IFAS HR Liaison Roundtable

1. IFAS HR Liaison Roundtable Summer Nine-Month Appointments Janet Malphurs, IFAS HR Lisa DuVall, IFAS Budget Human Resources

2. Summer Nine-Month Appointments • Summer Job File – used to appoint a faculty member for summer pay. • The summer job file will open April 15, 2019. • Instruction Guide will be available from UFHR. • Units will work with Janet Malphurs on the summer job file. Janet is setting up meetings now with the HR folks in the units. • Short Work Break – nine-month faculty will be inactive for summer on their regular faculty appointment. The process will happen in April. DO NOT PROCESS ANY EPAF’s TO PUT FACULTY ON THE SHORT WORK BREAK. • Added job row in PS with action/reason “short work break”. • Time and labor status will be inactive for the summer. Human Resources

3. Summer Nine-Month Appointments • Return from short work break – in mid summer nine-month faculty will be returned from short work break effective 8/16/19 – this is done by a process within PeopleSoft. • DO NOT PROCESS ANY EPAF’s TO RETURN THESE FACULTY FROM SHORT WORK BREAK. • Added job row in PS with action/reason “return from short work break”. • Time and Labor status will be “Active” on 8/16/19. • Instruction Guide will be available from UFHR in April on the Short Work Break process. • Short Work Break Report can be found: Main Menu>Enterprise Reporting>Access Reporting>Human Resources Information>Workforce Information>Short Work Break – this report will show faculty in a unit who will be placed on short work break effective 5/16/19. • Please contact Janet Malphurs with any questions/concerns at jmmalph@ufl.edu or 352-273-4980 Human Resources

4. Summer Nine-Month Appointments • Nine-month faculty should be discussing with their Chair or Center Director their plans for Summer during their evaluation period. • IFAS Budget Office has sent out the Summer Salary Savings estimates to the units. • FSSP forms should be sent to budget&finance@ifas.ufl.edu Human Resources

5. Summer Appointment Letter • Summer letter is available on the IFAS HR page • To be used for 9-month faculty who will have a summer job.

6. Nine-Month Concerns/Questions: • Units should run the Cost Distribution Report (CDR) in Fall for faculty on projects amount equal to what was charged less anything self funded. • Units should run the CDR now to know what is on the budget • Final Calculations will be after the final pay period for end of Spring Semester – around the week of May 20-24 • Faculty member can be paid from funds (state, IDC, SHARE, etc.) for travel if they are on a paid appointment in each semester – includes being paid on summer from salary savings program

7. Nine-Month Concerns/Questions, cont’d • Faculty can be paid (complimentary or reimbursed from an outside source) for travel if they have a paid appointment for SUMMER, if not paid during summer, NO travel can be paid. The faculty member would complete the outside activity form. • For foreign faculty they will need to be registered with UFIC. They can’t take equipment on a travel assignment unless they have an active appointment. For travel to CHINA – NO equipment can be taken on travel assignment regardless if on appointment or no appointment • New faculty member coming to UF and has an awarded grant from another institute that did not transfer over to Sponsored Research is not reimbursed for travel from UF funds for that grant that is at the other institution • Faculty member on a committee chair for a student from a previous institute will not be paid from UF funds for travel when involved in committee work for that student