Academic Personnel

Checklist for Salaried Faculty Status Changes

Increase in FTE. If the faculty member was not hired at 1.00 FTE and the Department wants to increase the FTE, a justification letter for the increase and an approval from the Faculty Development Office is required. If the change is for 6 months or less, need a letter of justification for the appropriate administrator acknowledging that the increase is for a specific time. Any increase beyond those dates would require another approval from the Faculty Development Office.

Decrease in FTE. Faculty member should write a letter requesting to reduce his/her FTE which has to be approved by the appropriate administrator. If the reduction is to go beyond the ending date of the current contractual period, the faculty member is to be told that future reductions in their FTE will need to be readdressed at the end of their current contract. A permanent decrease in FTE will need to be approved by the appropriate administrator.

Changing Department ID Only. When change is made on position, no other action is required.

Promotion. Promotion to the rank of Associate In or Sr. Associate In is approved at the Dean’s level. Approval letter with Dean’s signature needs to be submitted with the electronic ePAF. Employee must have the appropriate degree and/or experience for the title.

Change from 9 Month to 12 Month. Need copy of letter to the employee informing him/her of the change and the new salary. Letter needs to inform the faculty member that s/he will now accrue vacation leave.

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 needs to inform the faculty member that s/he will now stop accruing vacation leave. Department needs to cash out any unused vacation leave or work with Central Leave if the leave should be put on hold for payment.

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.

Name Change. Copy of W-4 card (Employee’s Withholding Allowance Certificate) and social security card showing new name (must have UFID# written on both documents.)

Past History Job Data Revisions. Please contact the HR/APO Core Office for guidance. (Examples are : change in hire date, change in effective date on a job action.)

Salary Increase. Submit an electronic ePAF Form 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.) Prepare letter to faculty member telling him/her of salary increase.

Change in Title Only. After changed on position, submit an approved letter of justification approved by Chair and Dean to the HR/APO Core Office. Prepare letter notifying faculty member of title change and effective date.

Change in Title to Add Administrative Title With Pay Increase. After change on position, submit an electronic ePAF to do pay rate change. Then submit an electronic ePAF Form and attach the letter informing the faculty member the effective dates, the amount of the administrative supplement (if any), and that the administrative supplement will be relinquished if and when s/he steps down from his/her administrative duties.

Alert Notice (FYI): All FTE, Department ID changes, conversions from 9 to 12 months and 12 to 9 months and title changes are first changed on the positions. Once these are approved by Level Two HR/APO Core Office, a row will automatically generate in Job Data. Once Job Data is approved, an electronic ePAF will need to be done to make all other changes if any. If change in FTE and faculty member is in a tenure accruing position, the tenure clock will automatically stop unless there is a written agreement by the faculty member and an administrator.