Sign-in Training

1. Sign-in Training HR-Records records@ucf.edu

2. Sign-In Procedure:Objectives Define types of new employees Identify required new employee documents Explain proper completion of documents

3. Sign-In Procedure:Objectives Define types of new employees Identify required new employee documents Explain proper completion of documents

4. Types of Employees Brand New Line Employees Brand New OPS (Other Personnel Services) Employees OPS to Line Employees Rehires

5. Line Employees Administrative & Professional (A&P) Benefits holding position that is exempt from overtime. Executive Service Faculty (FAC) Benefits holding position that is exempt from overtime. University Support Personnel System (USPS) Benefits holding position that is either exempt or non-exempt from overtime. Post-Doctoral Associates (Post-Doc) Contract employee that is eligible for limited benefits.

6. OPS Employees Undergraduate Students (OPSSTU) Temporary jobs without benefits that are either subject or exempt from FICA taxes. Federal Work Study or Non-Work Study. Graduate Students (OPSGRD, 918#) Contracted (9181-9187)or hourly (OPSGRD) temporary jobs. OPS Non-Students (Hourly employees with an USPS Job Code, Adjuncts) Non-student temporary jobs.

7. 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)

8. 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 cannotbegin work until the department or college receives approval from ISC. • ISC completes all hiring paperwork for international employees.

9. Paperwork Hire 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, a rehire packet is not required. Only a hire ePAF (and contract if applicable). A rehire packet (in addition to a hire ePAF) must be submitted for employees separated from UCF for over one semester (or 120 days). OPS to Line Paperwork (in addition to a hire ePAF) must be submitted.

10. Sign-In Paperwork Checklist • Sign-In Paperwork checklists per employee group are also found on the HR website.

11. 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. • For more information, please review the attachment guidelines.

12. 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

13. 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.

14. Agreements Required for all employees except USPS and OPS hourly. Faculty Agreements are issued by Academic Affairs. A&P and Executive Service Agreements are issued by Compensation. Post-Doctoral Associate, adjunct, and graduate student agreements are completed at the department level.

15. Faculty Applicant Affirmation Form • Only Faculty, Post-Doctoral Associates, and Adjunct Employees complete this form. • The form is found at http://provost.ucf.edu as it is maintained by Academic Affairs.

16. SSA-1945 • Required for OPS Non-Students, Adjuncts, and Post-Docs. • Notice the employee is being entered into the FAPLAN plan. • Form must be submitted with hire/rehire packets. • Records will not approve ePAF without the form.

17. 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.

18. 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.

19. Employee Acknowledgement Required for all employees to complete. Employee signs that they understand Worker’s Compensation procedures. Department representative also signs form. Provided by OptaComp.

20. Electronic I-9 • If you will be completing I-9 Forms, you must attend the Electronic I-9 Training • Available Sessions: • Please check for course I-9 • Contact Aubrey Jayanama with questions • For more information, please see the HR Website.

21. 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.

22. 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.

23. OPS Hourly Non-Student Affirmation Form • Included in hire packet sent to Records for all OPS Hourly Non-Student employees. • Submitted when an employee goes from a student job code to a non-student job code. • Must be signed by employee.

24. 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.

25. 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.

26. 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.

27. Retirement Status Notification Form • Required for all employees to complete (yes, even students). • Notice of a retiree.

28. 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.

29. 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.

30. 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.

31. Human Resources Employment of Relative Form • Completed by departments for A&P, USPS, and OPS Non-Students employees who answer yes to the Employment of Relatives question on the Personal Data Sheet and where the relative works in the same Department or College. • The form must be completed and approved before the employee begins work.

32. Faculty Relations Employment of Relatives Form • Completed by departments for Faculty, Adjuncts, Post-Doctoral Associates, Undergraduate and Graduate Student employees who answer yes to the Employment of Relatives question on the Personal Data Sheet and where the relative works in the same Department or College. • The form must be completed and approved before the employee begins work.

33. 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.

34. Additional Resources • Human Resources Website (www.hr.ucf.edu) • Navigate to Managers & HR Liaisons-Records-Employee Sign-in Paperwork