Before signing the Offer letter, have you completed your application in
Careers@USF?
Please report to USFSP Human Resources on or before your first day of
work to complete your new hire onboarding paperwork.
Before signing your Offer and completing the new hire onboarding paperwork, you should have
a completed application on file in the Careers@USF on-line application system. Your
application is necessary to electronically convert you from an applicant to an employee in our
payroll system.
1.
Access Careers@USF on-line at http://www.usf.edu/about-usf/work-at-usf.aspx and
click on the hyperlink to access Careers@USF.
2.
New Applicants: set up a profile and application by clicking Apply without Selecting Job
at the bottom of the page. If you have never completed an application, click Register Now then
follow the prompts on each page. Once finished with all sections of the application, click
Submit.
If you already have an application in the system and have been offered a position, you will only
need to Login to view and accept the job offer shown in your Notifications. You will be
prompted to add your date of birth and social security number to proceed.
Make sure to complete the entire application, the last step will be to click the SUBMIT button.
Any questions can be addressed to Careers@usf.edu
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[Insert Date]
[Insert Name]
[nsert Address]
[Insert City], [Insert State] [Insert Zip]
Dear [Insert Name]:
I am pleased to offer you the position of [Insert Title of Position], # [Insert Position Number] in the [Insert
Department Name] [Insert Department Number]. You will report to [Insert Supervisor Name], position # [Insert
Supervisor Position Number]. Your annual salary will be $[Insert Annual Salary], which is $[Insert Bi-weekly
Salary] on a bi-weekly basis.
It is anticipated that your provisional appointment that will commence on [Insert Start Date] and end on [Insert End
Date], however this offer is contingent upon the successful completion of a criminal history background check.
During such time you are expected to acquire the minimum qualifications for the position as outlined in the
attached addendum. The continuation of your employment is contingent upon this requirement.
Upon signing this letter, you will receive an e-mail with instructions on how to initiate your background screen. If
you do not initiate the background screen in a timely manner or if the results have not been received by the above
listed start date, then your start date will be revised. Please note, if the results of the background screen do not
meet the university's standards, this letter of offer may be revoked. You may review the University's Criminal
History Background Check Policy at http://generalcounsel.usf.edu/policies-and-procedures/pdfs/policy-0-
615.pdf.
Your appointment is subject to the Constitution and laws of the State of Florida and the United States, the rules
and regulations of the Florida Board of Governors (FBOG), and the regulations, rules and policies of the
University of South Florida Board of Trustees. You may review the University’s regulations and rules on USF’s
website at www.generalcounsel.usf.edu/regulations/index.asp, as well as the University’s policies at
http://generalcounsel.usf.edu/policies-and-procedures/index.asp.
You may complete your new hire paperwork on or before the start date indicated above. The hiring department
will schedule an appointment for you with Human Resources prior to your start date to review your new hire
paperwork. Please contact Human Resources at 727-873-4980. In order to effectively complete this process,
please be prepared to:



Provide documentation that establishes your employment eligibility to work in the U.S. (in accordance
with the Immigration Reform and Control Act of 1986). A list of acceptable documents for the I-9 form is
attached.
Provide your passport, I-94, visa and appropriate immigration support documents based on visa class, if
you are a foreign national.
Enroll in USF’s Direct Deposit program which is a condition of employment at the University. A voided
check is needed in order to complete the enrollment forms. You may also submit a letter from your
financial institution with account and routing information if you use a savings account as deposit slips are
not acceptable. If you do not currently have a bank account established, HR can provide you with
information on available options.
On your first day of employment you may park in the 1-hour visitors’ parking located in front of the parking garage
off of 6th Avenue South. In order to receive your courtesy permit which is good for two (2) weeks, you must
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present this letter of offer at the Cashier’s Office in BAY 132. The Cashier’s Office will direct you to an authorized
parking location.
In addition to completing paperwork to place you on the USF System payroll, you will also schedule an
appointment to meet with the Benefits Administrator for a benefits orientation where you will learn more about
various benefits programs offered to our employees. You may visit the following link to view our benefit options:
http://www.usfsp.edu/hr/for-new-hires/. You will have 60 days from your date of hire to make elections for your
health, life, and dental insurance coverage and 90 days for your retirement program. If you have any questions
on the benefits options, a benefits representative will be available to assist you and answer any questions at the
orientation program.
As key parts of the Affordable Care Act (ACA) go into effect as of January 1, 2014, federal law requires employers
to provide notices to all active employees regarding new health insurance marketplace coverage options. The
coverage offered through the Marketplace may not impact your eligibility for benefits through the University of
South Florida. However, the notice should be carefully read, as it provides some basic information about the new
Marketplace and employment-based health coverage offered by USF System. We have attached the
Marketplace Notice to this offer letter for your convenience.
If you have any questions about the terms of our offer outlined above, please contact [Insert Name] at 727-873XXXX. We are very excited about the prospect of your joining our team and the staff at USFSP! To assist you in
learning more about the University, please visit our web site at www.usfsp.edu. Go Bulls!
Sincerely,
Name
Dean/Director/Supervisor (Title)
My signature below indicates my acceptance of the offer as outlined above. I acknowledge I have
received the invitation to self-identify Veteran status and/or a Disability included on the attached PostOffer Steps.
Please return a signed copy via US Mail or fax (727-873-XXXX) by [INSERT DATE NO LATER THAN 10
DAYS FROM THE DATE OF THE LETTER].
_________________________________________________________________________________
Signature
Date
cc: Human Resources
Attachment
Mailpoint: [Enter Bldg. and Room #]
Location: [Enter Bldg. and Room # of physical location of office]
Phone: [Enter Work Phone number]
Pay Distribution: [Enter GEMS account Code and %]
Principal Place of Employment [Enter Location]
Pay Envelope # [Enter Number, if applicable]
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New Hire On-Boarding Guide
Welcome to the University of South Florida St. Petersburg.
We are excited to meet you and to help facilitate your onboarding to our institution.
As a new employee, our hope is this guide will help make your on-boarding process easier.
Step 1: Complete & Return the attached paperwork as soon as possible

