New Hire Checklist—Academic Personnel

Use this checklist to ensure all necessary paperwork for the pay plan into which the
applicant is being hired has been completed.

Complete only as indicated: 
R—Required  
 A—If Applicable
O—Optional  
X—Not Required    
Please route a completed checklist along with the appropriate paperwork to your level 1 approver. He or she will review the forms and ePAF transaction and send to the appropriate core office.
Date Completed:  ePAF #: Requistition #:  
New Hire’s Name: UF ID:
Department:   Dept Contact Name: Dept. Contact E-Mail:
Dept. Contact Phone:

 

Paperwork

Salaried
Faculty

OPS Faculty
(Adjunct)

Post-Doctoral
Associates

Graduate
Assistants

House
Staff

Pre- and Post-Doc Fellows

I-9 with Supporting Documents (Federal law requires this be completed on or before the employee’s first day of employment)
R
R
R
R
R
X

W-4 with Copy of Social Security Card (or ITIN#) OR W-9 with Copy of Social Security Card
R
R
R
R
R
X

Direct Deposit Form
R
R
R
R
R
R

Four-in-One Form (Loyalty Oath, etc.)
R
R
R
R
R
R
R
R
X
X
X
X
Degree Confirmation
R
R
R
X
X
X
R
R
R
X
X
X

Letter of Transmittal
R - If Not Advertised
R
R - If Not Advertised
X
R- For Dept. or Deans Ofc.
X

Three Letters of Recommendation or Documentation of Three Reference Checks via Phone

R - If Advertised
X
R - If Advertised
X
X
X

Completed “Faculty Recruitment Compliance Report” has been submitted to EEO Office, PO Box 115110
R
X
X
X
X
X

X
X
X
X
X
R

R
X
X
X
X
X

R - Submit to Retirement PO B115005
X
X
X
X
X

Form 270 (Biographical Info Sheet)
O
O
O
X
X
X

X
X
X
X
X
X

Selective Service Registration (Male, 18-25)

R*

R*
R*

R*
R*

R*

*for males, 18-25, US citizens or permanent resident aliens

Confirm TSE score for GA job code with teaching
X
X
X
A
X
X

Criminal Background Check
R
A
A
A
A
A
Driver’s License (Copy)
A
A
A
A
A
X
O
O
O
O
O
O
Health Assessment (Online)
A
A
A
A
A
X
Licenses, Other Applicable
A
A
A
A
A
X
A
A
A
A
X
X

If Hiring a Foreign National

Submit Foreign National Information Form to Tax Services to Generate Windstar Packet.  Submit Forms Generated to Appropriate Office

R

R
R

R
R

R

I-20 (F1 Visa), DS-2019 (J1 Visa), or 1-797 & Labor Condition Application (H-1B)

R

R
R

R
R

R