HR Procedures
HR Procedures is a list of specific process topics in HR that link to documents with detailed procedures. Descriptions and contact information have been provided for each link. All fields are searchable by keyword, please see instructions under Advanced Search for more information.
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| Topic | Description | Contact |
| A&L - Accrual of Leave Hours | Accural of Leave Hours | HR |
| A&L - Administrative Leave | Administrative Leave | HR |
| A&L - ALT Audits of Leave Records & Instructions | ALT Leave Audits | HR |
| A&L - Annual Leave | Annual Leave | HR |
| A&L - Annual Leave (Philosophy) | Annual Leave Philosophy | HR |
| A&L - Attendance and Leave Roster | Attendance and Leave Roster | HR |
| A&L - Audit Procedures | Educate leave coordinators on how to execute the business processes as they apply to leave audits and timesheets | HR |
| A&L - Cashing Out Unused Leave | Cashing-Out Unused Leave Balances | HR |
| A&L - Committees, Taskforces and Elected Bodies | Hours of work: Committees, TaskForce and Elected Bodies | HR |
| A&L - Compensatory Leave Hours | Compensatory Leave Hours | HR |
| A&L - Completion of Leave Documents | Completion of Leave Documents | HR |
| A&L - Compulsory Disability Leave | Compulsory Disability Leave | HR |
| A&L - Death of Family Member | Death of Family Member | HR |
| A&L - Delegation of Authority | attendance and leave program is delegated to the individual colleges and divisions and may be further delegated at the discretion of the dean or director. | HR |
| A&L - Donation of Sick Leave | Donation of Sick Leave | HR |
| A&L - Emergency Closing - FAQ | Emergency Closing - FAQ | HR |
| A&L - Emergency Closing - INFO | Emergency Closing - INFO | HR |
| A&L - Guidelines for Nursing Mothers | Guidelines for Nursing Mothers | HR |
| A&L - Holiday Hours | Holiday Hours | HR |
| A&L - Holidays (Religious) | Religious Holidays | HR |
| A&L - How to Run Year End Report | How to Run Year End Report | HR |
| A&L - Job Related Disability Leave | Job Related Disability Leave | HR |
| A&L - Medical-Related | Medical Related | HR |
| A&L - Military Leave | Military Leave | HR |
| A&L - Non-Standard Work Week | Non-Standard Work Week (Staff only) | HR |
| A&L - Non-Standard Workweek (Staff) | Hours of work for non-standard workweek (staff) | HR |
| A&L - Other (Leave of Absences) Approval Considerations | Other types of Leave | HR |
| A&L - Overtime (Calculating Overtime Compensation) | Overtime pay situations | HR |
| A&L - Overtime, Compensatory Leave Hours and Holiday | Overtime, Compensatory Leave Hours and Work on a Holiday | HR |
| A&L - Parental Leave - Faculty | Parental Leave Procedure | HR |
| A&L - Parental Leave - Faculty (FAQ) | Parental Leave - FAQ | HR |
| A&L - Parental Leave - Faculty (Guidelines) | Parental Leave - Guidelines | HR |
| A&L - Parental Leave - Faculty (Map) | Parental Leave - MAP | HR |
| A&L - Parental Leave - Faculty (Request) | Parental Leave - Request | HR |
| A&L - Payment for Sick Balances | Cashing Out Payment for sick Leave Balances | HR |
| A&L - Personal Holiday (Staff) | Information on Staff Personal Holiday (fiscal year) | HR |
| A&L - Process Compulsory Disability Leave | Process Compulsory Disability Leave | HR |
| A&L - Professional Development | Professional Development | HR |
| A&L - Professional Development Leave | Professional Development Leave (key concepts) | HR |
| A&L - Record Keeping | Record Keeping (instructions on how to handle official records) | HR |
| A&L - Responsbilities of the Employees | Responsbilities of the Employees Organizational Unit When Approving/Denying a Request for a Leave of Absence | HR |
| A&L - Responsibilities of Leave Coordinator | Responsibilities of the Department Leave Coordinator Departmental Leave Coordinator | HR |
