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Changes to appointment and termination process for student assistants

A series of changes to the student assistant (STAS) appointment and termination processes have been introduced that will significantly reduce the workload for departmental administrators and make processes more efficient.

Effective immediately, departments are no longer required to submit a copy of the hire paperwork for OPS employees who have been employed by the university in any capacity, including student assistants, within the past 12 months.

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Short Work Break process for nine- and ten-month employees

Nine- and ten-month employees will be placed on Short Work Break during the weekend of March 28. Affected employees will have a new job row added to job data in the system effective May 15, 2008, for nine-month employees and June 11, 2008, for ten-month employees with the action and reason of Short Work Break.

Time reporting will automatically be inactivated for the Short Work Break period; however, departments are still encouraged to verify job data for employees affected to ensure that employees do not get overpaid.

Questions? Please contact Academic Personnel at 392-1251 (SC 622-1251) for information regarding faculty and graduate assistants or Human Resource Services at 392-2477 (SC 622-2477) for TEAMS employees.

Faculty and graduate assistant 2008 summer appointments

Summer jobs for nine-month faculty and graduate assistants will be processed via a summer job file that will be available to the departments the week of March 31. This file will enable departments to automate the summer jobs, in most cases eliminating the need to enter the appointment in ePAF.

Once departments have updated the summer job file and it has been reviewed by the Academic Personnel Office, the information will be applied by Bridges into job data in the myUFL system. In addition, a termination will be created for each employees summer job based on the term indicated by the department. Departments will need to complete summer distributions for their employees once the summer jobs are entered into myUFL system.

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Reminder: Direct deposit form now part of new hire packet

As mentioned in the February 2008 InfoGator, all departments will be required to submit the Direct Deposit form as part of the hire packet to Human Resource Services and Student Employment for new employees, instead of directing the form to University Payroll Services. This is effective with the March 21–April 3, 2008, biweekly payroll.

Current employees not enrolled in the Direct Deposit Program have until May 1, 2008, to enroll. After May 1, any employee who has not enrolled in the Direct Deposit Program, or established a pay/debit card, will have their paycheck mailed to their home address. Please ask your employees to review their local home and permanent home mailing address information in myUFL to ensure that is it accurate. For instructions about updating address information, visit this archived InfoGator article.

For additional information about the direct deposit policy, visit http://fa.ufl.edu/payroll/ or see this DDD memorandum.

The Employee Education Program (EEP) is a popular benefit made available to eligible UF faculty and staff. The program covers the matriculation fees of up to six credit hours of covered college-level courses for eligible employees. To better inform supervisors, human resource administrators and academic department contacts regarding use of this program and the procedures and paperwork associated with participating in the EEP, the Office of Human Resource Services, in collaboration with the Registrar’s Office, will provide a short information session on Tuesday, April 1, 2008, from 1:30 p.m. to 3:00 p.m., in Room 120 at the HRS Building. The session will cover the following topics:

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Two ePAFS needed for terminating employees who cash out leave

Please remember that, in addition to processing an ePAF to terminate the job record for an employee, an additional ePAF is needed for any leave payout due to that employee.

To ensure the timely processing of the leave payout, please make sure the termination is processed before the termination date; the leave payment is processed as soon as all of the leave has been entered for the last pay period worked; and adjustments have been processed including, but not limited to, check cancellation.

To assist you with the submission of a leave cash-out ePAF, a list of guidelines has been developed. Please direct all questions related to leave cash-out to Leave Administration at 392-2477 (SC 622-2477) or e-mail central-leave@ufl.edu.

Please note that leave cash-outs with a gross total of $2,000 or more are rolled automatically into the Retirement Special Pay Plan. If you have any questions related to the Retirement Special Pay Plan, please contact University Retirement at 392-2477 (SC 622-2477) or retirement@ufl.edu.

Don't forget to read the regular edition of the InfoGator

As an administrator in your department, you have an important role to play in ensuring your employees are up to date about HR-related issues that affect them. Please make sure to review and ensure they see the following articles in the regular edition of the InfoGator, which was distributed earlier this month!

UF supervisors: It’s time to complete staff performance appraisals

Retirement planning information from the Florida Retirement System

We encourage you to always check the HRS web site forms page for the most current forms rather than saving forms to your computer. HRS is in the process of updating all forms on our web site to reflect the new UF wordmark.

Updated forms:

• Faculty Annual Activities Report
• New Hire Checklist - Academic Personnel
• New Hire Checklist - TEAMS and General/Student OPS

New forms

• N/A

Forms no longer in use

• N/A

This new section will keep you updated on any instruction guides that have been updated for myUFL.

New Instruction Guides:

• Preparing Summer Job Review File

Updated Instruction Guides:

• N/A