ucf human resources – records sign-intrainingsign-intraining hr-records [email protected] 12/03/2014

UCF Human Resources – Records

Sign-inSign-inTrainingTrainingSign-inSign-in

TrainingTraining

[email protected]/03/2014


Sign-In Procedure:Sign-In Procedure:ObjectivesObjectives

Define types of new employees

Identify required new employee documents

Explain proper completion of documents


Types of EmployeesTypes of Employees

Brand New Line EmployeesBrand New Line Employees

Brand New OPS (Other Personnel Services) Brand New OPS (Other Personnel Services) EmployeesEmployees

OPS to Line EmployeesOPS to Line Employees

RehiresRehires


Line EmployeesLine Employees

Administrative & Professional (A&P)Administrative & Professional (A&P)• Position that is exempt from overtime.Position that is exempt from overtime.

• Executive ServiceExecutive Service

Faculty (FAC)Faculty (FAC)• Position that is exempt from overtime.Position that is exempt from overtime.

University Support Personnel System (USPS)University Support Personnel System (USPS)• Position that is either exempt or non-exempt from Position that is either exempt or non-exempt from

overtime.overtime.

Post-Doctoral Associates (Post-Doc)Post-Doctoral Associates (Post-Doc)• Contract employee that is eligible for limited benefits.Contract employee that is eligible for limited benefits.


OPS EmployeesOPS Employees

Undergraduate Students (OPSSTU)Undergraduate Students (OPSSTU)• Temporary jobs that are either subject or exempt from FICA Temporary jobs that are either subject or exempt from FICA

taxes.taxes.

• Federal Work Study or Non-Work Study.Federal Work Study or Non-Work Study.

Graduate Students (OPSGRD, 918#)Graduate Students (OPSGRD, 918#)• Contracted (9181-9187)or hourly (OPSGRD) temporary jobs.Contracted (9181-9187)or hourly (OPSGRD) temporary jobs.

OPS Non-StudentsOPS Non-Students• Temporary employees with a non-student job code.Temporary employees with a non-student job code.

AdjunctsAdjuncts• Temporary employees in an adjunct job code. Temporary employees in an adjunct job code.


Other Employee TypesOther Employee Types OPS to Line (Employees moving from an OPS job to a line OPS to Line (Employees moving from an OPS job to a line

position)position)

Student to Non-Student (Employees moving from a Student to Non-Student (Employees moving from a student job code to a non-student job code.)student job code to a non-student job code.)

Rehires (Employees who previously worked at UCF, and Rehires (Employees who previously worked at UCF, and are being rehired into any type of position at UCF)are being rehired into any type of position at UCF)


International EmployeesInternational Employees

All international employees must be sent to the International Service Center (ISC) before being hired.

Includes any employees who are NOT U.S. citizens, naturalized citizens, or permanent residents.

International employees cannot begin work until the department or college receives approval from ISC.

ISC completes all hiring paperwork for international employees.


Sign-In PaperworkSign-In Paperwork Hire Sign-In Paperwork (in addition to a hire ePAF) must be submitted to put Hire Sign-In Paperwork (in addition to a hire ePAF) must be submitted to put

all new UCF employees and all UCF employees who have been separated from all new UCF employees and all UCF employees who have been separated from UCF for more than 12 calendar months. UCF for more than 12 calendar months.

For employees separated from UCF for less than one semester, rehire sign-in paperwork is not required. Only a hire ePAF (and contract if applicable).

Rehire sign-in paperwork (in addition to a hire ePAF) must be submitted for employees separated from UCF for over one semester (or 120 days).

OPS to Line Sign-In Paperwork (in addition to a hire ePAF) must be submitted.OPS to Line Sign-In Paperwork (in addition to a hire ePAF) must be submitted.


Sign-In Paperwork Sign-In Paperwork RequirementsRequirements

Sign-in Paperwork Type

Employee TypeHire Rehir

eOPS to Line

Student to Non-Student

No Sign-in Paperwork

Line to OPS

New Hire to UCF X Employee has been off of Payroll for over a year.

X

Employee has been off of Payroll for over 1 semester (or equivalent to more than 120 days) but less than a year.

X

Employee has been off of Payroll for less than a semester or equivalent to less than 120 days.

