Business Services

Human Resources

The Human Resources (HR) team in Business Services facilitates job actions, time and labor functions, inquiries, workforce administration, FMLA event management, and more for UF/IFAS Extension employees.

You can find more information about UF at http://www.ufl.edu/ and more specific information about employment benefits and processes at https://hr.ufl.edu/. These websites contain a multitude of interesting and enriching topics.

Please review the information below and take advantage of these resources or reach out for assistance to Becky Redmond, bredmond@ufl.edu, (352) 273-3429, Beth McLaughlin, eamclaughlin@ufl.edu, (352) 273-3428, or Dana Parrish danaparrish@ufl.edu, (352) 395-1788. Documents with sensitive information like Social Security Numbers or medical information should be faxed to (352) 392-5259.

Information for Current Employees and Supervisors

Time Entry

Salaried Faculty and TEAMS Employees (Exempt):

As an exempt employee you are salaried and therefore exempt from the Wage and Hour overtime laws. As such your time entry is automatically populated for you to receive your bi-weekly pay.

You do need to enter any vacation or sick leave that you take. Here is a link to a PDF to provide instructions on “Entering & Adjusting Time & Leave: Exempt TEAMS & Faculty.”

http://training.hr.ufl.edu/instructionguides/time&labor/entering_adjusting_time_exempt_teams_faculty.pdf

Hourly TEAMS & USPS (Non-Exempt):

As a non-exempt employee you are included in the Wage and Hour laws and work on an hourly salary.

To receive your bi-weekly pay, you must enter your time on a daily basis by inputting your in and out times.

Here is a link to a PDF to provide instructions on “Entering & Adjusting Time and Leave: Hourly TEAMS & USPS (Non-Exempt) http://training.hr.ufl.edu/instructionguides/time&labor/entering_adjusting_time_nonexempt_teams_usps.pdf

Hourly OPS (Non-Exempt)

As an hourly OPS you do not earn vacation or sick leave.

Here are links to a PDF and Simulation to provide instruction on “Entering & Adjusting Time: Hourly OPS (Non-Exempt) http://training.hr.ufl.edu/instructionguides/time&labor/entering_time_nonexempt_ops.pdf

http://training.hr.ufl.edu/resources/time_and_labor/enter_adjust_time_ops/index.html

FMLA/Parental Leave
FMLA Introduction

The Family and Medical Leave Act (FMLA) entitles eligible employees to take up to 480 hours per year of unpaid, job-protected leave for specified family and medical reasons. UF meets the minimum FMLA requirements and in some cases provides additional time away benefits (such as for Parental Leave) that are detailed on the FMLA page. You may use your accrued vacation and/or sick leave, or use leave without pay, during your FMLA event.

The UF HR Central Leave team is available to support you through the FMLA process, provide additional information, and address any questions you may have at any time. Contact them at fmla@hr.ufl.edu or (352) 392-2477. You may also contact Dana Parrish, IFAS Extension Administration Business Services, danaparrish@ufl.edu or (352) 392-1788) for assistance in navigating the FMLA process.

If you think you may have an FMLA qualifying event
- To get started with the FMLA process or for eligibility questions, fill out the FMLA Preliminary Request Form or contact Central Leave at 352-392-2477.
- After you submit your Preliminary Request Form, UF Central Leave will review your request and notify you if they need more documentation. Please note: UF uses a “Rolling Calculation” method for determining the amount of FMLA leave an employee is eligible to take. Please refer to UF’s FMLA site for details on eligibility and a link to the UF Rolling FMLA Calculator, or contact either UF HR Central Leave or the Extension Business Services HR Liaison for determining your remaining FMLA eligibility.
- Once Central Leave has received all the documentation required for assessing your FMLA event, they will send you an Extended Leave of Absence (ELOA) form, pre-filled with your information, dates for your leave of absence, and the type(s) of leave. Please review the form for accuracy and make sure your Extension Business Services HR Liaison, Dana Parrish receives a copy of the ELOA form.
- The Extension Business Services HR Liaison will route the ELOA form for all required signatures on your behalf, including yours – you do not need to sign the form before providing it to Extension Business Services HR.
- Salaried (exempt) employees please note: If your FMLA Leave of Absence is Continuous or Reduced Work status, your time will NOT auto-populate until you return from your leave of absence status. If you would like help with entering your time, please contact your Extension Business Services HR Liaison to work out details. If your Leave of Absence status is Sporadic, your time will continue to populate as it normally does, and you will just enter FMLA vacation or sick leave as appropriate.
If your FMLA event is for Parental Leave
- You may be eligible to use up to 6 months of UF Parental Leave, including the initial 480 hours of FMLA leave. You will use your accrued vacation or sick leave, and will code that as FMLA time on your timesheet. The Parental Leave eligibility will be determined by Central Leave with your FMLA Preliminary Request that you submit online.
- UF offers qualifying employees the option to borrow Paid Parental Leave (up to 240 hours) from UF, to be repaid within 3 years. The borrowed leave balance will be reflected on your paycheck details to help you track your remaining leave available and the amount you need to repay. This requires a separate request form.
When you are ready to start repaying your Paid Parental Leave debt (with any combination of vacation and sick leave that you prefer), please contact your Extension Business Services HR Liaison for assistance. It’s a fairly simple process.

