Student Assistants

Department Contact:	Hire Name:
	UFID:

Employee start date: DO Deadline: Central HR Deadline:
Payroll Processing Deadline Schedule

Student Assistants / Federal Work Study Students, Hires
(Send to Cathy Di Lena, Room 4116)

Gatorstart hire
Documents completed via Gatorstart are indicated below (GS)

Before Hire: Check ePAF to determine if student has other employment at UF

Students can work up to .79FTE (combined all UF jobs) but must complete hours extension form
International students can work up to .50 FTE combined all UF jobs during academic semesters

	Please check if this position was posted on GatorJobs, and provide REQ #
	E-PSF ( DO hires only)
	Student Job Classifications and Starting Pay Ranges
	Is the People Soft Job Code, CAS compliant? (Student Asst 001482 Office/Clerical not financially supported by Federal grants)
	How do I know whether to appoint Student Assistant, Graduate Assistant, or OPS? What is Federal Work Study?
	Foreign National Tax Form (if applicable) Allow turnaround time to submit to Tax Services and receive paperwork mandatory for Campus Requirements. These forms require student signatures) International Students Checklist (PHHP guide)
	Criminal Background Check (reminder: Central HR pays for all background checks)
	Pre-employment physical required? YES NO (If yes, please complete Job-Related Health Risk Checklist) (see payment authorization overview in links below)
	Registration verification (print ISIS or NERDC screen), include FWS award letter if applicable
	Hours Extension Form (student and academic advisor complete, if appointment exceeds .50 FTE cumulative at UF) Students on F-1 visa cannot exceed .50 cumulative all jobs, during academic semesters
	Establish UFID Number if new to UF, ask employee to establish GatorLink account (returning students will already have a UFID, GatorLink, Gator1 card)
	PHHP IT Services Access Request (Students access network with their Gatorlink, & no longer receive PHHP email account)

Campus hire documents (send to Cathy once ePAF entered):
(GS) documents are completed online by employee

	W-4 (GS)
	I-9 If Gatorstart hire: department certifies I-9 via MYUFL TALX, within 3 days of start date If paperwork hire: department must submit both the employee section 1 and certify department section 2 via MYUFL TALX, within 3 days of start date AND complete a paper I-9 to be sent via imaging
	4-in-1 (Page 2 completed via GS. Page 1 must be completed hard-copy due to required notarization)
	Florida Retirement System Certification Form (GS)
	Copy of SS card & Driver’s License (or acceptable documents as per I-9)
	Completed Foreign National Tax Form and tax treaty forms (if applicable)
	If 18-25 yr old male, Selective Service Verification printout (not required if an international)
	Child Labor Law Certification for employees under 18 (Please see State Vehicle section for UF policy on minors driving state vehicles) UF child labor policy
	Nepotism Memo, (if applicable)
	OPS Application
	Emergency Contact Form
	Pay Rate Justification (UF) if hourly rate exceeds 15.34; level one is signature authority) PHHP editable version
	Direct Deposit Form (GS) (FWS may elect not to participate in UF Direct Deposit or Debit Card Program)
	Occupational Medical clearance, if applicable
	Completed copy, UF Student Employment Checklist
	Registration confirmed in ISIS (Student Employment will not approve STAS hires unless student registration is active)

PHHP supporting hire documents (include with hire packet to Cathy)

Yes No	Outside Activity Form (if applicable, must be reviewed and approved in advance)
	Completed copy of college checklist

PHHP supporting documents (retain in department)

	HIPAA compliance via MYUFL and Confidentiality Statement via the Privacy website Individuals who work with human anatomical specimens must complete Research Training Pledge of Respect.
	Social Security Number training, if applicable, copy of certificate required
	FERPA training, if applicable, copy of certificate required
	Inform employee, if new to UF, of online Sexual Harassment requirement (which must be completed within 30 days of hire) It can be found in MYUFL by navigating to My Self Service, Training and Development, Online Learning, Sexual Harassment Training. Individual must print certificate or department can run ER report to confirm.

After Hire approved in Peoplesoft:

	Enter a distribution (Please notify the Dean's Office if the DO is entering funding information, enter specifics in ePAF comments box before submitting into workflow).
	Enter ISA, including HIPAA dates

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Dean’s Office Use Only:

Date Received:

HIP

Helpful Links:

CAS compliant? (A PHHP info sheet re: job codes & grant funded appointments)

E-PAF (electronic Personnel Action Form)

e-Verify info

FICA alternative information

Forms (links to PHHP website for a complete list of forms)

Health Insurance for students

Confidentiality Statement lookup, Research all other trainings via MYUFL

INOP Payment Authorization and Process Oveview

Instruction Guides

Job classifications and pay ranges for student employees

Orientation Checklist (PHHP College Orientation)

National Student Clearinghouse or Degree Check (to verify education) (or NERDC if UF)

Training Tracker (PHHP)

Did you know?
It is always important to enter correct addresses when entering a new appointment—but this is especially true for students. Please be sure to verify student addresses in the system. Note that students often have both a local address (termed Mailing and or Physical in PeopleSoft) and an address where their parent(s) reside (termed Home). Some mailings utilize the Home (or Permanent) address to send important documents like diplomas and important communications to the student’s family.

Copyright 2008 
Revision 6/2012
University of Florida, College of Public Health and Health Professions