University of Florida, please visit the Office of the Provost’s website.

    For questions regarding the navigation of the OPT system, contact Janet Malphurs in Academic HR at jmmalph@ufl.edu.

    Status Changes for Academic Salary Plans

    During the life cycle of a salaried and/or temporary faculty member a status change may be needed. The following are high-level instructions and resources on how to initiate the process for these status changes.

    Alert Notices

    The following are important notices regarding faculty status changes.

    • FTE, Department ID changes, conversions from 9 to 12 months or 12 to 9 months, and title changes are first changed on the position in myUFL. All corresponding documents to justify the change must be sent via email to Academic HR at hrsacademicper@admin.ufl.edu.
    • Once the status change is approved by Level Two/Academic HR Office, a row will automatically generate in Job Data. Once Job Data is approved, an electronic ePAF will need to be entered to make any additional changes.
    • If the status change is regarding an FTE and the faculty member is in a tenure-accruing position, the tenure probationary period may be changed. The faculty member must submit the Request for Extension of Tenure Probationary Period form located in the Office of the Provost’s webpage.
    Status Change Salaried Faculty Temporary (OPS) Faculty
    Increase in FTE To increase the FTE of a faculty member not currently on a 1.00 FTE. The faculty member must provide a justification letter for the increase and obtain approval from the appropriate administrator from the department and college.

    In myUFL: Submit a Position Update ePAF along with letter of justification for change approved by appropriate administrator.

    To increase the FTE of a faculty member not currently on a 1.00 FTE. The faculty member must provide a justification letter for the increase and obtain approval from the appropriate administrator from the department and college.

    In myUFL: Submit a Job Edit ePAF along with letter of justification for change approved by appropriate administrator.

    Decrease in FTE

     

    To decrease a faculty FTE, the department must provide a justification letter for the change in FTE and obtain approval from the appropriate administrator from the department and college.

    If the reduction requested goes beyond the end date of the current contractual period, the reduction will need to be readdressed at the end of their current contract. A permanent decrease in FTE must be approved by the appropriate administrator.

    In myUFL: Submit a Position Update ePAF along with letter of justification for change approved by appropriate administrator.

    In myUFL: Submit a Job Edit ePAF along with letter of justification for change approved by appropriate administrator.
    Changing Department ID Only When change is made on the position in myUFL, no other action is required.

    In myUFL: Submit a Position Update ePAF along with letter of justification for change approved by appropriate administrator. This ePAF is approved at Level 1.

    In myUFL: Submit a Job Edit ePAF only. No additional paperwork is required.
    Promotion Promotion to the rank of Associate In or Sr. Associate In in Out of Unit Colleges is approved at the Dean’s level. The faculty member must have the appropriate degree and/or experience for the title.

    Promotion for Courtesy Faculty are approved at the Dean’s level. Any other type of promotion and faculty rank must go through the Tenure and Promotion process.

    In myUFL: Submit a Position Update ePAF along with letter of approval signed by the Dean.

    Change from 9 Month to 12 Month Need copy of letter to the faculty member informing him/her of the change and the new salary. The letter should provide information on vacation accrual by the faculty member.

    In Unit Faculty appointment changes must follow CBA agreement on calculating salary.

    In myUFL: Submit a Position Update ePAF along with letter of justification for change approved by appropriate administrator.

    Change from 12 Month to 9 Month Need copy of letter to the employee informing him/her of the change and the new salary. Letter must inform faculty member that s/he will now stop accruing vacation leave. Department needs to cash out any unused vacation leave or work with the Benefits department if the leave should be put on hold for payment.

    In Unit Faculty appointment changes must follow CBA agreement on calculating salary.

    In myUFL: Submit a Position Update ePAF along with letter of justification for change approved by appropriate administrator.

    Name Change Submit a completed Name Change Request form along with an updated copy of the social security card.

    Click here for the form which contains detailed instructions.

    Submit a completed Name Change Request form along with an updated copy of the social security card.

    Click here for the form which contains detailed instructions.

    Past History Job Data Revisions Submit a completed Job Data Correction form to Human Resources. (Examples are change in hire date, change in effective date on a job action.)

    Click here for the form which contains detailed instructions.

    Submit a completed Job Data Correction form to Human Resources. (Examples are change in hire date, change in effective date on a job action.)

    Click here for the form which contains detailed instructions.

    Salary Increase Inform faculty member via a letter of salary increase.

    In myUFL: Submit a Job Edit ePAF along with approved letter of justification by appropriate administrator (senior vice president for Health Center and IFAS and senior vice president/provost for E&G units.)

    Inform faculty member via a letter of salary increase.

    In myUFL: Submit a Job Edit ePAF Form along with letter of justification approved by appropriate administrator (senior vice president for Health Center and IFAS and senior vice president/provost for E&G units.)