| A&L - Security of Employee Medical Information | Security of Employee Medical Information. Required by ADA, FMLA and Florida law. | HR |
| A&L - Sick Leave | Using Sick Leave (requesting and approving) | HR |
| A&L - Sick Leave | Sick Leave | HR |
| A&L - Sick Leave Pool Guidelines | Sick Leave Pool Guidelines for Leave Coordinators | HR |
| A&L - Sick Leave Pool Open Enrollment Instructions | 2013 Sick Leave Pool Open Enrollment Instructions | HR |
| A&L - Sick Leave Pool Open Enrollment Notice | 2013 Sick Leave Pool Open Enrollment Notice | HR |
| A&L - Sick Leave Pool Procedures | Sick Leave Pool Procedures to keep employees on paid status | HR |
| A&L - Timesheet Examples | Tracking leave on timesheet | HR |
| Advocacy Program | Victims' Assistance Program | SA |
| Appointment Changes and Impact on Benefits | Appointment changes that Impact on Benefits | HR |
| Benefits - Deferred Compensation / 457 Contact List | Provider contact listing for the Deferred Compensation / 457 plan | HR |
| Benefits - Domestic Partnership Health Stipend FAQ | Frequently Asked Questions about the Domestic Partnership Health Insurance Stipend | HR |
| Benefits - Domestic Partnership Health Stipend Program Guidelines | Guidelines for applying for the Domestic Partner Stipend Program | HR |
| Benefits - Eligibility | Information regarding who is eligible for Benefits | HR |
| Benefits - Employee Tuition Program FAQs | Frequently Asked Questions on utilizing the Employee Tuition Program | HR |
| Benefits - Employee Tuition Program Procedures | Procedures for applying for the Employee Tuition Program | HR |
| Benefits - Enrollment Change Information | Information on how to make enrollment changes (People First) | HR |
| Benefits - FMLA Definitions | FMLA Definitions | HR |
| Benefits - FMLA Department Information | FMLA Department Information (what managers and supervisors need to know) | HR |
| Benefits - FMLA Employees Rights and Responsibilities | FMLA Employees Rights and Responsibilities Poster | HR |
| Benefits - FMLA Information for Employees | FMLA Information for Employees (providing notice, documenting and use of leave, benefits, and return to work) | HR |
| Benefits - Graduate Assistant FAQ | Medical Insurance (Graduate Assistant) Frequently Asked Questions | HR |
| Benefits - Insurance (People First) FAQ | Medical Insurance Frequently Asked Questions | HR |
| Benefits - Insurance (Qualifying Status Change) | Insurance Benefit changes (Qualified Status Changes) may be made only during the annual open enrollment period. Certain changes may be made if you have a qualifying status change event. | HR |
| Benefits - IRS Retirement Contribution Limits | IRS Retirement Contribution Limits | HR |
| Benefits - Optional Retirement Providers | Optional Retirement Program Providers Contacts | HR |
| Benefits - Overview | Overview of Benefits | HR |
| Benefits - Postdoctoral Scholar Employee Guide | Employee Guide to benefits offered to Postdoctoral Scholars | HR |
| Benefits - Postdoctoral Scholars Benefit Program FAQ | Frequently Asked Questions on the Postdoctoral Scholars Benefit Program | HR |
| Benefits - Tax Sheltered Annuity (TSA) / 403(b) List | Provider contact listing the TSA / 403(b) plan | HR |
| Benefits - Temporary Employee Retirement Program (TERP) FAQ | Frequently Asked Questions about TERP | HR |
| Benefits - USF Tax Sheltered Annuity (TSA) / 403(b) Loan or Hardship Withdrawal | Procedure steps to take a Loan or Hardship Withdrawal on a USF TSA / 405(b) | HR |
| Benefits - USF Tax Sheltered Annuity (TSA) / 403(b) Plan Document | The Plan Document gives the rules and regulations to the USF TSA / 403(b) plan | HR |
| Benefits - Worker's Compensation - FAQ | Frequently Asked Questions on Worker's Compensation | HR |
