records department
Post on 03-May-2022
1 Views
Preview:
TRANSCRIPT
HR Liaison Training Records
1
UCF Human Resources – Records
Records
Department
UCF Human Resources – Records
Objectives
To provide useful information about:
• Records Functions
• Sign-In Paperwork Documents
• I-9s/E-Verify
• Electronic Personnel Action Forms (ePAFs)
UCF Human Resources – Records
Records Functions
1. Process ePAFs
2. Review Sign-In Paperwork
documents
3. Image Documents
4. Unemployment Claims, Public
Records Requests & Subpoenas
5. Key Performance Appraisals
HR Liaison Training Records
2
UCF Human Resources – Records
Human Resources Website
www.hr.ucf.edu
Records information
• Manager & HR Liaisons-Records-
Employee Sign-In Paperwork
• Manager & HR Liaisons-Records-ePAF
• A-Z Index
• Contact HR Team (bottom of each
page)
UCF Human Resources – Records
Records Training Courses
PAF 002
• Submit ePAFs/ Sign-In Paperwork
PAF 003
• Approve ePAFs
REC 001
• Complete Electronic I-9 Forms
UCF Human Resources – Records
Sign-In Paperwork Checklists
Sign-In Paperwork Checklists are
located on the HR website, under
Manager & HR Liaisons, Records,
Employee Sign-in Paperwork.
Review that you have all the
necessary paperwork prior to
submitting the ePAF.
HR Liaison Training Records
3
UCF Human Resources – Records
Sign-In Paperwork Documents
Hire Sign-In Paperwork
• New or off of payroll for over a year
Rehire Sign-In Paperwork
• Off of payroll for over 120 days
(equivalent to 1 semester)
OPS to Line Sign-In Paperwork
UCF Human Resources – Records
Attaching Sign-In Paperwork to
the ePAF
Attach the Hire/Rehire Sign-in
Paperwork (excluding the Direct
Deposit and W-4 Form) to the Hire
ePAF for each employee in one PDF
file with the file name of
HR_HIRE_Emplid_Name Example: HR_HIRE_1111111_Smith
HR_HIRE_1111111_SmithJon
HR_HIRE_1111111_JonSmithThe words HR and HIRE must be in all caps. There cannot be any underscores between the first and last name.
UCF Human Resources – Records
Direct Deposit/W-4 Form
Fax the Direct Deposit Form and W-4
Form to your HR-Records Point of
Contact at 3-3507
Please use the Records Fax Cover
Sheet located under the A-Z Index.
HR Liaison Training Records
4
UCF Human Resources – Records
Document that CANNOT be
Attached to the ePAF
• Direct Deposit and W-4
Forms
• Copies of Social Security
Cards
• Copies of I-9 Forms
UCF Human Resources – Records
Tips for Sign-In Paperwork
Review the checklists on the HR website
Prior to attaching/faxing the paperwork,
review the documents have been fully
and accurately completed.
UCF Human Resources – Records
Employee Types
Line Employees (with Position Number)
• USPS Employees
• A&P Employees
• Faculty Employees
OPS Employees (Without a Position
Number)
• Adjuncts
• Students
• Hourly Non-Students
HR Liaison Training Records
5
UCF Human Resources – Records
Student Employee Tips
If an individual is taking UCF credited courses
and being hired in an OPS position, they must
be hired in a student job code.
Graduate Students cannot be in an
assistantship and in an hourly position at the
same time.
Employees cannot be in a student job code
and hired in a non-student hourly job code or
as an adjunct at the same time.
UCF Human Resources – Records
Student Job Codes
OPSSTU (undergraduate hourly)
OPSGRD (graduate hourly)
9181-9187 (contracted graduate
assistantship)
UCF Human Resources – Records
OPS Hourly Non-Student Job
Codes
USPS Job Codes
OPSNON-generic OPS Hourly Non-
Student job code
OPSCG-used only for OPS Hourly
Non-Students paid out of C&G
accounts
HR Liaison Training Records
6
UCF Human Resources – Records
Student to Non-Student
If employee graduates or is not
enrolled in an active UCF degree
program, an ePAF must be
submitted to change employee to a
non-student job code and a signed
SSA-1945 must be submitted. A
background check must be
completed within 30 days.
UCF Human Resources – Records
International Employees Individuals who are NOT U.S citizens, permanent
residents, or naturalized citizens.
All Sign-in Paperwork for international employee must
be completed at ISC.
International employees’ work authorization is for a set
period of time.
International Students in F-1 status can only work a
MAXIMUM of 20 hours/week during Fall and Spring
Semester.
UCF Human Resources – Records
I-9s Federal form maintained and enforced by USCIS.
Purpose of the form is to document that every employee is authorized to work in the U.S.
Employee must provide original documents that provide proof of their identity and authorization to work in the U.S.
USCIS established a list of acceptable documents used to verify employee’s identity and authorization to work in the U.S.
Employee must choose a List A document(s) OR a List B AND a List C document. All documents must be unexpired.
HR Liaison Training Records
7
UCF Human Resources – Records
I-9s
Per federal law, employees must completes Section 1 of the I-9 Form prior to or by their hire date.
