Human Resources Competencies

Our vision at UF is to develop an ever-expanding community that supports excellence in the sponsored programs that enhance the sciences, arts, outreach, and scholarship. We strive toward our vision by intentionally reducing administrative burden on faculty and by reducing risk to UF through supporting sponsored programs administration networking, education, and development of knowledge and skills.

In support of these stated goals, we have developed a competency model that will allow us to strategically target and measure the effectiveness of initiatives designed to obtain our vision. In addition to the competencies documented in the PRO3 model HR/Payroll Management Competencies, a person considered exceptional in sponsored program administration will be competent in the following human resource topics and display the associated behaviors. Additionally, links may be provided to support development of associated behaviors.

• Identify persons who are not UF employees and how they may be compensated or document commitments to UF sponsored projects
  • Subrecipient vs Vendor vs Consultant
  • Participant Support Costs
  • Contractors
• Explain salary plans, full time equivalent (FTE) and appointment types
  • Overview of Appointments
  • Hours to FTE
  • UFL Effort Procedures & Directives – FTE to effort
  • UFL Hiring Matrix
• Identify positions requiring cost accounting exemptions
  • CAS Exemptions
• Identify the restrictions on international persons engaged in research
  • Foreign Nationals
  • Payments to Foreign Nationals
• Ensure all volunteers and visitors have registered with UF
  • Volunteer Coordination

• Define the concept of salary cap
  • NIH Guidance on Salary Caps
  • Salary Cap Calculator
  • Sponsors Using Salary Caps
  • Budgeting Salaries and Wages
• Define the concept of salary limit
  • NSF Senior Personnel Salary and Wages Policy
• Recognize financial implications on college, department, division, or center budget
  • Salary Cap Calculator

Effort Reporting Directives

• Define Institutional Base Salary
  • 2CFR200.430: Compensation – Personnel Services
• Describe the relationship of committed effort to the faculty assignment and effort certification
• Explain the impact of committed and uncommitted cost share on the effort life cycle
• Describe when agency sponsor approvals are required for effort changes and leaves of absence (i.e., sabbatical, medical, disengagement)
  • Managing Your Award
• Explain how appointment types (9, 10, 12-month, courtesy, emeritus, etc.) and FTE impact effort calculations
• Validate that commitments in UFIRST match what was pledged and accepted, and follows university commitment entry guidelines
  • Effort Commitment Guidance
  • Effort Report Flow
• Process modifications in UFIRST, validating that commitments match what was pledged and accepted, and follows university commitment entry guidelines
  • UFIRST – Award Modifications
• Recognize when effort commitment is at risk of not being met and enter term commitment adjustments in myUFL or request sponsor approval
  • UFIRST – Award Modifications
• Verify actual effort with payroll in myUFL, commitments in UFIRST and award/proposal documentation
  • myinvestiGator – Effort by Person
  • Certifying Effort Instruction Guide
• Describe how cost shared effort and over the cap salary are captured throughout the effort lifecycle
  • Locating Salary Cap Information
  • Effort Commitment Guidance

UF HR – Requirements for an Appointment

Budgeting Graduate Student Salary and Tuition Costs

UF Principles for the Employment of Graduate Students

Graduate Assistants United Contract FAQs

• Explain the hourly restrictions on work assignments and how that translates to appointments across the university
• Identify the appropriate appointment type (i.e., GA, TA, Fellowship)
• Describe how appointment type affects Human Resource (HR) status and total compensation package including tuition

• Describe the hiring process
  • Hiring Information
  • Immigration Compliance Services
• Describe interaction between sponsored funding and VISA applications and status
• Describe the impacts to sponsored programs when there is a hiring delay
• Identify the new employee training  requirements  of  UF and sponsors
  • Research Training
  • Research Training Utility
• Describe the process and timeline for personnel exiting the university
  • Offboarding
• Describe how departing personnel impact sponsored programs
  • Termination Procedures
  • Notice of Voluntary Resignation
  • Immigration Compliance Services
• Ensure all projects, protocols and laboratory exit requirements have been executed for departing PI’s
  • Notification of Departing Principal Investigator
  • Exit Checklist

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• Identify sponsor or program-specific restrictions in appointing and distributing personnel to sponsored projects
• Look up and facilitate current and retroactive payroll distributions
  • Payroll Cost Corrections
  • Payroll Services Information
  • Sponsored Projects Payroll Corrections
  • Payroll Distributions
• Utilize UF reporting platforms to verify appropriate posting of personnel-related expenses (i.e., earnings codes, chartfields)
  • Understanding the Data
  • Running Enterprise Analytics reports
• Associate correct fringe rates with salary plans
  • Fringe Rates
  • HR Fringe Benefits Page
  • Job Title Salary Plans
• Distinguish the correct salary base (9-month, 10-month, 12-month) for employees
  • 12 Month option for 9 Month Faculty
• Confirm the employees under each investigator
  • Employment Verification
  • Proposal Review Matrix
  • Staff Listing by Supervisor Report
• Identify when payroll distributions are inconsistent with commitments
  • Creating and Editing Payroll Distributions
  • Commitment Accounting Toolkit
• Distribute only payroll allowable under salary caps and limitations
  • Salary Caps & Limitations
• Monitor and forecast distributions and appointments regularly through communication with investigator
  • myInvestiGator – Payroll Projections
• Determine allowability and proration of graduate student tuition across funding sources
  • Graduate Student Salary & Tuition Costs