Transcription

Instruction GuideFellows in ePAFThis instruction guide consists of 4 instructions:1. Hiring a new Pre- or Post-Doc Fellow (pages 2–4)2. Reappointing a Pre- or Post-Doc Fellow (page 5)3. Terminating a Pre- or Post-Doc Fellow (page 6)4. Rehiring a Pre- or Post-Doc Fellow (pages 6-7)Note: Paperwork for all Fellowships on NIH Grants must go to Lisa Yates at Contracts & Grants,123 Grinter Hall (telephone 352-273-3126) for all types of actions before the relevant ePAF can beprepared. The completed and signed C&G approval form must be submitted with the ePAF throughdocument fax imaging.Note: Fellowship appointments must be awarded through the UF payroll system and mustconform to the published academic year calendar dates.Calculating and entering paymentsFellowship payments can be paid bi-weekly, quarterly, or as one payment (lump sum). If you are payingquarterly, or as a one-time payment throughout the academic year, then you should make a calendar noteto prepare an Additional Pay ePAF at the beginning of each pay period in which the payment isdue, as myUFL does not automatically calculate when each payment is due.Bi-weekly payments exampleTotal pay for the appointment 2000Bi-weekly payment is therefore 2000 26.1* pay periods 76.63 (round-up)Enter for each payment:Earnings amount 76.63Goal amount 2000*this may change according to the number of pay periods within the Fellow appointmentQuarterly payments exampleTotal pay for the appointment 2000Quarterly payment is therefore 2000 4 payments 500 (round-up)Enter for each payment:Earnings amount 500Goal amount 500 (note the total pay amount is not used for quarterly payments)Lump sum payment exampleTotal pay for the appointment 2000Lump sum payment is therefore 2000Enter as a one-time payment only:Earnings amount 2000Goal amount 2000 Training and Organizational DevelopmentHuman ResourcesUniversity of Florida, Gainesville, FL 32611December 2020Page 1 of 8

Instruction GuideCatch-Up payment example2 ePafs must be entered:1) A LSP Catch-up will be effective when fellowship starts.a. Earnings Amt: The amount needed to be paid to be caught up through current pay periodb. Goal Amt: same as earnings amount2) An Additional Pay ePAF to be effective the beginning of the next pay perioda. Earnings Amt: regular biweekly amountb. Goal Amt: Total fellowship amount minus the LSP already enteredSecurity RolesYou will need one of the following security roles to perform the actions described in this guide: The Originator security rolesUF EPAF Department Admin and UF HR View/Inquiry The Level 1 Approver security rolesUF EPAF Level 1 Approver and UF HR View/InquiryYou must attend PST210 Hiring & Additional Pay class before you can receive these security roles.1. HIRING A NEW PRE- OR POST-DOC FELLOWTo hire a new pre-or post-doc Fellow, use the Hire an Employee ePAF and select the appropriate salaryplan/job code combination within this form to trigger additional pay. When you choose one of these salaryplan/job code combinations, the Hire an Employee ePAF prompts you to fill out additional pay detailsinstead of a compensation rate.Navigation Log in to myUFL (http://my.ufl.edu) Navigate to Nav Icon Main Menu Human Resources UF Departmental Administration ePAF Home Page At the ePAF Home Page click Start a New ePAF Click Hire an EmployeeNote: When hiring and/or providing additional pay to foreign nationals, additional paperwork isrequired. See note below about paperwork, attend PRO316 Nonresident Alien Training, and/orcontact Payroll & Tax Services for further information.SearchUse the first page of the Hire an Employee form to search the UF Directory for the individual you arehiring. If you locate the individual, you will hire him or her under their existing UFID. If you do not locatethe individual, you need to enter the personal details and the system will automatically assign a UFID andwill prompt you to add him or her to the directory. You can then continue with the hire. Do you know the UFID for the person you are hiring?YESEnter the person’s UFID into the UFID fieldClick Search NO Type the person’s last name into the Last Name field. This must be entered exactly as it isspelled Click Search Training and Organizational DevelopmentHuman ResourcesUniversity of Florida, Gainesville, FL 32611December 2020Page 2 of 8

