OPS Signin Procedure

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OPS Sign-in Procedure

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

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Classifications of OPS Employees

• Graduate Students
• OPSGRD
• Adjuncts
• Hourly Non-Students
• Undergraduate Student Employees

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Graduate Employees

• Departments must forward PAFs and New Employee
  Sign-in Packets for all Graduate Student
  employees (except OPSGRD) to Graduate Studies for
  approval.
• When classes are in session, Graduate Students
  are not permitted to work more than 20 hours per
  week without an approved Supplemental Assignment
  Form from Graduate Studies.
• During Summer sessions, Graduate Students are not
  permitted to work more than 30 hours per week
  without an approved Supplemental Assignment Form
  from Graduate Studies.
• Graduate students who are not enrolled in classes
  cannot be employed as Graduate Student employees,
  and must be processed on PAFs as non-student
  employees.

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OPSGRD

• These are Graduate Students who are not employed
  in their field of study and who are not receiving
  tuition assistance.
• PAFs for these students must be forwarded
  directly to HR.
• Excess hours rules do not apply to OPSGRD.

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Required Documents for New Graduate Student
Employees

• PAF
• GRA, GTA, or GTG Contract (for fixed bi-weekly)
• I-9 Form
• Supporting I-9 Documents
• Personal Data Sheet
• W-4 Form
• Direct Deposit Authorization Form
• Notarized Loyalty Oath
• Copy of Social Security Card
• Confidentiality Agreement
• Employment Questionnaire for Students

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Adjunct

• All adjuncts are OPS fixed biweekly employees and
  must be hired on an Adjunct Contract.
• Adjuncts must have an established job code as
  found on this link. (The Generic job code 9000
  should not be used.)

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Required Documents for New Adjunct Employees

• PAF
• Adjunct Contract
• I-9 Form
• Adjunct Faculty Application
• Supporting I-9 Documents
• Personal Data Sheet
• W-4 Form
• Direct Deposit Authorization Form
• Notarized Loyalty Oath
• Copy of Social Security Card
• Confidentiality Agreement

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Hourly OPS - Non-Student

• If a student is not enrolled in any classes
  during the semester, they may not be on payroll
  as an OPS Student employee (use USPS job codes).
• The FICA status is changed to Medicare only, and
  they are enrolled in the FICA Alternative Plan.

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Required Documents for New OPS Hourly Non-Student
Employees

• PAF
• I-9 Form
• Supporting I-9 Documents
• Personal Data Sheet
• W-4 Form
• Direct Deposit Authorization Form
• Notarized Loyalty Oath
• Copy of Social Security Card
• Confidentiality Agreement
• Signed Staff Application which is created online
  at www.jobswithucf.com

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Undergraduate Students

• All Undergraduate Student employees must be
  enrolled in undergraduate-level classes and
  processed as job code OPSSTU.
• All PAFs must be sent directly to Human
  Resources.

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Required Documents for New Undergraduate Student
Employees

• PAF
• I-9 Form
• Supporting I-9 Documents
• Personal Data Sheet
• W-4 Form
• Direct Deposit Authorization Form
• Notarized Loyalty Oath
• Copy of Social Security Card
• Confidentiality Agreement
• Employment Questionnaire for Students

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Returning Employees

• Employees that have worked within the last year
  are required to submit only an application (if
  applicable) and a Confidentiality Agreement.
• They are also encouraged to check myUCF and
  ensure that their contact information, W-4 tax
  information, and direct deposit information are
  correct.
• Employees that have a lapse of employment with
  UCF greater than one year are required to submit
  an entire hire packet for the classification that
  they shall be employed as.

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FICA Alternative Plan

• The Omnibus Reconciliation Act of 1990 (OBRA 90)
  introduced into law IRS Section 3121(b)(7)(F),
  which provides that temporary employees of a
  government entity may deposit money into a
  private retirement plan instead of Social
  Security. Under the UCF 401(a) FICA Alternative
  Plan participants contribute 7.5 of their
  compensation to an account that is established in
  their name.
• Enrollment in the plan is mandatory and automatic
  for all OPS non-students and adjunct faculty.
  Full-time student employees, GAs, GTAs, GRAs, and
  employees in dual compensation positions do not
  currently pay Social Security taxes and will not
  be enrolled in the plan.
• Once a contribution has been made on the
  participants behalf, an Enrollment
  Form/Designation of Beneficiary Form and an
  introduction letter will be sent to the
  participants from BENCOR, the Plan Administrator.

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Exemption from FICA Taxes for Graduate Students

• In order to be exempt from FICA taxes
• Graduate students must be (1) enrolled at least ½
  time at UCF, (2) regularly attending classes
  during the semester at UCF, and (3) employed as
  Graduate Students at UCF.
• Graduate Students must be scheduled to work 32
  hours or less in order to qualify for the FICA
  tax exemption.

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Exemption From FICA Taxes for Undergraduate
Students

• In order to be exempt from FICA taxes
• Undergraduate students must be (1) enrolled at
  least ½ time at UCF, (2) regularly attending
  classes during the semester at UCF, and (3)
  employed as Undergraduate Student Assistants at
  UCF.
• Undergraduate students must be scheduled to work
  32 hours or less in order to qualify for the FICA
  tax exemption.

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Common New Employee Sign-in Packet Errors

• Documents not signed
• Missing new hire documents
• Missing signed employment application
• I-9 issues (see the I-9 tutorial)
• 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

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Common Personal Data Sheet Errors

• All PDSs require a physical address in the Home
  Address field. PO Boxes are only permitted in the
  Mailing Address field.
• Employees fail to answer the Public Records
  question.
• Obsolete version of form is submitted.

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Common W-4 Form Errors

• Obsolete versions of the form submitted.
• Physical address required.
• Bottom portion of form not completed.
• Marital status not completed.
• Employee tries to claim allowances, and claim
  exemption from taxes. Employee cannot claim both.

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Common Direct Deposit Authorization Form Errors

• Voided personal check not attached when checking
  account option is selected.
• Incorrect transit routing number provided when
  the savings account option is selected.
• Employee attempts to deposit money in money
  market account.
• Employee attempts to select more than 3 accounts
  for deposits.

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Common Loyalty Oath Errors

• Notary commission has expired.
• County omitted on the top left hand corner of
  form.

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Confidentiality Agreement

• Introduced in July of 2006.
• Required for all employees to complete.
• The Confidentiality Agreement for vendors and
  volunteers can be found here.

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Employment Application

• Required for all non-student employees.
• Staff or AP Application must be completed online
  at www.jobswithucf.com, then printed and signed.
• The application for adjuncts is located on the
  Provosts website.

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• Thank you for taking the time to review this
  tutorial.
• If you have any questions regarding the OPS
  Sign-in Procedure,
• please contact the Human Resources Records
  Section at
• records_at_mail.ucf.edu