Appointment Process
for Faculty, Administration, Staff, Temporary hires
College/Department Responsibilities:
Upon completion of a successful search the hiring college/department will begin the appointment process as follows:
1. Checklist for Hiring Adjuncts
2. Contact the Human Resources Office (3-4105) and schedule an appointment for the new employee on or before his/her first day of employment.
- If possible, employee sign-ups will be scheduled (for all new employees and rehires who have been separated from USFSP for one year or longer) on:
- Monday, Tuesday, Wednesday = 8:30 - 11:00
- Thursday and Friday = 2:00 - 4:00
- If the above times do not meet the needs of the employee, contact HR to arrange an alternate timeframe for sign-up.
- For group hires, HR can go on-site to sign-up employees with advance notice.
3. If you are hiring an employee for a specific contract period, you may want to use the salary calculator. This tool will assist you in calculating salary/biweekly amounts when you want to pay a specific amount for the entire contract period. Additionally, the calculator will help you determine summer pay and FTE for line position faculty on their 9-month salary. Click below for instructions on how to use the salary calculator.
4. Prepare the Letter of Offer (see below). Include a list of documents acceptable for the completion of Form I-9 (included in each Letter of Offer). Email a copy of the letter to Human Resources.
5. Human Resources will need the following documentation/information to finalize the hiring process:
- Original signed Letter of Offer (signed by the employee and the appropriate college/departmental accountable officer)
- Original transcripts for Faculty and Administration employees
- Education support documentation for Staff
- Employment Verification (based on the advertised requirements)
- Documentation necessary to complete the Form I-9.
6. Provide all Administration and Staff employees with a copy of the most current position description.
7.
Advise the new employee to park in the 1-hour visitors parking located in front of the parking garage off of 6th Avenue South. In order for the employee to receive a courtesy permit which is good for one week, he/she must present their letter of offer at the Cashier’s Office in BAY 132. The Cashier’s Office will direct him/her to an authorized parking location. All employees must purchase a parking decal to park a vehicle. A parking decal can be payroll deducted.
Employee Responsibilities:
- The employee is required to log into their Careers Account and enter their social security number and date of birth.
- The employee will bring the Original signed Letter of Offer (signed by the employee and the appropriate college/departmental accountable officer).
- Documentation necessary to complete the Form I-9 must be provided.
- The employee will meet with the Benefits Coordinator on the designated date and time as scheduled.
The employee will complete the following forms during his/her sign-up process:
- W-4
- New Employee Information Sheet
- Direct Deposit Form
- Time Limited Agreement (if applicable)
- Foreign National Information Sheet (FNIF) (if applicable)
- Proof of Selective Service Registration (if applicable)
- Form I-9
- Responsibilities Associated with Access to University Information Statement
Human Resources Responsibilities:
Human Resources is responsible for assisting the new employee in accurately completing all necessary paperwork to ensure timely payment for work performed. The HR representative will notify the college/department of the employee ID via email. The email will also indicate when the employee should expect his/her first pay warrant.
The Benefits Coordinator is responsible for scheduling a Benefits Orientation to benefits eligible employees. This program will cover benefit and retirement information for which the employees is eligible. The Benefits Coordinator will provide a general overview of the following:
- Health and Life Insurance Options
- Retirement Options
- Savings Plans
- Navigation of the People First and Florida Retirement Web Sites
- Orientation to the GEMS Self-Service
- Attendance and Leave including distributing appropriate forms
- Instructions for obtaining a USF ID card and Email address
- USF Tuition Program
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