| Class & Comp - Centrally Administered Pay Increases | Centrally Administered Pay Increases (Legislatively-Mandated and Collective Bargaining-Mandated) | HR |
| Class & Comp - Determining Appropriate Salary Levels | Determining Appropriate Salary Levels (Labor and External Market, Internal Equity and Person-Related Factors) | HR |
| Class & Comp - New Hire Salaries | New Hire Salaries (In association with the establishment of a new position, the pay band assignment of the job classification determines the maximum and minimum salary for an employee) | HR |
| Class & Comp - On Call Pay Process | On call status is defined as any time a Staff employee is instructed in writing by management to remain available to work during an off-duty period. | HR |
| Class & Comp - One-Time Pay for Performance | One-Time Pay for Performance (Legislatively-Mandated, USF Administered, and Collective Bargaining Bonuses) | HR |
| Class & Comp - Pay for Peformance | Pay for Performance (Increase to Base Pay) | HR |
| Class & Comp - Pay for Special Assignments | Pay for Special Assignments | HR |
| Class & Comp - Position Description (Sample) | Position Description (Sample) | HR |
| Class & Comp - Promotional Salaries | Promotional Salaries (Staff or Administration employees that are promoted, moves in a particular classification, salary range or increased responsbilities) | HR |
| Class & Comp - Retroactive Pay Process | Retroactive Pay Process (An increase in compensation resulting from the exercise of discretionary administrative authority) | HR |
| Class & Comp - Salary Delegation Authority Summary | Salary Delegation Authority Summary (Administration Employee) | HR |
| Class & Comp - Salary Delegation Authority Summary | Salary Delegation Authority Summary (Staff Employee) | HR |
| Class & Comp - Salary Delegation Authority Summary | Salary Delegation Authority Summary (Temporary Employee) | HR |
| Class & Comp - Special Pay Increase | Special Pay Increase (Salary increases which are not due to new hires, promotions, or mandated raise) | HR |
| EmplCtr - Annual Evaluation Dates | Annual Evaluation Dates (common evaluation dates for departments) | HR |
| EmplCtr - Appointments (Administration) | Appointments (things to know about Adminitration appointments) | HR |
| EmplCtr - Appointments (common changes) | Appointments (common changes: Concurrent, Job Change, Salary Rate Change, Semester Change, Supersede, and Terminations) | HR |
| EmplCtr - Appointments (Faculty) | Appointments (things to know about Faculty appointments) | HR |
| EmplCtr - Appointments (Foreign Nationals) | Appointments (things to know about Foreign Nationals appointments) | HR |
| EmplCtr - Appointments (Graduate Assistant) | Appointments (things to know about Graduate Assistant appointments) | HR |
| EmplCtr - Appointments (Staff) | Appointments (things to know about Staff appointments) | HR |
| EmplCtr - Appointments (Student) | Appointments (things to know about Student appointments) | HR |
| EmplCtr - Appointments Modifiers & Decriptions | Appointments Modifiers & Descriptions (Administration, Faculty, Staff, and Temporary) | HR |
| EmplCtr - Employee Review Position Description | As an Employee at USF, you have Employee access to Careers@USF to review and certify your PD online | HR |
| EmplCtr - Employee Role-Certify Your Position | Review Your Own Position Description | TM |
| EmplCtr - Expired Documents & Employees (changed immigration status) | Expired Documents & Employees Who Have Changed Immigratin Status | HR |
| EmplCtr - Faculty Admin Codes | Faculty Admin Codes | HR |
| EmplCtr - Faculty Summer FTE Calculations | Faculty Summer FTE (Full-Time Equivalent calculations) | HR |
| EmplCtr - Foreign National Training | Foreign National Training | HR |
