records department

HR Liaison Training Records

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UCF Human Resources – Records

Records

Department


Objectives

To provide useful information about:

• Records Functions

• Sign-In Paperwork Documents

• I-9s/E-Verify

• Electronic Personnel Action Forms (ePAFs)


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


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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)


Records Training Courses

PAF 002

• Submit ePAFs/ Sign-In Paperwork

PAF 003

• Approve ePAFs

REC 001

• Complete Electronic I-9 Forms


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.

http://www.hr.ucf.edu/


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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


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.


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.


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Document that CANNOT be

Attached to the ePAF

• Direct Deposit and W-4

Forms

• Copies of Social Security

Cards

• Copies of I-9 Forms


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.


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


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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.


Student Job Codes

OPSSTU (undergraduate hourly)

OPSGRD (graduate hourly)

9181-9187 (contracted graduate

assistantship)


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


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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.


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.


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.


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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.


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.


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.


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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.


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 .


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.

http://www.newi9.com/

http://www.i9express.com/

http://www.hr.ucf.edu/web/forms/records/ElectronicI9SecurityAccessForm.pdf


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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.


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


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.


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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.


Self Service

My.UCF.edu

Update mailing and home address

Update email address

Emergency contact information


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.


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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


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.


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)


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Terminations

Termination ePAFs must be

submitted in a timely manner.

Hourly employees who haven’t

been paid in over 30 days,

must be terminated .


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


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.


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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.


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.


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


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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


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


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.


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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.


NIDs

Network Identification Numbers

Created 24 hours after the ePAF is

submitted.

Used to log into UCF Outlook email

and myUCF


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.


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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.


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


Authorized FTE

FTE: Full Time Equivalency = 1.0

Authorized FTE: Controls the position’s

rate for budgeting and benefit purposes

http://mynid.ucf.edu/


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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


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


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.

https://hr.ucf.edu/files/TeachingAdjunctFTECalculator.xlsm


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Employment Verifications

Handled by The Work Number;

www.theworknumber.com

Automated process to handle

employment verifications

Important that our records are

accurate


Communication

Emails sent from [email protected]

with any changes to procedures,

processes, and forms.

Records ePAF processors send out

monthly emails to ePAF Originators


Recap

We’ve talked about…

• Records’ Functions

• Sign-In Paperwork documents

• I-9s

• ePAFs

Contact [email protected] with any

questions.

http://www.theworknumber.com/

mailto:[email protected]

mailto:[email protected]