Instruction Guide Do your search results include the person you are hiring? YES Click icon to select the person you are hiring Ensure you select the appropriate employee record (if more than one) NO Enter the person’s First Name, Last Name, Date of Birth, and Social Security # into thefields provided Click Search If this search locates the person in the UF Directory click the icon to select that person.Ensure you select the appropriate employee record (if more than one) If this search does not locate the person in the UF Directory an Add button will appear on thescreen. Click Add to enter personal details and obtain a UFID, which will add the individual to theUF DirectoryPersonal Info Section (if the search does not locate the person in the UF Directory) In the Personal Info section you will see the ID has been assigned. The First and Last Name hasbeen populated from your original search Enter the Hire Effective Date (the date the Fellow started work) Add Middle Name, any Suffix and Email Address In the Home Address & Phone sectionEnter Address 1, Address 2, City, State, Postal CodeEnter County (you can use the magnifying glass to look up)Enter Phone Number In the Business Address & Phone section enter the UF business address (typically a PO Box)Enter Address 1, Address 2, City, State, Postal CodeVerify the County (you can use the magnifying glass to look up)Enter the business Phone Number In the Mailing Address & Phone section enter the mailing address (must be a US address)Enter Address 1, Address 2, City, State, Postal CodeEnter County (you can use the magnifying glass to look up)Enter Cell Phone Number if knownClick NextIdentity Info section Select the Gender from the drop-down list Verify the individual’s Date of Birth and Social Security #Important: If the social security number is wrong, stop! You may be hiring the wrong person.Either go back to select the appropriate person, or call your core office for assistance Select the Marital Status from the drop-down list Select the Citizenship Status from the drop-down list Select the Highest Education Level from the drop-down list Click Save & Next Click Yes Training and Organizational DevelopmentHuman ResourcesUniversity of Florida, Gainesville, FL 32611December 2020Page 3 of 8

Instruction GuideHire Form Data Section Enter the Effective Date. The effective date for fellows should be the day the appointment begins The Salary Plan for pre- and post-doc fellows is FELL Use drop down to select Empl Class.o Select Fellow for Pre Doc Fellowo Select Post Doc Fellow for Post Doc Fellowo Select Regular only as needed. Work County defaults to ALACHUA. Change if necessary The FICA Status should be Exempt Click Next Enter the Job Code to reflect whether the fellowship is pre- or post-doctoral 000395 POSTDOC FELLOWSHIP 000396 PREDOC FELLOWSHIP Enter your department in the Department field In the Std Hrs/Wk field enter 0.05 and tab or click outNote: Fellows do not have an FTE. Entering .05 in Standard Hours field allows thesystem the register an entry in the required field but keeps the FTE at 0. Click NextEnter the Earnings Code:FEL US citizen*N15 Foreign national*(includes foreign student with W-9)Always use the correct earnings code for foreign students. Using an incorrect earningscode can cause the student to owe money at the end of the year! Enter the Reason Code:FUS Pre-Doc FellowshipFTH Pre-Doc Fellowship/NIH training grantFLT Post-Doc FellowshipFTG Post-Doc Fellowship/NIH training grant Fellowship payments can be paid bi-weekly, quarterly, as one payment (lump sum), or in a “CatchUp” payment. Enter the appropriate Earnings Amount and Goal Amount as shown in theexample on page 1 of this instruction guide Click Next Enter reason for the payment in Comments Section - this is important as it will assist theapproval process Make a note of the eForm ID number for your records. This will make it easier to find later ifneeded Click Submit button Click Yes to submit the ePAF for Level 1 ApprovalNote: If the additional payment is for someone outside your department you will need to complete apayroll distribution using the appropriate Earnings Account Code(s). If the additional payment is forsomeone inside your department, a distribution is not necessary unless you are using a differentEarnings Account Code.Paperwork Appropriate paperwork should be attached to the ePAF via Document Fax Imaging (instructionguide located at ional-pay/.The paperwork includes: Training and Organizational DevelopmentHuman ResourcesUniversity of Florida, Gainesville, FL 32611December 2020Page 4 of 8

Instruction Guide Fellowship Memorandum of Understanding (see /fellowshipmemo.pdf) Four in One Form Direct Deposit FormAdditional required paperwork for Foreign Nationals I-20 (F1 Visa) or DS-2019 (J1 Visa) Foreign National Information Form and attachments (Windstar) W-8 Ben or W-9 from Tax Services I-94 (front and back)2. REAPPOINTING A PRE- OR POST-DOC FELLOWUse the Add Additional Pay ePAF to reappoint a pre- or post-doc Fellow. A Fellowship stipend can only becontinued for a new academic year if the Fellow has an active job record in job data. If the job recordhas been terminated, please follow the instructions as for 1. Hiring a New Pre- or Post DocFellow above.Navigation Log in to myUFL (http://my.ufl.edu)Navigate to UF Departmental Administration ePAF Home PageOn the ePAF Home Page click Start a New ePAFClick Add Additional PayYou can search for the Fellow using any of the fields shown. Click Search. Select the Fellow(ensure you select the appropriate employee record, if more than one).Enter the Effective Date which should be the start date for the reappointmentEnter the Earnings Code:FEL US citizen*N15 Foreign national*(includes foreign student with W-9)Always use the correct earnings code for foreign students. Using an incorrect earningscode can cause the student to owe money at the end of the year!Enter the Reason Code:FUS Pre-Doc FellowshipFTH Pre-Doc Fellowship/NIH training grantFLT Post-Doc FellowshipFTG Post-Doc Fellowship/NIH training grantFellowship payments can be paid bi-weekly, quarterly, as one payment (lump sum), or in a “CatchUp” payment. Enter the appropriate Earnings Amount and Goal Amount as shown in theexample on page 1 of this instruction guideClick NextEnter reason for the payment in Comments Section - this is important as it will assist theapproval processMake a note of the eForm ID number for your records. This will make it easier to find later ifneededClick Submit buttonClick Yes to submit the ePAF for Level 1 ApprovalPaperwork Appropriate paperwork should be attached to the ePAF via Document Fax Imaging (instructionguide located at /myufl-toolkits/hiring-andadditional-pay/ )The paperwork includes: Training and Organizational DevelopmentHuman ResourcesUniversity of Florida, Gainesville, FL 32611December 2020Page 5 of 8