Certification of Employability. Consent and certification of release of information.

New Employee Information Sheet: Do not sign the state of Florida loyalty oath at the bottom unless
you are in front of a notary. We do provide complimentary notary if needed.

Public Information Exemption Questionnaire: Used in determining whether or not an employee is
exempt from the Public Information Law.

Florida Retirement System (FRS) - Certification Form: For compliance with the Florida Retirement
System re-employment provisions.

Direct Deposit Authorization: You will need a blank voided check or your financial institutions direct
deposit form. Direct deposit is required and you have 14 days to sign up.

Employee Acknowledgements. Acknowledgement and agreement of receipt of USFSP policies.
Step 2: Attend the New Hire On-Boarding Paperwork Appointment
At your appointment you will be required to execute:

Form I-9 – Employment Eligibility Verification. Please visit http://www.uscis.gov/i-9central/acceptable-documents to view acceptable documents for the I-9.

W-4 - Employee’s Withholding Allowance Certificate.

If you are unable to have the New Employee Information Sheet notarized we can notarize it for you at your
appointment time.
Step 3: Create Your USF Net ID (48 hours after your On-Boarding Paperwork Appointment)
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
From this page – http://netid.usf.edu/una/# -- click Create Your Net ID.

Add your First and Last name and then your USF ID # or click the "Lookup your USF ID Number" link.

Add your Birthdate and Social Security number (no dashes),
type the words in the graphic field on your screen and
click Submit.


Your USF ID number, also known as your U Number, appears. Write it down and then click the
Close USF ID Number Lookup link at the top.

Back on the Enter User Information page, add the requested information and click Activate Net ID.

First time users will see the USF Computer and Network Access Agreement. Read and click I agree.

Select your preferred Net ID from the available list and click the Select button.

Select a secret question and enter an answer. This is used if you forget your password. Click Submit.

You must enroll in or opt out of USF's Emergency Notification System. If you choose Yes, enter your
mobile phone number, select the campus and click Submit, then Close Window.

Create your NetID password. Once your password passes the strength test, shown on the meter at
the top, type again to verify and click Setup Net ID.

Your NetID is set. Click Return to Main Menu.

Click Login for more options to change your GEMS Self Service password.
Step 4: USFSP Email and USFSP Alias Email

USFSP email accounts are created when your USF NETID account is activated. To begin using your
USF email account, log into www.mail.usf.edu. Your email account begins with your USF NETID and
ends with mail.usf.edu.

Campus Computing provides USFSP Aliases for Full-time Faculty and Staff. Your USFSP alias begins
with our USF NETID and ends with @usfsp.edu. To request a USFSP alias please visit
www.usfsp.edu/helpdesk.

Once your alias has been created, please visit this website to learn how to configure your USFSP alias:
http://www.usfsp.edu/computing/files/2013/02/usfsp_alias.pdf
Step 5: Change Your GEMS Self-Service Password Using the Net ID Pages

At the Net ID sign in page, add your newly created NetID and password and click Sign In.
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
Write down your GEMS Employee ID number and click Change your GEMS Self Service Password.

Reset your GEMS Self-Service password following the requirements displayed. NOTE: to make it
easier, you may want to use the same password for your NetID and your GEMS Self Service.

Just as with the NetID password, the password strength meter will indicate when the password is
strong enough. Click Change my Password.