| EmplCtr - FTE & Standard Hours Conversion Chart | FTE (Full Time Equivalent) & Standard Hours Conversion Chart | HR |
| EmplCtr - Important Documents, Terms and Procedures | Important Documents, Terms and Procedures (Foreign Nationals) | HR |
| EmplCtr - Instructions for Completing the Faculty Out of Cycle Compensation Form | Instructions for completing the FOCC form | HR |
| EmplCtr - New Hires | New Hires and RightStart at USF (Foreign Nationals) | HR |
| EmplCtr - Performance Evaluation (Administration) | Performance Evaluation (Administration) | HR |
| EmplCtr - Performance Evaluation (Staff) | Performance Evaluation (Staff) | HR |
| EmplCtr - RightStart | RightStart (things to know about RightStart) | HR |
| EmplCtr - Temporary (Formerly OPS) Employment Guidelines | Guidelines for the employment of temporary (formerly OPS) employees | HR |
| Employee Tuition Program | ETP Employee Tuition Program | HR |
| ER - Alcohol/Drug Testing | Alcohol/Drug Testing for Jobs Requiring CDL | HR |
| ER - Alcohol/Drug Testing Definitions | Alcohol/Drug Testing for Jobs Requiring CDL Definitions | HR |
| ER - Alcohol/Drug Testing Summary of Program Responsbilities | Alcohol/Drug Testing Summary of Program Responsbilities (Employee, Supervisor, Dean/Director/Designee, HR) | HR |
| ER - Complaint/Grievance Process (Non-Faculty) | Complaint/Grievance Process | HR |
| ER - Disability Accomodations | Disability Accomodations | HR |
| ER - Discipline (Staff Employees) | Discipline for Staff Employees | HR |
| ER - Equal Employment Opportunity Poster | Equal Opportunity Poster | HR |
| ER - Exit Process and Exit Interviews | Exit Process and Exit Interview | HR |
| ER - Fair Labor Standards Act | FLSA - Fair Labor Standards Act (Employee Rights under FLSA) | HR |
| ER - Florida Child Labor Laws | Child Labor Laws (The State of Florida and the FLSA) | HR |
| ER - Florida Law Prohibits Discrimination Poster | Florida Law Prohibits Discrimination Poster | HR |
| ER - Florida Unemployment Compensation | Florida Unemployment Compensation Notice | HR |
| ER - FMLA | FMLA - Family Medical Leave Act (Employee Rights & Responsibilies under FMLA) | HR |
| ER - Health Risks Associated with Alcohol Abuse and Illicit Drugs | Health Risks Associated with Alcohol Abuse and the Use of Illicit Drugs | HR |
| ER - How to Report Work-Related Injury | How to Report a Work-Related Injury or Illness | HR |
| ER - Layoff & Reemployment Procedure | Layoff & Reemployment Procedure | HR |
| ER - Minimum Wage in Florida | Minimum Wage in Florida | HR |
| ER - Non-reappointment (Administration Employees) | Non-reappointment of Administration Employees | HR |
| ER - Performance Improvement Plan | Performance Improvement Plan (template) | HR |
| ER - Performance Management - Staff | Performance Management -Staff Employees | HR |
| ER - Probationary Employees Procedures | Probationary Employee Procedures (Staff Employees) | HR |
| ER - Salario Minimo en Florida | Salario Minimo em Florida (Florida Minimum Wage in Spanish) | HR |
| ER - SMART Performance Standards, Expectations and Goals | SMART (Specific, Measurable, Action-Oriented, Reachable and Time-bounded) Performance Standards, Expectations and Goals | HR |
| ER - USF Progressive Steps for Disciplinary Action | USF Progressive Steps for Disciplinary Action (used for administration of disciplinary actions for various types of misconduct when just cause has been established) | HR |
| ER - Volunteer Guidelines | Volunteer Guidelines for hiring a volunter at USF | HR |
| ER - Where to Get Help (Alcohol and/or Drugs) | Where to Get Help (Alcohol and/or Drugs) Local phone numbers, web sites and addresses. | HR |
| ER - Worker's Compensation | ER - Worker's Compensation (notice of compliance) | HR |
| ER - Worker's Compensation FAQ | Worker's Compensation (Frequently Asked Questions) | HR |
