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Student OPS
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.
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 should use the
Appointment Status Form
(ASF), which is easy to process and is linked with the employee ID
in GEMS. Check Job Data on GEMS for other appointments before the
employee begins working. Follow the Rehire - Student
OPS instructions below if the employee has a record in GEMS.
Students may be appointed
a total of 40 concurrent hours
per week. There
are limitations to the number of hours foreign nationals on F1 Visas can
work (20 hours/.5 FTE during regular semesters and 40 hours during
breaks and summer).
To be appointed as a
student employee and be "exempt" from the FICA deductions, the student
must: be enrolled half-time for the semester appointed, be enrolled
half-time over the entire summer sessions if the appointment is for a
summer session. For an undergraduate student, this is six hours. For a
graduate student, this is five hours. The students intent regarding the
number of hours he/she will be enrolled must be clearly stated in the
remarks section of the Appointment Status Form. An exception to the
half-time requirement is granted if the student is enrolled less than
six/five hours but for the number of hours necessary to complete his/her
degree requirements, or is enrolled for a two hours thesis or one hour
dissertation course. Otherwise, the student will be "subject" to the
FICA deductions. For more information on
FICA status for students, click here.
For information on students paid
through the Federal Work Study Program, please go to http://usfweb2.usf.edu/usfpers/
fwsp/home.htm
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.
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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FWSP (Federal Work Study Program)
Students - Indicate on the GEMS Appointment form if the student is
an FWSP Student. You must have the FWSP
funds in order to hire a student as an FWSP employee |
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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 |
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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) |
Return
to Table of Contents
Student OPS
Appointing Previous Employees
If the employee has a
record in GEMS (i.e., has previously worked or is now working at USF),
it is possible that the only paperwork needed to process this new
appointment is the
Appointment Status Form (ASF).
Additional Paperwork
(Conditionally Required)
W-4 Form and copy of Social Security Card
Needed only if information
has changed (e.g., withholding allowances, marital status, name ,
address, etc.)
I-9 Form (you must have
Adobe
Acrobat Reader to access this form)
Needed if more than 3 years
has lapsed since the last termination date; or
If any employment
verification information has changed
Employment
Authorization Documentation for Foreign National
Return to Table of Contents
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