Employment Law

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Records 101
Human Resources Liaison
Nancy Gayton Ellis Records-Human
Resources records_at_mail.ucf.edu 407-823-5514
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Objectives

• To provide useful information about
• Records responsibilities
• New Employee Sign-In Hire Packages
• Electronic Personnel Action Forms (ePAF)
• I-9s

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Records What do we do all day?

• Process ePAFs
• Process Personal Data Sheets (name changes and
  address changes)
• New Employee Hire package checks
• Employment Verifications (written and verbal)
• Public Records Requests Subpoenas

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And in our spare time

• Dual Compensation fixed biweekly
• Training ePAF Sign-In Training
• Records imaging retention
• Key Performance Appraisals
• Other duties as assigned

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A few stats..

• Since July 2009, Records has processed
• 6,290 ePAFs
• 1,148 new hire package checks
• 1,102 Personal Data Sheets
• 38,111 pages scanned and indexed to personnel
  files

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Lets start off at the

• Very beginning

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New Hire Packages

• Each department is responsible for creating the
  Hire ePAF and must submit new employee sign-in
  documents to HR-Records
• A list of required documents can be found on the
  HR website under Records, New Employee Sign-In
  Procedure
• Records will notify the department of missing
  documents or corrections needed via the Records
  email account

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New Hire Tips

• Students who are hired as OPS undergraduate
  students (OPSSTU) must be enrolled in classes
• Students who are not enrolled in classes must be
  on payroll in an OPS non-student job code (USPS)
• Graduate students receiving assistantships can
  not be OPSGRD and 918X job code.

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I-9s

• Dept. cannot specify which documents the employee
  uses for verification (employee may choose one
  document from List A OR one document each from
  Lists B C)
• Records staff are not able to make corrections to
  forms
• Use department address for employer address
• Ensure hire date on I-9 matches ePAF and
  agreement
• All international employees must meet with the
  International Services Center prior to beginning
  work
• A person who has a Lawful Permanent Resident card
  or an I-551 stamp in his/her passport is not
  considered an international employee and does not
  have to meet with an ISC Coordinator

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Employee ID s

• (aka NIDs, PIDs Employee ID)
• NIDs PIDs are created by student administration
• Students use the 7 numbers of their PID as their
  Employee ID
• Empl IDs are created by the departments for new
  employees who have never been a student at UCF or
  have not been on payroll since PeopleSoft
  implementation in 2001.
• Empl IDs may be found on the Departmental Rate
  Report or in ePAF system
• NOTE Employees cant sign up for parking,
  GroupWise, benefits, library, etc. until an
  Employee ID Is created

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Physical Address

• Employees MUST supply their PHYSICAL address for
  W-4 and W-2 purposes
• May also use mailing address field in
  self-service

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Self Service

• My.UCF.edu
• Update mailing and home address
• Update email address (important for ePAF
  originators approvers)
• Emergency contact information

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Why are ePAFs so important?

• Without an ePAF an employee CANNOT get
• An Employee ID created
• A parking permit
• A GroupWise account
• A UCF ID Card
• Library privileges
• Benefits

AND LAST BUT NOT LEAST
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Why are ePAFs so important?
Without an ePAF an employee CANNOT get

• PAID!!

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How do I know what to put on the ePAF?
Refer to ePAF Originator Guide
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Answers to the top email questions about the ePAF

• Not using three lead zeroes for position numbers
• Not using correct employee group
• Not using View an ePAF or Archived ePAF links

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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

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Where do I find ePAF deadlines?

• Current month and next month calendars are posted
  on the HR website (Payroll Services)
• http//hr.ucf.edu/web/forms/payroll/payroll_calend
  ar.pdf
• Changes in deadlines may occur near a holiday to
  accommodate banking schedules

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Department numbers Eenie, meenie, miney mo

• All 3 department numbers could be the same 8
  digits
• Home Department
• Identifys which group an employee belongs to for
  the processing of payroll
• Funding Department Number
• Department from which the paycheck is drawn
• Liability Department
• Used by Compensation Budgeting only

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Authorized FTE

• FTE Full Time Equivalency 1.0
• Authorized FTE Controls the positions rate for
  budgeting and benefit purposes

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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

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Example Standard Hours

• Employee returning from parental leave and will
  be working a reduced work schedule for two months
• Position Authorized FTE remains at 1.0
• Change Employment Status ePAF needed to return
  employee and to reduce standard hours

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Performance Appraisals

• Records keys the overall ratingperiod
• Courtesy reminders are sent prior to end of 6
  month probationary period
• HOWEVER, it is the departments responsibility to
  ensure PA is completed and sent to Records no
  later than 5 days after the 6 month probationary
  period ends
• Please keep a copy for your departmental record

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Employee Exit Checklist

• Form completed by department with employee
• Maintained in departmental file not sent to
  Human Resources

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Graduate alphabet soupGRA, GTA, GTG

• Must be approved by Graduate Studies
• If not approved, contracts ePAFs will be
  recycled to the department possibly delaying
  paychecks

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E-Verify

• Effective September 8, 2009
• No department responsibility at this time
• All employees on federal contracts or flow-through

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Recap

• Weve talked about
• Records responsibilities
• ePAFs
• New hire packages
• I-9s

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Questions?