    Change in Title Only Inform faculty member via a letter of title change and effective date. After change is made on the position in myUFL, submit an approved letter of justification approved by Chair and Dean to Human Resources/Academic HR Office.

    In myUFL: Submit a Position Update ePAF along with letter of justification approved by appropriate administrator. Then, submit a Job Edit ePAF and attach letter presented to faculty member.

    Inform faculty member via a letter of title change and effective date.

    In myUFL: Submit a Job Edit ePAF along with letter of justification approved by appropriate administrator.

     

    Change in Title to Add/Delete Administrative Title With Pay Increase Inform faculty member via a letter of the effective dates, the amount of the administrative supplement (if any), and if the administrative supplement will be relinquished if and when s/he steps down from his/her administrative duties.

    In myUFL: Submit a Position Update ePAF along with letter of justification approved by appropriate administrator.

    Employment Authorization (Visa) Extension For Foreign Nationals When processing an employment authorization (Visa) Extension submit the correct visa documents with the new Visa information and a new or updated I-9.

    Employment Authorization (Visa) documents:

    • For J-1 Visa, a copy of the DS-2019.
    • For H-1B Visa, a copy of the I-797 along with the Labor Condition Application Form (LCA).
    • For F-1 Visa, a copy of the I-20 Form.
    When processing an employment authorization (Visa) Extension submit the correct visa documents with the new Visa information and a new or updated I-9.

    Employment Authorization (Visa) documents:

    • For J-1 Visa, a copy of the DS-2019.
    • For H-1B Visa, a copy of the I-797 along with the Labor Condition Application Form (LCA).
    • For F-1 Visa, a copy of the I-20 Form.

    Staff (TEAMS & USPS)

    Modifying a UF Employee’s Work Schedule/Compensation and/or Location

    The university’s official defined workweek is Friday through Thursday. This defined work week impacts what work schedules are considered modified and how overtime is calculated.

    Modified Work Schedule

    Modified work schedules are those that deviate from the traditional schedule of eight (8) hours per day, five (5) days per work week. If a work schedule is modified, it must:

    • Remain within the defined workweek (Friday – Thursday).
    • Adhere to the requirements of the FLSA as well as UF policy.
    • Obtain the appropriate vice presidential approval.
    • Be based on the needs of the individual workplace.

    All work schedules are established at the discretion of management and require appropriate vice presidential approval. Any modified work schedule that will be maintained for more than 30 days should be reflected on the appropriate employee’s position description.

    For questions, please contact Classification and Compensation at compensation@ufl.edu.

    Overtime

    For purposes of overtime calculation, the University of Florida’s officially designated workweek is Friday through Thursday at midnight.

    Non-Exempt TEAMS/USPS

    Should a non-exempt TEAMS/USPS employee be required to work more than 40 hours as a result of peak workload or unusual circumstances, he or she must be compensated in keeping with the FLSA and UF policy.

    Overtime worked as an employee in a non-exempt position is normally compensated by

    • crediting the employee with up to 120 hours for overtime compensatory leave (e.g., 80 hours of overtime work on the basis of one and one-half hours of leave for each hour of overtime worked).
    • the employee may be paid one and one-half times his or her regular hourly rate of pay for each hour of overtime worked.

    Supervisor’s Responsibility

    • Supervisors are encouraged to make a reasonable effort, based on departmental needs and mutual agreement, to allow employees to specify a preference between overtime compensatory leave and cash payment. If agreement cannot be reached, cash payment will be made.
    • Supervisors must be present in the workplace when non-exempt employees are working because supervisors are responsible for certifying the hours worked by their employees.

    Exempt TEAMS USPS Employees

    TEAMS and USPS exempt employees have different possible compensation for overtime work.

    • TEAMS: An exempt TEAMS employee is not eligible to receive additional compensation or compensatory leave for hours worked over 40. However, as with all employees, an exempt TEAMS employee’s schedule may be adjusted with supervisory approval (for example, if an exempt TEAMS employee must work late one evening, he or she may be approved to arrive at work late the next morning).
    • USPS: An exempt USPS employee who must work more than 40 hours in the UF workweek is eligible for regular compensatory leave, which is earned on an hour-for-hour basis up to a maximum of 120 hours.

    Alternate Work Location

    When considering if an alternate work location is appropriate for an employee, it is important to refer to the questions that are part of the Alternate Work Location Agreement. These questions provide guidelines on key points to consider prior to moving forward.

    As a general rule, it is important to:

    • Consistently apply the same regulations regarding its usage across the unit/department.
    • Consider if the alternate work location for the employee is also beneficial to the department.
    • Verify that the employee can perform his/her essential duties.

    Please note, that working in an off-campus UF owned/controlled location does not merit the Alternate Work Location Agreement. For more information on occasional alternate location requests, contact compensation@ufl.edu.