ADMINISTRATION

New Appointments

IMPORTANT:  Some of the forms on this page are in pdf format.  If you do not have Adobe Acrobat Reader installed on your computer, you can download a free copy.

After following the proper procedures for the RightSearch complete the appointment packet.

If the employee is new to USF, you must use the “ GEMS Appointment Form”. Always ask if the employee is working or has worked elsewhere on campus. If so, they are likely to have a GEMS record and therefore you may use the Appointment Status Form (ASF), which is easy to process and is linked with the SSN and employee ID in GEMS. Check Job Data on GEMS for other appointments before the employee begins working. Faculty and Staff appointments cannot exceed 40 hours/1.0 FTE without dual compensation processing. There are limitations to the number of hours foreign nationals on F-1 visas can work (20 hours/.5 FTE during regular semesters and 40 hours during breaks and summer).  Administration are employed for a specific contract period (12-month).  Click here to learn how to calculate the correct salary to input on the appointment paper.

For initial appointments (original hires, rehires, or transfers to different departments), you may submit the pay distribution and warrant distribution information on the appointment paper/Appointment Status Form or on the Pay Distribution Form or Warrant Distribution Form. 

New Hire Employment Packet

	GEMS Appointment Form
		Complete the highlighted fields
		Indicate the appointment modifier (Employee Class) with the Job Title (e.g., Visiting Coordinator, Human Services)
		Authorized signature from administrative or accountable officer
	RightStart - Letters of Offer
	I-9 Form (you must have Adobe Acrobat Reader to access this form)
		Properly completed by employee and the employer (see first page of the form for instructions)
		Verification of identity and employment eligibility
		Must be completed within 3 business days of the hire date (employee must complete the top section and sign by 1st day of employment)
		Updating and re-verification section is filled out for a change in status and extension of expired documents
		Original copy of this form is required to be on file in Human Resources
	W-4 Form & Copy of Social Security Card
		Completed accurately and signed by the employee
		Foreign Nationals may not claim "EXEMPT" on this form (if their country has a tax treaty with the United States, the appropriate 8233 forms for exemption can be filled out with Gale Acierto in Payroll, 974-8401)
	New Employee Information Sheet
		Loyalty Oath on form must be notarized
		Please use revised form that does not include questions pertaining to disability (revision date 8/01)
	USF Application
		Completed accurately and fully
		Review questions pertaining to conviction and substance abuse
		Note information regarding relatives working for the University to ensure no violation of nepotism rule
		Employee original signature on certification (last) page
Additional Paperwork (Conditional - Required When Appropriate)

	Proof of Selective Service (Non-OPS, males, 18-26 years of age)
		You can obtain verification via the Internet at https://www4.sss.gov/regver/verification1.asp

	Foreign National Information Form (FNIF) - Required for all Non-Resident Aliens (otherwise known as "temporary aliens"); legible copies of the following documents must be attached to the FNIF and submitted with the appointment package in order for the package to be processed.  For more information on appointing non-citizens, go to the International Employees page.
		Copy of Social Security Card
		Copy of unexpired Passport (displaying name, passport #, & expiration date)
		Copy of I-94 card (displaying admission date and number, & visa type {e.g., F1 or J1})
		Copy of DS-2019 (formerly IAP-66) if J1 visa
		Copy  of I-20 if F1 visa
		Copy  of I-797a if H1B visa
		OR, in lieu of documents listed above, Resident Aliens require a copy of I-551 Resident Alien Card (Green Card)  Please follow instructions for filling out an I-9 for Non-Resident employees via our I-9 presentation.

 
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