STAFF
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).
For initial appointments (original hires,
rehires, or transfers to different departments), you may submit the pay
distribution and warrant distribution information on the
Position 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. |
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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Indicate
the appointment modifier (Employee Class) by the Job Title (e.g.,
Emergency Secretary) |
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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 out with
Gale Acierto in Payroll, 974-8401) |
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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 |
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Completed accurately and fully |
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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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Proof of Selective Service (Non-OPS, males, 18-26 years
of age) |
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You can
obtain verification via the Internet at
https://www4.sss.gov/regver/verification1.asp |
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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) |