X (ePAF and applicable

contract only

Active OPS Employee going into a Line Position

X

Active Student Employee transitioning to an OPS Hourly Non-Student Job Code

X

Active Student Employee transitioning to an Adjunct

X

Active Line Employee transitioning to OPS Hourly Non-Student or Adjunct

X


Sign-In Paperwork Sign-In Paperwork ChecklistChecklist

Sign-In Paperwork checklists per employee group are also found on the HR website.


Submitting Sign-In Submitting Sign-In PaperworkPaperwork Hire/Rehire Sign-In paperwork (excluding

the Direct Deposit and W-4 Form) must be attached to the ePAF in the format of HR_HIRE_Emplid_Name

The Direct Deposit and W-4 Form must be faxed to your Records Point of Contact at 3-3507 using the cover sheet, http://hr.ucf.edu/files/Fax-Cover-Sheet-Direct-Deposits-W-4-Forms.pdf

For more information, please review the attachment guidelines.


3-in-1 Form3-in-1 Form Oath of Loyalty to the

State of Florida, as required by Florida State Statute.

Notice of Public Office position.

Notice of Social Security Number usage

Notice of UCF Regulations and Policies


3-in-1 Form Errors3-in-1 Form Errors

• Notary’s commission has expired.Notary’s commission has expired.• Public Officers section is not completed or both boxes are Public Officers section is not completed or both boxes are

marked. marked. • The Social Security Number Collection and Usage The Social Security Number Collection and Usage

Acknowledgment box is not marked.Acknowledgment box is not marked.• The UCF Regulations and Policies box is not initialed.The UCF Regulations and Policies box is not initialed.• Illegible Notary Stamp.Illegible Notary Stamp.• Notary uses a seal (seal not used in state of Florida).Notary uses a seal (seal not used in state of Florida).• Whiteout negates the form.Whiteout negates the form.


Copy of Background Copy of Background Check EmailCheck Email

A copy of the background email must be included in the sign-in paperwork for OPS Non-Students, Adjuncts, Graduate Assistantship Appointees, OPS Grad Hourly, Post-Doctoral Associates, and Faculty.

For additional information regarding background checks, please see http://hr.ucf.edu/liaisons-and-managers/interviewing-and-hiring/background-checks/ .


AgreementsAgreements

Required for all employees Required for all employees exceptexcept USPS and OPS USPS and OPS hourly.hourly.

Faculty Agreements are issued by Academic Affairs Faculty Agreements are issued by Academic Affairs Administration.Administration.

A&P and Executive Service Agreements are issued by A&P and Executive Service Agreements are issued by Compensation.Compensation.

Post-Doctoral Associate, adjunct, and graduate Post-Doctoral Associate, adjunct, and graduate student agreements are completed at the department student agreements are completed at the department level.level.


SSA-1945SSA-1945 Required for OPS

Non-Students, Adjuncts, and Post-Docs.

Notice the employee is being entered into the FAPLAN plan.

Form must be submitted with Hire Sign-In paperwork.


Direct Deposit Direct Deposit Authorization FormAuthorization Form

Sets up direct deposit for employee.Sets up direct deposit for employee.

Direct Deposit is a condition of employment.Direct Deposit is a condition of employment.

Employee must fill in banking information Employee must fill in banking information regardless of documentation provided.regardless of documentation provided.

If checking account is used, the employee must If checking account is used, the employee must submit a voided check, or a letter from the submit a voided check, or a letter from the employee’s bank, signed by a banking official, employee’s bank, signed by a banking official, stating the routing and checking account number.stating the routing and checking account number.


• Missing voided check Missing voided check or letter from bank.or letter from bank.

• Employee attempts to Employee attempts to deposit money in deposit money in money market money market account.account.

• Incorrect transit Incorrect transit routing number routing number provided when the provided when the savings account savings account option is selected.option is selected.

• Employee attempts to Employee attempts to select more than 3 select more than 3 accounts for deposits.accounts for deposits.

• International box not International box not marked.marked.

Common Common ErrorsErrors


Employee Employee AcknowledgementAcknowledgement

Required for all employees to complete.Required for all employees to complete.

Employee signs that they understand Employee signs that they understand Worker’s Compensation procedures.Worker’s Compensation procedures.

Department representative also signs Department representative also signs form.form.

Provided by AmeriSys.Provided by AmeriSys.


Electronic I-9Electronic I-9 If you will be completing I-9 Forms,

you must attend the Electronic I-9 Training and complete the Electronic I-9 Security Access form.

Available Sessions:• Course Number: REC 001 (online) • Contact Aubrey Jayanama with questions.• For more information, please see the HR

Website.