COUNTY ANNUAL FISCAL STATEMENT (CAFS)

County Annual Fiscal Statement (CAFS)

Onboarding (Faculty/TEAMS/OPS)

Our goal is to make your hiring experience as smooth as possible. Our experienced HR team is here to assist with any questions you have and to shepherd you through the hiring process. To that end, Becky Redmond is our HR Liaison for Faculty personnel actions and Beth McLaughlin is our HR Liaison for TEAMS, OPS, and Intern positions.

FACULTY TALENT
New Hire Employee Information:

Faculty recruitment is managed by the Senior Associate Dean for Extension in cooperation with District Extension Directors (DED) and County Governments. Job posting, candidate screening, interviews, and decisions are facilitated with the UF/IFAS Human Resources, Diversity and Inclusion office. You can find more information on this office at https://hr.ifas.ufl.edu/.

Once a faculty applicant is selected for a particular position, the Extension HR team works with the Senior Associate Dean and DED to start the onboarding process.

After the faculty receives their letter of offer they will initially work with the DED and respective Administrative Specialist to gather paperwork required for the hiring process.

There are a few key areas that could affect and/or delay your start date:
- Relatives Who Already Work at the University of Florida
- Social Security (SS) Card - Missing, Lost, or Card with a Non-Legal Name Displayed:
- Background Screening
As your onboarding process continues here is what to expect:
- As stated in your letter of offer, your official hire date is contingent upon receipt of a clear for hire from your background screening.
- Once the background screening is received, the Extension HR team, currently Becky Redmond, will notify the DED office to coordinate with the candidate about any remaining action items that may need to be completed.
- When the required documents are all in place, you will receive UF’s Gatorstart invitation via the personal email you provided during the interview process to complete your hire. Please complete the Gatorstart process immediately so the hire can proceed in the system.
- Once the hire has been processed and approved in the UF payroll system you will receive a confirmation email from the Extension HR Team, currently Becky Redmond.
Helpful Tips

o Make sure you have a current valid driver’s license.

o Coordinate requesting official transcripts with the DED Administrative Specialist.

o Ensure three letters of recommendation have been submitted.

IMPORTANT: Faculty who will be receiving a portion of their pay from the County Government will receive separate instructions for the hiring process required from that respective county.

Other Job Actions for your UF employment after your hire are processed through the Extension HR Team.

Faculty Benefits:

Information about UF benefits can be obtained from Debbie Sellers:

Debbie Sellers

Benefits Specialist II, Office of Human Resource Services

Institute of Food and Agricultural Sciences

2044 McCarty Hall D, PO Box 110281, Gainesville, FL 32611

Phone: 352-273-3442; Fax: 352-392-3226; debbiesellers@ufl.edu / www.hr.ufl.edu

TEAMS TALENT
New Hire Employee Information:

You may be in the process of applying for a TEAMS Talent position with UF – or you may have been selected for a position and already signed your UF/IFAS Extension Letter of Offer.

When the time comes, your Hiring Authority/Supervisor will put you in contact with the IFAS Extension Business Services Onboarding Liaison.