| ER - Working Drug-Free Works | ER - Working Drug-Free Works (Poster) | HR |
| ER - Your Rights Under USERRA | USERRA (Uniformed Services Employment and Reemployment Rights Act) | HR |
| eRightStart - New Employee Onboarding | Instructions for new employees to create a NetID, set up a GEMS Self Service password and complete new hire paperwork online. | TM |
| eRightStart - Quick Start Guide for New Employees | Printable guide for new employees to complete eRightStart onboarding steps. | TM |
| Fair Labor Standards Act | Fair Labor Standards Act | HR |
| Payroll - Changing Name or Address | Changing Name or Address using GEMS Self Service | HR |
| Payroll - Claiming Exemption W-4 | Claiming Exemption on W-4 | HR |
| Payroll - Combination Code | Combination Code (part of the pay distribution process) | HR |
| Payroll - Compensatory Leave Payout | Compensatory Leave Payout | HR |
| Payroll - Criminal Justice Incentive Pay | Criminal Justice Incentive Pay | HR |
| Payroll - Final Payment for Deceased Employee | Final Payment for Deceased Employee | HR |
| Payroll - GEMS Bi-weekly Schedule | GEMS Bi-weekly Schedule | HR |
| Payroll - GEMS Self Service | GEMS Self Service | HR |
| Payroll - GEMS Self Service Paycheck Printing Instructions | Instructions for printing paycheck from GEMS Self Service | HR |
| Payroll - Guide for NRA's Completing IRS Form W-4 | Guide for NRA's Completing IRS Form W-4 | HR |
| Payroll - How Pay Distribution Works | How Pay Distribution Works | HR |
| Payroll - Instructions for Using the Payroll Certification Adjustment Form | Instructions for Using the Payroll Certification Adjustment Form | HR |
| Payroll - Instructions on Electronic Submission of RETs | Instructions on Electronic Submission of RETs | HR |
| Payroll - Leave Payout Operating Procedures | Leave Payout Operating Procedures | HR |
| Payroll - Non-Recurring Compensation Guidelines for Departments | Non-Recurring Compensation Guidelines for Departments | HR |
| Payroll - Non-resident Alien Federal Withholding Requirements | Non-resident Alien Federal Withholding Requirements | HR |
| Payroll - On Demand Checks | On Demand Checks | HR |
| Payroll - Pay to NRA | Pay to NRA (Non-Resident Alien) | HR |
| Payroll - Paycheck Distribution | Paycheck Distribution Number | HR |
| Payroll - Paycheck Distribution Calculations | Paycheck Distribution Calculations | HR |
| Payroll - Paycheck Pick-up | Paycheck Pick-up | HR |
| Payroll - Payment of Unused Annual Leave | Payment of Unused Annual Leave | HR |
| Payroll - Payment of Unused Sick Leave | Payment of Unused Sick Leave | HR |
| Payroll - Payment of Unused Special Compensatory Leave | Payment of Unused Special Compensatory Leave | HR |
| Payroll - Payroll Certification Process | Payroll Certification Process | HR |
| Payroll - Replacing Paycheck | Replacing a Lost or Stolen Paycheck | HR |
| Payroll - RET (Retroactive Expenditure Transfer) | Payroll- RET (Retroactive Expenditure Transfer) | HR |
| Payroll - RET (Retroactive Expenditure Transfer) | Payroll- RET (Retroactive Expenditure Transfer) | HR |
| Payroll - RSA Check | RSA (Remaining Spending Authority) Check | HR |
| Payroll - Savings Bonds | Savings Bonds | HR |
| Payroll - Student FICA FAQ | Student FICA (Frequently Asked Questions About Student FICA Guidelines) | HR |
| Payroll - Student FICA Guidelines | Student FICA (Guidelines) | HR |
| Payroll - Student FICA Tax Exemption Procedure | Student FICA Tax Exemption Procedure | HR |
| Payroll - Underpaid Paycheck | Underpaid Paycheck | HR |
| Payroll - USF Pay Period Calendar in Excel | Payroll - USF Pay Period Calendar | HR |
| Payroll - USF Pay Period Calendar in PDF | Payroll - USF Pay Period Calendar | HR |
| Payroll - What is FICA | What is FICA (Federal Insurance Contribution Act) | HR |