Click the link (www.usf.edu/gems) to go to the
GEMS page
Step 6: Sign In to GEMS Self-Service to review your information and/or to make
future changes.

From off campus, go to www.usf.edu/gems and click GEMS Self-Service. When the page opens,
enter your GEMS employee ID (including the leading zeroes) and your newly created Self Service
password. Click Sign In.
Update Personal Information – Home Address, Phone, etc.

 GEMS Self Service opens to the home page. Click Main Menu, Self Service, Personal
Information, Personal Information Summary.

Personal Information Summary displays your personal information – addresses, phone
numbers, etc. Check each category for accuracy. To update any of the information, click
Change… buttons below each section.

Check your Emergency Contacts, Email Addresses and Ethnic Groups for accuracy, update as
needed.
 Ethnicity Questions: USF collects ethnicity information on students and employees
for federal reporting purposes using a two-question format. The first question asks
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if you are Hispanic or Latino and the second asks about your race. After updating
the informationour choice, click Save, OK, and then click the Return to Personal
Information link just below the Save button.

Verify your Employee Information. If any information is incorrect contact Human Resources.
Payroll and Compensation – Direct Deposit

Use the breadcrumbs at the top of the
screen to go back two steps to Self Service.
Click Payroll and Compensation, then
Direct Deposit (see image at right).

Setup direct deposit so your paycheck is deposited automatically into your checking or
savings account. Select either checking or savings – at this time, USF only offers one
account distribution. Enter the routing number and account number of your bank account,
read the acknowledgment statement, and click Save.
Payroll and Compensation – W-4 Tax Information



Using the breadcrumbs, click Payroll and Compensation then click W-4 Tax Information.
Enter your withholding allowances and other choices and then click Submit.
You must verify your identity by entering your GEMS Self Service password. Click Continue.
Payroll and Compensation – W-2 Consent



Using the breadcrumbs, click Payroll and Compensation then click W-2/W-2c Consent.
Read the acknowledgement, if you consent to electronic W-2 and W-2c forms, check the box and then
click Submit.
Click OK to confirm.
Other Options in GEMS Self-Service
Click through the drop down menus to see other options:
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





Request/Approve Leave
View Paycheck and Compensation History
Review Benefits Summary
Review current job summary and job history
Training – enroll in training and review your training summary
Use Self-Service to Self-Identify Veteran Status and/or a Disability
GEMS Self Service allows USFSP employees to review and where appropriate add, update
and delete their information.
Step 7: Request a Bayboro Account (Faculty & Staff)

A Bayboro Account is a domain user account that allows faculty and staff to access office
computers, classroom computers and shared drives. Your Bayboro username is usually
matched to your USF NETID username. Your Bayboro account is a separate account from
your USF NETID account with access to separate resources. Please visit the following link to
request.
http://www1.usfsp.edu/computing/forms/bayboro_account_request_form.htm
Step 8: Phone and Voicemail



When you arrive to your office most likely a phone will already be available for you. If not,
you should immediately contact your department to have them order a Cisco IP phone for
you.
If your designated phone has someone else’s name and number assigned to it you can
submit a request to have the information updated by visiting:
http://www1.usfsp.edu/computing/forms/phone_directory_form.htm
To learn more about the phone and voicemail please visit:
http://www1.usfsp.edu/computing/files/2013/02/voicemail_guide.pdf
Step 9: Key Card
If you require access to buildings and labs on campus you will need to request a keycard.

 Complete the Key Card Authorization Form at


http://usfsp.edu/computing/files/2013/06/keycard_auth_form.pdf
Pay the $10.00 fee online at www.usfsp.edu/computing/cardpayment
Attach a copy of the receipt to the Key Card Authorization Form and submit to the Help
Desk in Bay 226.
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Step 10: USFSP Identification Card
The USFSP Card is the official identification card of the University of South Florida. The USFSPCard
is a multi-functional card with digitized photo and electronic identification and validation for
departments needing to verify student and/or employee status. Your first card is complimentary.
Replacement cards – $15.00.


Complete the request form at http://www.usf.edu/it/class-prep/facultystaffapplication.pdf
Take the completed form to the Nelson Poynter Library room 221 between 9-5:30 pm Monday –
Thursday or on Friday between 9-5.
Common Terms/Definitions:

myUSF – online portal to provide access to online services, including GEMS Self Service.

USFID or U Number – your unique ID number at USF.

NetID – your user ID at USF. Use to sign into myUSF.

GEMS – Global Employment System.

GEMS Self Service – Online access to your personal employment information.

Employee ID or EmplID – This 11 digit number beginning with zeroes is your User ID for GEMS
Self Service.
For more information or forms, visit the Human Resources website:
http://www.usfsp.edu/human-resources/for-new-hires/
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