During your Onboarding with UF/IFAS Extension, we will communicate clear and concise steps to successfully handle your hire into the UF family as thoroughly and efficiently as possible!

Your Hiring Authority/Supervisor and your IFAS Extension Business Services Onboarding Liaison will be available to assist you in navigating the key checkpoints along your hiring timeline, so that you have a seamless and enjoyable UF Onboarding experience.

The Onboarding Liaison will create a customized and secure DropBox link for your use. This DropBox will be utilized to provide all your completed/signed New Hire Forms in a safe and secure hiring portal.

There are a few key areas that could affect and/or delay your start date:
- Relatives Who Already Work at the University of Florida
Social Security (SS) Card - Missing, Lost, or Card with a Non-Legal Name Displayed:
- You will need to provide a signed copy of your SS Card for UF Onboarding. If you have misplaced/lost your SS card or your legal name has changed, you should apply for a replacement Social Security online, with the Social Security Administration. When you apply for your card you will receive a Confirmation Page. This Confirmation Page showing you have applied for a replacement SS Card can be submitted with your new hire packet and will suffice as a ‘placeholder’ to proceed with your onboarding. As soon as you receive your replacement SS card, please provide that to your Onboarding Liaison.
Background Screening
- A background screening will be required. The type of screening you receive will depend on your position responsibilities.
Helpful Tips

Make sure you have a current valid driver’s license

OPS TALENT
You may be in the process of applying for an OPS Talent position with UF – or you may have been selected for a position.

When the time comes, your Hiring Authority/Supervisor will put you in contact with the IFAS Extension Business Services Onboarding Liaison.

During your Onboarding with UF/IFAS Extension, we will communicate clear and concise steps to successfully handle your hire into the UF family as thoroughly and efficiently as possible!

Your Hiring Authority/Supervisor and your IFAS Extension Business Services Onboarding Liaison will be available to assist you in navigating the key checkpoints along your hiring timeline, so that you have a seamless and enjoyable UF Onboarding experience.

The Onboarding Liaison will create a customized and secure DropBox link for your use. This DropBox will be utilized to provide all your completed/signed New Hire Forms in a safe and secure hiring portal.

There are a few key areas that could affect and/or delay your start date:
- Relatives Who Already Work at the University of Florida
Social Security (SS) Card - Missing, Lost, or Card with a Non-Legal Name Displayed:
- You will need to provide a signed copy of your SS Card for UF Onboarding. If you have misplaced/lost your SS card or your legal name has changed, you should apply for a replacement Social Security online, with the Social Security Administration. When you apply for your card you will receive a Confirmation Page. This Confirmation Page showing you have applied for a replacement SS Card can be submitted with your new hire packet and will suffice as a ‘placeholder’ to proceed with your onboarding. As soon as you receive your replacement SS card, please provide that to your Onboarding Liaison.
Background Screening
- A background screening will be required. The type of screening you receive will depend on your position responsibilities.
Helpful Tips

Make sure you have a current valid driver’s license

Offboarding (Faculty/TEAMS/OPS)

Having a smooth transition out of UF employment is just as important as bringing people in as UF employees. Here is some good information on what you should cover as an employee exits.

Supervisor Action Items
- Notify your IFAS Extension Business Services HR Liaison when an employee is departing
- Provide their Name, UFID, Your Dept ID, Last Workday and reason for leaving
- Furnish a signed Letter of Resignation or forward a resignation email – to your HR Liaison
- No later than an employee’s last day: collect any keys or access cards to your office building
- Follow this link to obtain an Offboarding Checklist from UF HR. Completing this form is not required and will not be request by your HR Liaison; it is just intended to be a reference: https://hr.ufl.edu/forms-policies/forms-managers/