| Payroll- Retroactive Payment | Payroll- Retroactive Payment | HR |
| Recruit - Applicant Quick Start Guide | Careers@USF Applicant Quick Start Guide | HR |
| Recruit - Assessing Education and Past Work Experience | This form will assist you with assessing an applicant's education and past working experience when determining if they meet the minimum qualifications for a job. | HR |
| Recruit - Background Check (FAQ's) | Criminal History Background Check | HR |
| Recruit - Background Check Procedure | Criminal History Background Check | HR |
| Recruit - Careers@USF Departmental User Guide (Careers@USF) | Careers@USF Departmental User Guide | TM |
| Recruit - Complete Hiring Proposal (Careers@USF) | Complete Hiring Proposal | TM |
| Recruit - Conducting Effective Reference Checks | Conducting Effective Reference Checks | HR |
| Recruit - EOL User (Careers@USF) | EOL User | TM |
| Recruit - Faculty Guidelines | Faculty Guidelines | HR |
| Recruit - Fingerprinting | Criminal History Background Check | HR |
| Recruit - Hiring and Personnel Action Guidelines | Guidelines regarding hiring and personnel action freeze | HR |
| Recruit - How Do I Find an Action, Hiring Proposal or Position (Careers@USF) | How Do I Find an Action, Hiring Proposal or Position | TM |
| Recruit - How to Approve an Action (Careers@USF) | How to Approve an Action | TM |
| Recruit - How to Determine Veteran's Preference at USF | Guide to Assist a hiring manager in determining whether a job applicant has successfully claimed veteran's preference for a USF job posting | HR |
| Recruit - How to Modify an Existing Position Description (Careers@USF) | How to Modify an Existing Position Description | TM |
| Recruit - How to Reclassify an Existing Position Description (Careers@USF) | How to Reclassify an Existing Position Description | TM |
| Recruit - How to Review Applicants as a Guest User or Search Committee Member (Careers@USF) | How to Review Applicants as a Guest User or Search Committee Member | TM |
| Recruit - How to Set Up Guest Users/Search Committee (Careers@USF) | How to Set Up Guest Users/Search Committee | TM |
| Recruit - RightSearch 01 Philosophy | RightSearch Philosophy | HR |
| Recruit - RightSearch 02 Preparing for Recruiting | RightSearch Preparing for Recruiting | HR |
| Recruit - RightSearch 03 Posting the Vacancy | RightSearch Posting the Vacancy | HR |
| Recruit - RightSearch 04 Posting Position Internal Recruitment | RightSearch Posting Position Internal Recruitment | HR |
| Recruit - RightSearch 05 Advertising Vacancy | RightSearch Advertising Vacancy | HR |
| Recruit - RightSearch 06 Assessing Applicant Pool | RightSearch Assessing Applicant Pool | HR |
| Recruit - RightSearch 07 Reviewing Application/Resumes | RightSearch Reviewing Applications/Resumes | HR |
| Recruit - RightSearch 08 Interview and Selection Process | RightSearch Interview and Selection Process | HR |
| Recruit - RightSearch 09 Approvals | RightSearch Approvals | HR |
| Recruit - RightSearch 10 Making an Offer | RightSearch Making an Offer | HR |
| Recruit - RightSearch 11 Retention Records | RightSearch Retension Records | HR |
| Recruit - Roles and Responsbilities (Hiring and Recruitment) | Assist hiring authorities in the recruitment and selection processes. | HR |
| Telecommuting Processes - Approval Procedures | Approving a Telecommuting Arrangement | HR |
| Training - How do I register for a program? | How do I register for a program using GEMS Self Service | TM |
| Training - What types of programs are available? | What types of programs are available through Talent Management | TM |
| Training - Who does training at the University? | Who does training at the University and What services are available to your department. (Talent Management) | TM |