Electronic I-9 FormElectronic I-9 Form

Required by the Department of Homeland Required by the Department of Homeland Security.Security.

Establishes new employee’s identity and eligibility Establishes new employee’s identity and eligibility to work in the United States.to work in the United States.

EmployerEmployer is subject to fines for mistakes. is subject to fines for mistakes.

Human Resources can not make any corrections to Human Resources can not make any corrections to the form.the form.


Electronic I-9 FormElectronic I-9 Form

A Social Security Card containing a disclaimer cannot be used as a List C document. (Disclaimers include:Not Valid for Employment or Valid For Work Only with DHS Authorization)

Section 1 must be completed before or on the employee’s first day of work.

Section 2 must be completed before or within 3 business days of the employee’s first day of work.


Orientation NoticeOrientation Notice Schedules line employee Schedules line employee

for New Employee for New Employee Orientation.Orientation.

New Employee New Employee Orientation held every Orientation held every other Friday, on paydays.other Friday, on paydays.

Employee signs that they Employee signs that they acknowledge certain acknowledge certain terms of employment.terms of employment.

Due in HR no later than 5 Due in HR no later than 5 p.m. on the Tuesday of p.m. on the Tuesday of the week of the the week of the scheduled Orientation.scheduled Orientation.


Personal Data SheetPersonal Data Sheet Employee fills out in its entirety to ensure that his Employee fills out in its entirety to ensure that his

or her personal information, such as address and or her personal information, such as address and phone number, is passed on to the University.phone number, is passed on to the University.

Allows employee to claim exemption from Florida Allows employee to claim exemption from Florida Statute, Chapter 119.Statute, Chapter 119.

Indicates employment of relative.Indicates employment of relative.

Future updates can be made by the employee Future updates can be made by the employee through PeopleSoft Self-Service at through PeopleSoft Self-Service at https://my.ucf.edu.https://my.ucf.edu.


• All PDS’s require a All PDS’s require a physical address. P.O. physical address. P.O. Boxes are not Boxes are not permitted in the permitted in the Home Address field.Home Address field.

• Employees fail to Employees fail to answer the Public answer the Public Records question.Records question.

• Department fails to Department fails to acknowledge acknowledge employment of employment of relatives when relatives when indicated.indicated.



Retirement Status Retirement Status Notification FormNotification Form

Required for all employees to complete (yes, even students).

Notice of retirement


W-4 FormW-4 Form

Sets up employee’s tax withholdings.Sets up employee’s tax withholdings.

Middle portion of first page and all of second page Middle portion of first page and all of second page are calculators for the employee’s use (if needed).are calculators for the employee’s use (if needed).

Bottom portion of first page must be filled in by Bottom portion of first page must be filled in by employee.employee.


• Employee tries to Employee tries to claim allowances, and claim allowances, and claim exemption from claim exemption from taxes. Employee taxes. Employee cannot claim both.cannot claim both.

• Obsolete versions of Obsolete versions of the form submitted.the form submitted.

• Physical address Physical address required.required.

• Marital status not Marital status not completed.completed.

• Bottom portion of form Bottom portion of form not completed.not completed.

• Whiteout was used to Whiteout was used to make a correction.make a correction.



• Must be provided to all Must be provided to all new hires. new hires.

• Employee keeps the document and is not submitted with the hire sign-in paperwork.

Health Health Insurance Insurance

Marketplace Marketplace NoticeNotice


Definition of Relative for Definition of Relative for Employment PurposesEmployment Purposes

Anyone related to an employee.

Person whom the employee intends to marry.

Employee intends to form a domestic partnership or other intimate relationship.


Employment of Relative Employment of Relative FormForm

Submit to Human Resources for USPS, A&P, OPS hourly students/non-students.

Submit to Faculty Relations for faculty, adjuncts, post-doctoral associates, and teaching/research undergraduate/graduate students.


Notice of Drug-Free Notice of Drug-Free Schools and Drug-Free Schools and Drug-Free

Workplace PolicyWorkplace Policy Form given to all employees when hired.

Is kept by the employee and is not submitted with the hire packet.


Additional ResourcesAdditional Resources

Human Resources Website (www.hr.ucf.edu)

Navigate to Managers & HR Liaisons-Records-Employee Sign-in Paperwork

ucf human resources – records sign-intrainingsign-intraining hr-records [email protected] 12/03/2014

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