Employee Action Items
- Be sure you submit outstanding Expense Reports for non-reimbursed travel expenses related to trips, conferences, meetings, etc.
- Departing employees are responsible to destroy their own UF PCards. The PCard should not be turned in to anyone else, but it is a good idea to destroy the card in the presence of your supervisor or designee for confirmation.
- Please complete the UF Employee Exit Survey: ufl.edu/exit. The results of the survey are completely anonymous.
- Prior to your last day, please ensure that your mailing address is correct in myUFL by navigating to: Main Menu > My Account > Update My Directory Profile.
- If you have an address change after you are no longer employed by UF, please go to the UF website (ufl.edu) and search for Former Employee Address Change Request Form. Complete and submit this form as instructed on the form.
- See W-2 statement mailing process information here: http://www.fa.ufl.edu/directives/w-2-information-for-inactive-employees/.
- UF recommends that you visit the UFHR Benefits and Retirement Office to ensure proper termination of your paycheck deductions: https://benefits.hr.ufl.edu/life-events/.
Departing Employee General Information
- It will take up to 8 weeks from your last day of employment for your leave cash-out to be completed. Please refer to the UF website for more information at http://www.ufl.edu/, and search Leave Cash-Out for the latest information.
- If the amount of your vacation leave cash-out (LCO) is above $5,000.00, the monies will go into a “Retirement Special Pay Plan” automatically.
- The Special Pay Plan is a defined contribution plan authorized under Section 401(a) of the Internal Revenue Code. Faculty, TEAMS, and USPS employees who receive vacation and/or sick leave cash-outs of $5,000 or more will participate. The cash-out funds, which are not subject to Social Security taxes, are used to set up a tax-deferred account in the participant’s name. Participants decide how to allocate the money in their account among the available investment funds.
If you have any questions in reference to the Retirement Special Pay Plan, please call The Benefits Office at 352-392-4777 or the Payroll Department at 352-392-1231 and they will be able to give you more information. Benefits.hr.ufl.edu/retirement/special-pay-plan/ has more information regarding the Retirement Special Pay Plan.

Information for Hiring Authorities and Supervisors

TEAMS TALENT
All TEAMS New Hire ‘Talent’ are required to be recruited in a competitive search, via a Job Requisition Posting. This recruiting process is facilitated for you by the IFAS Extension Business Services Onboarding Liaison, working in tandem with UF HR’s Talent and Acquisition Department.
- Initiate the Process for your TEAMS Talent Search:
  - Identify and confirm the funding source for your new hire.
Contact the following appropriate IFAS Extension Business Services team member to verify that your funding is in place:

Grant-funded: Christy Huntley, chuntley@ufl.edu

County Grant-funded: Christy Huntley, chuntley@ufl.edu

Dean’s Commitment or Award: Alex Rella, rella1@ufl.edu

182 Revenue Enhancement Funded: Michelle Legrande, melgrande@ufl.edu
- Once you have secured and verified your funding source, you may proceed with the next step.
- If this is a new position, a Position Description (PD) will need to be created.
- Resources:
1. Unified Position Description https://hr.ufl.edu/wp-content/uploads/2018/07/unifiedposition.docx

2.      How to Write a Position Description https://hr.ufl.edu/manager-resources/classification-compensation/classification/establishing-a-new-position/completing-the-position-description-form/

3.      Overview of TEAMS titles and other related information https://teams-titles.hr.ufl.edu/ or visit our Careers at UF Toolkit here for resources on the Recruitment process and Careers at UF system

              o After you have created the draft position description a UF Position Number will need to be established. Contact IFAS Extension Business Services Onboarding Liaison for assistance in obtaining a Position Number and to begin the next steps.

              o The Position Number will need to be established before the position posting (for recruiting your New Talent) can be activated.
- Provide Liaison with your Search Committee Chairperson and Search Panel
Backfilling a Vacant TEAMS Position:
- If you are backfilling a Vacant TEAMS position
NOTE: Positions are typically posted for a one to two-week duration!

Next Steps and Onboarding:
- You will receive next steps and helpful information from your Liaison that will assist you with the interview process and subsequent hire. This will include:
NOTE: A typical timeline for a TEAMS Talent hire is four to six weeks.

There are a few key areas that could affect and/or delay a start date:
- Relatives Who Already Work at the University of Florida
Social Security (SS) Card - Missing, Lost, or Card with a Non-Legal Name Displayed:
- You will need to provide a signed copy of your SS Card for UF Onboarding. If you have misplaced/lost your SS card or your legal name has changed, you should apply for a replacement Social Security online, with the Social Security Administration. When you apply for your card you will receive a Confirmation Page. This Confirmation Page showing you have applied for a replacement SS Card can be submitted with your new hire packet and will suffice as a ‘placeholder’ to proceed with your onboarding. As soon as you receive your replacement SS card, please provide that to your Onboarding Liaison.
Background Screening
- A background screening will be required. The type of screening you receive will depend on your position responsibilities.

