Hiring Sign-In Paperwork Training

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Sign-in
Training
HR-Records
[email protected]
12/03/2014
UCF Human Resources – Records
Sign-In Procedure:
Objectives

Define types of new employees

Identify required new employee documents

Explain proper completion of documents
UCF Human Resources – Records
Sign-In Procedure:
Objectives

Define types of new employees

Identify required new employee documents

Explain proper completion of documents
UCF Human Resources – Records
Types of Employees
 Brand New Line Employees
 Brand New OPS (Other Personnel Services)
Employees
 OPS to Line Employees
 Rehires
UCF Human Resources – Records
Line Employees


Administrative & Professional (A&P)
•
Position that is exempt from overtime.
•
Executive Service
Faculty (FAC)
•

University Support Personnel System (USPS)
•

Position that is exempt from overtime.
Position that is either exempt or non-exempt from overtime.
Post-Doctoral Associates (Post-Doc)
•
Contract employee that is eligible for limited benefits.
UCF Human Resources – Records
OPS Employees


Undergraduate Students (OPSSTU)
•
Temporary jobs that are either subject or exempt from FICA taxes.
•
Federal Work Study or Non-Work Study.
Graduate Students (OPSGRD, 918#)
•

OPS Non-Students
•

Contracted (9181-9187)or hourly (OPSGRD) temporary jobs.
Temporary employees with a non-student job code.
Adjuncts
•
Temporary employees in an adjunct job code.
UCF Human Resources – Records
Other Employee Types

OPS to Line (Employees moving from an OPS job to a line
position)

Student to Non-Student (Employees moving from a
student job code to a non-student job code.)

Rehires (Employees who previously worked at UCF, and
are being rehired into any type of position at UCF)
UCF Human Resources – Records
International 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.
UCF Human Resources – Records
Sign-In Paperwork

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 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.
UCF Human Resources – Records
Sign-In Paperwork
Requirements
Sign-in Paperwork Type
Hire
Rehire
Employee Type
New Hire to UCF
Employee has been off of Payroll for
over a year.
Employee has been off of Payroll for
over 1 semester (or equivalent to
more than 120 days) but less than a
year.
Employee has been off of Payroll for
less than a semester or equivalent to
less than 120 days.
Active OPS Employee going into a
Line Position
Active Student Employee
transitioning to an OPS Hourly NonStudent Job Code
Active Student Employee
transitioning to an Adjunct
Active Line Employee transitioning
to OPS Hourly Non-Student or
Adjunct
OPS
to
Line
Student to
NonStudent
No
Sign-in
Line to
OPS
Paperwork
X
X
X
X (ePAF and
applicable
contract only
X
UCF Human Resources – Records
X
X
X
Sign-In Paperwork Checklist
 Sign-In Paperwork
checklists per
employee group are
also found on the HR
website.
UCF Human Resources – Records
Submitting Sign-In Paperwork
 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-SheetDirect-Deposits-W-4-Forms.pdf
 For more information, please review the
attachment guidelines.
UCF Human Resources – Records
3-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
UCF Human Resources – Records
3-in-1 Form Errors
• Notary’s commission has expired.
• Public Officers section is not completed or both boxes are
•
•
•
•
•
marked.
The Social Security Number Collection and Usage
Acknowledgment box is not marked.
The UCF Regulations and Policies box is not initialed.
Illegible Notary Stamp.
Notary uses a seal (seal not used in state of Florida).
Whiteout negates the form.
UCF Human Resources – Records
Copy of Background Check
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-andmanagers/interviewing-and-hiring/background-checks/ .
UCF Human Resources – Records
Agreements

Required for all employees except USPS and OPS hourly.

Faculty Agreements are issued by Academic Affairs
Administration.

A&P and Executive Service Agreements are issued by
Compensation.