Per federal law, hiring department must complete Section 2 of the I-9 Form by employee’s 3rd day of hire.
The I-9 employment date must match the Hire ePAF effective date.
Employee must input their full legal name.
UCF Human Resources – Records
Restricted Social Security
Cards Only “Unrestricted” Social Security Cards
can be used for purposes of the I-9 Form.
Social Security Cards that have a
restriction such as “Not Valid for
Employment” or Valid for Work Only with
DHS/INS Authorization” CANNOT be used
as a List C Document on the I-9 Form.
UCF Human Resources – Records
I-9s: Social Security Receipts
A Social Security Card Receipt can be used as a
List C document on the I-9 Form
The receipt must state that the employee applied
for the Social Security Card and will receive the
card in a couple of weeks.
If a Social Security receipt is used for the I-9
Form, the employee has 90 days to provide the
social security card and an updated I-9 needs to
be completed.
HR Liaison Training Records
8
UCF Human Resources – Records
I-9 Statistics
ICE (U.S. Immigration and Customs
Enforcement) continues to audit thousands of
companies I-9s each year.
ICE can assess a penalty of $110-$1110 for each
technical or substantial violation (i.e. completing
the I-9 form incorrectly or for late I-9s).
Fines exceed millions of dollars.
UCF Human Resources – Records
Electronic I-9 System
Employee completes Section 1 of
the I-9 form by going to
www.newi9.com . (Please provide
the employee with your I-9 location).
Hiring department completes
Section 2 of the I-9 form, once
employee provides you with their
original documents, by going to
www.i9express.com .
UCF Human Resources – Records
Access to Electronic I-9
System
In order to obtain access to the
Electronic I-9 System to complete
Section 2 of the I-9 Form on behalf
of your department, you must:1. Complete the Electronic I-9 Security
Access Request Form AND
2. Complete the Online training by
registering for course number, REC 001,
via myUCF-Employee Self-Service.
HR Liaison Training Records
9
UCF Human Resources – Records
E-Verify
Internet-Based system operated by DHS,
USCIS, and SSA to verify employment
authorization of employees.
E-Verify works by comparing info
employees provide on I-9 form against
government records.
All new hires and rehires (employees who
have been off of Payroll for more than 120
days) and existing employees paid from
federal contracts will be processed
through E-Verify.
UCF Human Resources – Records
E-Verify Results
Once Section 2 of the Electronic I-9
Form is electronically signed, the I-9
form will be submitted to E-Verify.
You will receive instantaneous
results.
• Employment Authorized
• Photo Matching
• Tentative Non-Confirmation
• DHS Case Incomplete
UCF Human Resources – Records
Case Incomplete/Tentative
Non-Confirmation
If you receive an E-Verify result of
DHS/SSA Case Incomplete or
DHS/SSA Tentative Non-
Confirmation, contact Aubrey
Jayanama at 3-0718.
HR Liaison Training Records
10
UCF Human Resources – Records
Employment of Relatives
Policy
UCF Policy 3-008.2 Employment Relatives specifically
prohibits the appointment of relatives to any position
where a direct or indirect supervisory relationship will
exist between relatives.
Definition of Relative: related to the employee, persons
who intend to marry or with whom the employee intends to
form a domestic partnership or other intimate relationship.
Employment of Relative Form must be completed when
relatives work within the same department or college prior
to employee’s start date.
UCF Human Resources – Records
Self Service
My.UCF.edu
Update mailing and home address
Update email address
Emergency contact information
UCF Human Resources – Records
Email Addresses
Different types of email addresses at
UCF.
Business email address must end with
@ucf.edu.
Employees are encouraged to provide a
personal email address on the Personal
Data Sheet.
HR Liaison Training Records
11
UCF Human Resources – Records
ePAFs Electronic Personnel Action Form
Set of data entry forms used to initiate job
actions and ePAF intuitively routed to
appropriate approvers
Five different types of ePAF forms
Work Flow Includes: Originators,
College/Department Approvers, Work Flow
Approvers
UCF Human Resources – Records
ePAF Access
Complete ePAF Originator online Training
(PAF 002) or ePAF Approver online
Training (PAF 003) course.
• PSC001, Basic PeopleSoft navigation
is a prerequisite course.
AND
Complete the Electronic HR Security
eForm.
UCF Human Resources – Records
Types of ePAFs
Hire an Employee (hires, rehires, transfers)
Edit Existing Job (changes to funding account, home
department, pay rate, job code, employee group, etc.)
Change Employment Status (terminations, return from
leave of absences)
Position Change (request or update vacant position)
Supplemental (rare cases when other 4 types of eforms
cannot be used)
HR Liaison Training Records
12
UCF Human Resources – Records
Terminations
Termination ePAFs must be
submitted in a timely manner.
Hourly employees who haven’t
been paid in over 30 days,
must be terminated .
UCF Human Resources – Records
Departmental Group Rate
Report
Includes a field for last PPE that
employee received a paycheck.
Main Menu-HR Custom-HR Report-
Payroll-Dept Group Rate report
You can use this information to
submit accurate and timely
termination ePAFs
UCF Human Resources – Records
Employee Exit Checklist
Form must be completed for
all terminating employees.