OPS (Other Personnel Services) TALENT
OPS are temporary employees. A Job Recruitment is strongly encouraged to hire an OPS employee. However, if a Hiring Authority/Supervisor has already identified a New Hire ‘Talent’ to fill a particular temporary role, a competitive search is not currently required. In that scenario, the Hiring Supervisor may proceed with contacting their IFAS Extension Business Services Onboarding Liaison.

An overview of UF OPS employees can be found here: https://hr.ufl.edu/working-at-uf/current-employees/temporary-employment-ops/

Steps to Recruiting when OPS Talent Has not Been Identified:
- Provide to the Liaison the following:
- A Job Requisition activation for posting will then be submitted:
- The Liaison will provide information on next steps to include:
Steps to Recruiting when OPS Talent Has Been Identified:
- Provide to the Liaison the following:
- The Liaison will provide information on next steps to include:
There are a few key areas that could affect and/or delay a start date for an OPS:
- Relatives Who Already Work at the University of Florida
- Social Security (SS) Card - Missing, Lost, or Card with a Non-Legal Name Displayed:
- You will need to provide a signed copy of your SS Card for UF Onboarding. If you have misplaced/lost your SS card or your legal name has changed, you should apply for a replacement Social Security online, with the Social Security Administration. When you apply for your card you will receive a Confirmation Page. This Confirmation Page showing you have applied for a replacement SS Card can be submitted with your new hire packet and will suffice as a ‘placeholder’ to proceed with your onboarding. As soon as you receive your replacement SS card, please provide that to your Onboarding Liaison.
- Background Screening

Frequently Asked Questions

Onboarding

Q: Who do I contact with my Onboarding questions?

A: Faculty: The District Extension Director (DED) Administrative Specialist will coordinate your UF Onboarding with IFAS Extension Business Services. You will provide any documentation/information to the Administrative Specialist in your DED’s office.

A: Teams and OPS: The Hiring Authority will connect you with the IFAS Extension Business Service Onboarding Liaison, who will facilitate processing your hire with UF/IFAS Extension.

Q: What is the typical hiring timeframe to complete my UF Onboarding?

A: As a UF Faculty, TEAMS, or OPS New Talent (employee), your hiring timeframe typically takes four-six weeks.

Q: Are there any factors that could delay my start date with UF/IFAS Extension?

A: A relative who works for UF. If you have a relative who works for UF, an extra form will have to be completed. This form will be submitted to UF for review and approval received prior to your starting work at UF. The IFAS Extension Business Services Onboarding Liaison will facilitate this process with you. Your employment and start date is contingent on this form being fully approved.

A: Background Screening. A requirement of your employment is a background screening. Results of a background screening will have to be received prior to a final start date being assigned.

Q: What if I have misplaced my Social Security Card?

A: All employees are required to provide a copy of their Original, Signed Social Security Card. If you have misplaced/lost your SS card you should, as soon as possible, apply for a replacement Social Security online, with the Social Security Administration. With your New Hire Packet to UF, you will need to provide a copy of the Confirmation Page, showing that you have applied for a replacement SS Card. That will suffice as a ‘placeholder’ to proceed with your onboarding. As soon as you receive your replacement SS card, please provide that to your Onboarding Liaison.

Benefits

Q: How do I find out about benefits at UF?

A: UF offers competitive benefits to their employees. You can find out more information about UF benefits here: https://benefits.hr.ufl.edu/

Training

Q: Does UF offer any training for their employees?

A: UF offers a multitude of online and in person trainings. If you are a new hire, your supervisor will help guide you to the appropriate courses to take. To learn more about UF’s Training and Development programs, please explore here: https://learn-and-grow.hr.ufl.edu/

Business Services

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Human Resources

Information for Current Employees and Supervisors

Onboarding (Faculty/TEAMS/OPS)

Offboarding (Faculty/TEAMS/OPS)

Information for Hiring Authorities and Supervisors

Frequently Asked Questions