Post-Doctoral Associate, adjunct, and graduate student
agreements are completed at the department level.
UCF Human Resources – Records
SSA-1945

Required for OPS NonStudents, Adjuncts, and
Post-Docs.

Notice the employee is
being entered into the
FAPLAN plan.

Form must be submitted
with Hire Sign-In
paperwork.
UCF Human Resources – Records
Direct Deposit Authorization
Form

Sets up direct deposit for employee.

Direct Deposit is a condition of employment.

Employee must fill in banking information regardless of
documentation provided.

If checking account is used, the employee must submit a
voided check, or a letter from the employee’s bank, signed
by a banking official, stating the routing and checking
account number.
UCF Human Resources – Records
Common Errors
• Missing voided check or
letter from bank.
• Employee attempts to
deposit money in money
market account.
• Incorrect transit routing
number provided when the
savings account option is
selected.
• Employee attempts to
select more than 3
accounts for deposits.
• International box not
marked.
UCF Human Resources – Records
Employee Acknowledgement

Required for all employees to
complete.

Employee signs that they
understand Worker’s
Compensation procedures.

Department representative
also signs form.

Provided by AmeriSys.
UCF Human Resources – Records
Electronic 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.
UCF Human Resources – Records
Electronic I-9 Form

Required by the Department of Homeland Security.

Establishes new employee’s identity and eligibility to work
in the United States.

Employer is subject to fines for mistakes.

Human Resources can not make any corrections to the
form.
UCF Human Resources – Records
Electronic 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.
UCF Human Resources – Records
Orientation Notice

Schedules line employee for
New Employee Orientation.

New Employee Orientation
held every other Friday, on
paydays.

Employee signs that they
acknowledge certain terms
of employment.

Due in HR no later than 5
p.m. on the Tuesday of the
week of the scheduled
Orientation.
UCF Human Resources – Records
Personal Data Sheet

Employee fills out in its entirety to ensure that his or her
personal information, such as address and phone number,
is passed on to the University.

Allows employee to claim exemption from Florida Statute,
Chapter 119.

Indicates employment of relative.

Future updates can be made by the employee through
PeopleSoft Self-Service at https://my.ucf.edu.
UCF Human Resources – Records
Common Errors
• All PDS’s require a
physical address. P.O.
Boxes are not permitted in
the Home Address field.
• Employees fail to answer
the Public Records
question.
• Department fails to
acknowledge employment
of relatives when
indicated.
UCF Human Resources – Records
Retirement Status Notification
Form

Required for all
employees to complete
(yes, even students).

Notice of retirement
UCF Human Resources – Records
W-4 Form

Sets up employee’s tax withholdings.

Middle portion of first page and all of second page are
calculators for the employee’s use (if needed).

Bottom portion of first page must be filled in by employee.
UCF Human Resources – Records
Common Errors
• Employee tries to claim
allowances, and claim
exemption from taxes.
Employee cannot claim
both.
• Obsolete versions of the
form submitted.
• Physical address required.
• Marital status not
completed.
• Bottom portion of form not
completed.
• Whiteout was used to
make a correction.
UCF Human Resources – Records
Health
Insurance
Marketplace
Notice
• Must be provided to all
new hires.
• Employee keeps the
document and is not
submitted with the hire
sign-in paperwork.
UCF Human Resources – Records
Definition of Relative for
Employment Purposes
 Anyone related to an employee.
 Person whom the employee intends to marry.
 Employee intends to form a domestic
partnership or other intimate relationship.
UCF Human Resources – Records
Employment of Relative Form

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.
UCF Human Resources – Records
Notice of Drug-Free Schools
and Drug-Free Workplace Policy

Form given to all employees when hired.

Is kept by the employee and is not submitted with the hire
packet.
UCF Human Resources – Records
Additional Resources
 Human Resources
Website
(www.hr.ucf.edu)
 Navigate to
Managers & HR
Liaisons-RecordsEmployee Sign-in
Paperwork
UCF Human Resources – Records
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