Maintained in departmental
file; not sent to Human
Resources.
Important for employees to
update email address to
receive electronic W-2 form
notifications.
HR Liaison Training Records
13
UCF Human Resources – Records
Supplemental eforms Should only be used when the other four types of
eforms cannot be used.
Examples:
Hire ePAF was already loaded to the system, and
need to change the hire effective date.
Rehire Post-Doctoral Associates or renew time-
limited appointments.
Termination was already loaded into the system
and the date needs to be changed.
The system will not allow you to input the correct
effective date as there is a future dated row in the
system.
Departments must provide detailed information on the
supplemental eform.
UCF Human Resources – Records
Viewing ePAFs
ePAF Originators and ePAF approvers
are able to view and encouraged to check
the status of their ePAFs at anytime by
using the view an ePAF or view an
archived ePAF navigation.
UCF Human Resources – Records
Why are ePAFs so important?
Without an ePAF an employee CANNOT get:
• An Employee ID created
• A parking permit
• An email account
• A UCF ID Card
• Library privileges
• Benefits
• Be Paid
HR Liaison Training Records
14
UCF Human Resources – Records
Why are ePAF deadlines so
important?
Could create:
• Over or underpayments
• Suspension or cancellation of
benefits
• Incorrect leave accrual or payout
• Unnecessary anxiety for employee
• Additional work for your
department
• Potential fees for your department
UCF Human Resources – Records
Where do I find ePAF deadlines?
Current month and next month
payroll calendars are posted on the
HR website
ePAFs Deadlines
ePAF Channel Paused
Changes in deadlines may occur
near a holiday to accommodate
banking schedules
UCF Human Resources – Records
Payroll Guidelines
Every March, payroll guidelines are
issued for the next academic year.
They include employment agreement
begin and end dates for Graduate
Assistantships, Adjuncts, and Faculty.
The deadlines on the payroll guidelines
supersede the regular ePAF deadlines.
HR Liaison Training Records
15
UCF Human Resources – Records
EMPLIDs
Emplids are created by the departments via the
ePAF system for new employees who have never
been a student at UCF or have not been on payroll.
Emplids may be found on the Departmental Group
Rate Report or in the ePAF system.
Emplids are 7 digit numbers.
UCF Human Resources – Records
NIDs
Network Identification Numbers
Created 24 hours after the ePAF is
submitted.
Used to log into UCF Outlook email
and myUCF
UCF Human Resources – Records
How do employee’s access
their NID?
From myUCF, click on “What is my
NID?”. It will ask the employee for
their first name, last name, and email
address. Their NID will be emailed to
their email addresses on file.
HR Liaison Training Records
16
UCF Human Resources – Records
How do employee’s reset their
NID password?
Go to NID password reset page at
http://mynid.ucf.edu
Call the Service Desk at 407-823-5117
for any assistance.
UCF Human Resources – Records
Department numbers:
Eenie, meenie, miney mo
All 3 department numbers could be the same 8 digits:
1. Home Department Number
• Identifies which group an employee belongs to for the
processing of payroll
2. Funding Account Number
• Department from which the paycheck is drawn
3. Liability Department
• Used for budgeting purposes
UCF Human Resources – Records
Authorized FTE
FTE: Full Time Equivalency = 1.0
Authorized FTE: Controls the position’s
rate for budgeting and benefit purposes
HR Liaison Training Records
17
UCF Human Resources – Records
Standard Hours
Standard Hours: Hours regularly expected
to work per week
• 40 hrs. per week/ 40 = 1 FTE
• 30 hrs. per week / 40 = .75 FTE
• 20 hrs. per week / 40 = .50 FTE
• 10 hrs. per week / 40 = .25 FTE
UCF Human Resources – Records
Standard Hours or FTE for
Teaching Adjunct/Dual
Compensation Use the ePAF FTE Calculator,
https://hr.ucf.edu/files/TeachingAdju
nctFTECalculator.xlsm
Only use job codes of 9001A-9005A
or 9001X-9005X for those employees
teaching UCF credited courses.
1 credit hour=3 Standard Hours
UCF Human Resources – Records
Performance Appraisals Records reviews the form for accuracy, keys the
overall rating and effective period.
Courtesy reminders are sent prior to end of 6 month probationary period.
HOWEVER, it is the department’s responsibility to ensure PA is completed and sent to Records no later than 30 days after the 6 month probationary period end.
Please keep a copy for your departmental record.
Annual Reviews due on February 15th every year for USPS and Out-of-Unit A&P employees.
HR Liaison Training Records
18
UCF Human Resources – Records
Employment Verifications
Handled by The Work Number;
www.theworknumber.com
Automated process to handle
employment verifications
Important that our records are
accurate
UCF Human Resources – Records
Communication
Emails sent from records@ucf.edu
with any changes to procedures,
processes, and forms.
Records ePAF processors send out
monthly emails to ePAF Originators
UCF Human Resources – Records
Recap
We’ve talked about…
• Records’ Functions
• Sign-In Paperwork documents
• I-9s
• ePAFs
Contact records@ucf.edu with any
questions.
top related