SignIn Procedure

1
Sign-In Procedure

• Human Resources
• Records Section
• records_at_mail.ucf.edu

2
Objectives

• Define types of new employees.
• Identify required new employee documents.
• Explain proper completion of documents.

3
Handouts

• Presentation
• List of Important Links
• Orientation Notice
• Employee Acknowledgement
• Campus Map
• Notice of Drug-Free Schools and Drug-Free
  Workplace Policy
• I-9
• Personal Data Sheet
• W-4
• Direct Deposit Authorization Form
• Loyalty Oath
• Confidentiality Agreement

4
Types of New Employees

• Brand New Line Employees
• Employees hired into a budgeted line position
• Administrative Professional (AP)
• Faculty
• USPS
• OPS to Line Employees
• Any OPS employee moving to a line position

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Types of New Employees

• Brand new OPS employees
• Any employee being hired as OPS
• Adjuncts
• Undergraduate students
• Graduate students
• Hourly non-students

6
Classifications of Line Employees

• University Support Personnel System (USPS)
• Administrative Professional (AP)
• Faculty (FAC)
• Executive Service (EXEC)
• Post-Doctoral Associates (Post-Doc)

7
Types of New Employees
Questions?
8
Required Documents for Brand New Line Employees

• Agreement (if applicable)
• I-9 Form
• Supporting I-9 Documents
• Personal Data Sheet
• W-4 Form
• Direct Deposit Authorization Form
• Loyalty Oath
• Copy of Social Security Card
• Confidentiality Agreement
• Orientation Notice
• Employee Acknowledgement

9
Classifications of OPS Employees

• Undergraduate Students (OPSSTU)
• Graduate Students (OPSGRD, 918)
• OPS Non-Students (USPS Job Codes, Adjuncts)

10
Required Documents for Brand New OPS Employees

• Signed Employment Application (if applicable)
• Agreement (if applicable)
• I-9 Form
• Supporting I-9 Documents
• Personal Data Sheet
• W-4 Form
• Direct Deposit Authorization Form
• Loyalty Oath
• Copy of Social Security Card
• Confidentiality Agreement

11
Required Documents for Employees Moving From OPS
to a Budgeted Line Position

• Agreement (if applicable)
• Confidentiality Agreement
• Orientation Notice
• Employee Acknowledgement

12
Items Given to New Line Employees

• Drug-Free Schools and Workplace Policy
• Orientation Flyer
• Map of the UCF main campus

13
Required New Employee Documents
Questions?
14
Agreements

• Required for all Faculty, AP, Executive Service,
  and Post-Doctoral Associates.
• Faculty Agreements are issued by Academic
  Affairs.
• AP and Executive Service Agreements are issued
  by Compensation.
• Post-Doctoral Associate Agreements are completed
  at the department level.

15
Employment Application

• Included in hire packet sent to Records for all
  OPS Non-Student employees.
• Completed by employee at http//www.jobswithucf.co
  m.
• Must be signed by employee.

16
I-9 Form

• Required by the Department of Homeland Security.
• Establishes new employees identity and
  eligibility to work in the United States.
• Employer is subject to fines for mistakes.

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(No Transcript)
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I-9 Section 1
Date
Employees Signature
19
I-9 Section 2
List A
List B and List C
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I-9 Employer Section
Date of Certification
Employer Signature
Employer Address
21
Required New Employee Documents
Questions?
22
Orientation Notice

• Schedules employee for New Employee Orientation.
• Employee signs that they acknowledge certain
  terms of employment.

23
Employee Acknowledgement

• Employee signs that they understand Workers
  Compensation procedures.
• Provided by OptaComp.

24
Personal Data Sheet

• Employee fills out in its entirety to ensure that
  his or her personal information, such as address
  and phone number, is passed on to the University.
• Allows employee to claim exemption from Florida
  Statute, Chapter 119.

25
Common Personal Data Sheet Errors
All PDSs require a physical address. P.O. Boxes
are not permitted in the Home Address field.
Employees fail to answer the Public Records
question.
Obsolete version of form is submitted.
26
W-4 Form

• Sets up employees tax withholdings.
• Middle portion of first page and all of second
  page are calculators for the employees use (if
  needed).
• Bottom portion of first page must be filled in by
  employee.

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Common W-4 Form Errors
Employee tries to claim allowances, and claim
exemption from taxes. Employee cannot claim both.
Obsolete versions of the form submitted.
Physical address required.
Marital status not completed.

• Bottom portion of form not completed.

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Direct Deposit Authorization Form

• Sets up direct deposit for employee.
• Employee must fill in banking information
  regardless of documentation provided.
• If a checking account is used, then employee must
  submit a voided check along with form.

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Voided personal check not attached when checking
account option is selected.
Common Direct Deposit Authorization Form Errors
Employee attempts to select more than 3 accounts
for deposits.
Incorrect transit routing number provided when
the savings account option is selected.
Employee attempts to deposit money in money
market account.
30
Loyalty Oath

• Oath of Loyalty to the state of Florida.
• Must be notarized by a notary in the state that
  it is signed.

31
Common Loyalty Oath Errors
County omitted on the top left hand corner of
form.
Notarys commission has expired.
32
Confidentiality Agreement

• Introduced in July of 2006.
• Required of all employees to complete.

33
Common New Employee Sign-in Packet Errors

• Documents not signed
• Missing new hire documents
• I-9 issues
• W-4 Form Employee claiming Exempt and also
  claiming deductions marital status not completed
• Loyalty Oath Notarys signature/stamp missing
• Direct Deposit Authorization Form missing
  account information, or voided check not attached
• Illegible photocopies
• Copy of Social Security Card not included

34
Completion of Documents
Questions?
35
What we covered

• Types of New Employees
• Required Documents
• What they are
• Proper completion
• Common Errors

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• Thank you for attending this workshop.
• If you have any questions regarding new employee
  sign-in procedures,
• please contact the Human Resources-Records
  Section at
• records_at_mail.ucf.edu