Departments must notify the Records section, via a Personnel Action Form (PAF) when an employee is hired. Employees who are hired for Other Personal Services (OPS), including undergraduate student employment positions must complete new employee sign-in paperwork in the hiring department. These documents must be forwarded, by the hiring department staff, to the Records section (see OPS Sign-In Procedures below). All other employees (A&P, Executive Service, Faculty, and Staff) must complete new employee sign-in paperwork in Human Resources. Upon receipt of the hiring PAF, a representative from the Records section will contact the hiring department to schedule an appointment for the new employee sign-in. During the sign-in, the employee must complete a Direct Deposit form, as a condition of employment, as indicated on the employment application. The employee will also be required to provide either his/her Social Security Card or a receipt showing application for a duplicate Social Security Card. The Social Security Card is required to ensure that the employee’s name and social security number are correctly recorded as they appear on the Social Security Card. New employees who fail to provide a Social Security Card will not be added to the payroll.

During the new employee sign-in, the employee will be scheduled to attend new employee orientation, which covers university policies, procedures, and benefits.

Sign-In Transition

Please note that UCF is currently transitioning to a decentralized sign-in system for line employees. If your department has not yet begun performing the sign-ins for your line employees (A&P, Faculty, USPS, Post-Docs), then please contact Jon Richman in Records at (407) 823-5887 or jrichman@mail.ucf.edu for training on this new procedure.

Line Employee Sign-In Procedures

Line employees include al Faculty, A&P, USPS, Executive Service, and Post-Doctoral Associates. Each department must submit to Human Resources new employee sign-in documents for these employees. The following new employee sign-in documents must be completed and submitted to Human Resources, Attn: Records, +2912:

• PAF /ePAF
• Orientation Notice (Orientation is each Friday pay day. Ensure the employee receives the Notice of Drug-Free Schools and Drug-Free Workplace Policy.)
• Employee Acknowledgement
• Personal Data Sheet
• W-4 Form
• Direct Deposit Form
• Copy of Social Security Card
• Notarized Loyalty Oath
• Confidentiality Agreement
• I-9 (attach copies of documents used for verification of identity and eligibility for employment)
  

OPS Sign-In Procedures

As a part of UCFs streamlined employment and payroll process, each department must submit new employee sign-in documents for OPS hourly employees, OPS Graduate Assistants (see Graduate Assistantships below), OPS Undergraduate Students, and OPS Adjuncts. The sign-in documents and a PAF must be submitted to the Records section. Departments must adhere to the deadlines for submitting PAFs as indicated on the Payroll Schedule.

Note: Departments must not complete new employee sign-in for non-resident employees. Please review Non-Resident Alien (NRA) Employment for instructions on the hiring process.

For information regarding the UCF 401(a) FICA Alternative Plan, please click here.

The following new employee sign-in documents must be completed and submitted to Human Resources, Attn: Records, +2912.

• Application for Adjunct Position
• Adjunct Faculty Agreement Form
• Employment Application (required for regular OPS positions)
• Contracted Graduate Assistants - Offer of Appointment
• Contracted Graduate Research Associates and Assistants Offer of Appointment (required for GRA's)
• Contracted Graduate Teaching Associates and Assistants Offer of Appointment (required for GTA's)
• Contracted Returning Graduate Teaching Associates, Assistants, and Graders - Offer of Appointment (required for returning GTA's)
• OPS Offer of Appointment (required for Adjuncts and Phased Retirees)
• Personnel Action Form (PAF) (Excel spreadsheet)
• Personal Data Sheet
• W-4 Form
• Direct Deposit Form
• Copy of Social Security Card
• Notarized Loyalty Oath
• Confidentiality Agreement
• I-9 (attach copies of documents used for verification of identity and eligibility for employment)
• Employment Questionnaire for Students (all undergraduate and graduate students must complete this form each term)
• Supplemental Assignment Form (for Graduate Students) (required for graduate students who work more than 20 hours per week)

OPS Graduate Assistantships (Job Codes 9181-9187)

Graduate assistantships are professional development experiences in research, teaching, or administration related to, or enhancing, students’ study in their graduate academic programs. Students must satisfy ALL requirements for their assistantship job code in order to be approved by Graduate Studies. Refer to the current Graduate Catalog at http://www.graduate.ucf.edu/currentGradCatalog/content/Financial/ (“Graduate Assistantships”) for graduate assistantship requirements. Additional information is available on the Division of Graduate Studies Website (Faculty & Staff Guide, “Student Financials”) at http://www.graduatestudies.ucf.edu/sitemap/index.cfm?RsrcID=10&SubCatID=30.

ALL graduate assistantship contracts/PAFs and supporting documents must be submitted to Graduate Studies (Millican Hall 230). If approved, they will be delivered in person by Graduate Studies to Human Resources. Refer to the Events Calendar (“Assistantships & Tuition Admin”) on the Division of Graduate Studies Website for the graduate schedule.

If you have questions about graduate assistantship (or tuition waiver) requirements, contact Graduate Studies at gradtuition@mail.ucf.edu or 407-823-2766.

Note: Job code OPSGRD is NOT a graduate assistantship and is not governed by graduate assistantship requirements. OPSGRD is an hourly appointment for enrolled graduate students who are assigned non-graduate assistantship duties (a “job” rather than the professional development experience of research, teaching, or administration). A graduate student cannot be appointed as both OPSGRD and graduate assistantship (9181-9187). If you are changing a graduate assistantship student to the OPSGRD job code, the PAF must be submitted to Graduate Studies; if you are hiring an OPSGRD student, the PAF should be submitted directly to Human Resources.

OPS Undergraduate Students

Students who are hired as OPS undergraduate students must be enrolled in classes. It is the department’s responsibility to verify student enrollment, as well as employment by other departments (Employment Questionnaire for Students). The students may be rehired as OPS hourly non-student employees.

Please note that all applicable PAF processing deadlines will be enforced as prescribed by the Payroll Calendar.

Post Doctoral Associate Sign-In Procedures

Departments must notify the Records section, via a Personnel Action Form (PAF) and Post Doctoral Associate Agreement when a Post Doctoral Associate (PDA) is hired. Post Doctoral Associates must complete new employee sign-in paperwork in Human Resources. Upon receipt of the hiring PAF and Post Doctoral Associate Agreement, a representative from the Records section will contact the hiring department to schedule an appointment for the new employee sign-in. During the sign-in, the employee must complete a Direct Deposit form as a condition of employment, as indicated on the employment application. The employee will also be required to provide either his/her Social Security Card or a receipt showing application for a duplicate Social Security Card. The Social Security Card is required to ensure that the employee’s name and social security number are correctly recorded as they appear on the Social Security Card. New employees who fail to provide a Social Security Card will not be added to the payroll.

During the new employee sign-in, the employee will be scheduled to attend a special new employee orientation, which covers university policies, procedures, and Post Doctoral Associate benefits.

Note: Most of the forms on this site are in PDF format, unless otherwise indicated, and require Adobe's Acrobat Reader, which you can obtain from the following link: