Employment Status Modifications

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 Faculty Relations Coordinator. The Provost Office and the Faculty Relations Coordinator hold 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.

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

If you have questions about security roles, please contact University OPT Administrator, at opt@admin.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 Classification & Compensation at compensation@ufl.edu.
• Once the status change is approved by Level Two/Classification & Compensation, 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.

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.

Remote Work Location

When considering if a remote work location is appropriate for an employee, it is important to refer to the questions that are part of the Remote 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 remote work location for the employee is also beneficial to the department.
• Verify that the employee can perform their essential duties.

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