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If the employee is new to USF, you must use the
GEMS Appointment Form. |
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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 Social Security Number and Employee ID in GEMS. |
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Check Job Data on GEMS for other appointments
before the employee begins working. |
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There are limitations to the number of hours
international students can work (20 hours/.5 FTE during regular
semesters and 40 hours during breaks and summer).
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For initial
appointments (original hires, rehires, or transfers to different
departments), you may submit the pay distribution and warrant
distribution information on the
Appointment Distribution Form or on the appointment
paper/Appointment Status Form.
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If providing the
information on the appointment paper or Appointment Status Form,
we ask that you submit two copies of the form.
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Since the
appointment and the pay distribution processes are segregated in
many departments, you may need to work closely with your
counterpart to ensure a coordinated submission of both pieces of
information. Sending the pay distribution and warrant distribution
information apart from the appointment paperwork will result in a
less efficient process, which may cause errors and delays. In
addition, if you fail to submit the warrant distribution along
with your pay distribution information it could result in the
employee's paycheck being distributed to the wrong
location/department on payday.
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This process is
voluntary and offered to you as an added service. While you are
not required to follow this process, we encourage you to do so to
ensure timely and accurate pay distribution and warrant
distribution information.
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After following the
Recruitment and Selection Guidelines for OPS, complete the
New Hire Paperwork
for new employees who are not in GEMS
All forms and
documents should be completed and submitted to the appropriate
Appointment Representative no later than the 3rd day of initial
employment. |
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GEMS Appointment Form |
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Complete
the highlighted fields |
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Use the
appropriate
job code |
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Authorized signature from administrative or accountable officer |
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I-9 Form (you must have
Adobe
Acrobat Reader to access this form) |
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Properly
completed by employee and the employer (see first page of the form
for instructions) |
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Verification of identity, employment and eligibility |
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Employer
must sign this document within 3 business days of the hire date
(employee must complete top section by first day of work) |
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Updating
and re-verification section is filled out for a change in status and
extension of expired documents |
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Original
copy of this form is required to be on file in Human Resources |
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W-4 Form & Copy of Social
Security Card |
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Completed accurately and signed by the employee |
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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 in Payroll,
974-7955) |
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New Employee Information Sheet |
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Loyalty
Oath on form must be notarized |
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Please
use revised form that does not include questions pertaining to
disability (revision date 8/01) |
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USF Application
or
Certification of Employability |
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Completed accurately |
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Review
questions pertaining to conviction and substance abuse |
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Note
information regarding relatives working for the University to ensure
no violation of
nepotism rule |
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Employee
original signature on certification (last) page |
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Additional Paperwork (Conditionally Required) |
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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. |
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Copy of
Social Security Card |
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Copy of
unexpired Passport (displaying name, passport #, & expiration date) |
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Copy of
I-94 card (displaying admission date and number, & visa type {e.g.,
F1 or J1}) |
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Copy of
DS-2019 (formerly IAP-66) if J1 visa |
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Copy of
I-20 if F1 visa |
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Copy of
I-797a if H1B visa |
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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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Adjunct Faculty
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RightStart
- Letters of Offer
- signed acceptance by employee, required for each contract period
appointed |