Instruction Guide Fellowship Memorandum of Understanding (see /fellowshipmemo.pdf )Additional required paperwork for Foreign Nationals I-20 (F1 Visa) or DS-2019 (J1 Visa) Foreign National Information Form and attachments (Windstar) W-8 Ben or W-9 from Tax Services I-94 (front and back)3. TERMINATING A PRE- OR POST-DOC FELLOWUse the Change Employment Status ePAF to terminate the Fellow. Prepare the ePAF only after thefinal fellowship payment has been made.Note: To stop a fellowship payment prior to the end of the goal amount, contact HR Services at352-392-2477 for assistance.NavigationLog in to myUFL (http://my.ufl.edu)Navigate to UF Departmental Administration ePAF Home PageOn the ePAF Home Page click Start a New ePAFClick Change Employment StatusYou can search for the employee using any of the search fields shown. Click Search.Select the Fellow (ensure you select the appropriate employee record, if more than one).The Effective Date is the day after the last day of the semester.Click the Action drop down list. Select Terminatn.Click the magnifying glass to look up the Reason. Select Terminate add’l pay/lump sum.In the Comments section, add comments to assist the approval process which must include thenote ‘Fellowship stipend has paid out’. Make a note of the eForm ID number for your records. This will make it easier to find later ifneeded Click Submit button Click Yes to submit the ePAF for Level 1 Approval Paperwork No paperwork is required for terminations4. REHIRING A PRE- OR POST-DOC FELLOWTo process a rehire for a Fellow who has been previously terminated, use the Hire an Employee ePAF.Navigation Log in to myUFL (http://my.ufl.edu)Navigate to UF Departmental Administration ePAF Home PageOn the ePAF Home Page click Start a New ePAFClick Hire an EmployeeYou can search for the Fellow using any of the fields shown. Click the Search buttonSelect the Fellow. Ensure you use the appropriate employee record (if more than one)Hire Form Data Section Enter the Effective Date. The effective date for Fellows should be the day the appointment begins The Salary Plan for pre- and post-doc fellows is FELL Training and Organizational DevelopmentHuman ResourcesUniversity of Florida, Gainesville, FL 32611December 2020Page 6 of 8

Instruction Guide Use drop down to select Empl Class.o Select Fellow for Pre Doc Fellowo Select Post Doc Fellow for Post Doc Fellowo Select Regular only as needed. Work County defaults to ALACHUA. Change if necessary The FICA Status should be Exempt Click Next Enter the Job Code to reflect whether the fellowship is pre- or post-doctoral 000395 POSTDOC FELLOWSHIP 000396 PREDOC FELLOWSHIP Enter your department in the Department field In the Std Hrs/Wk field enter 0.05 and tab or click outNote: Fellows do not have an FTE. Entering .05 in Standard Hours field allows the system theregister an entry in the required field but keeps the FTE at 0 Click Next Enter the Earnings Code:FEL US citizen*N15 Foreign national*(includes foreign student with W-9)Always use the correct earnings code for foreign students. Using an incorrect earningscode can cause the student to owe money at the end of the year! Enter the Reason Code:FUS Pre-Doc FellowshipFTH Pre-Doc Fellowship/NIH training grantFLT Post-Doc FellowshipFTG Post-Doc Fellowship/NIH training grant Fellowship payments can be paid bi-weekly, quarterly, as one payment (lump sum), or in a “CatchUp” payment. Enter the appropriate Earnings Amount and Goal Amount as shown in theexample on page 1 of this instruction guide Click Next Enter reason for the payment in Comments Section - this is important as it will assist the approvalprocess Make a note of the eForm ID number for your records. This will make it easier to find later ifneeded Click Submit button Click Yes to submit the ePAF for Level 1 ApprovalPaperwork Appropriate paperwork should be attached to the ePAF via Document Fax Imaging (instructionguide located at /myufl-toolkits/hiring-andadditional-pay/ )The paperwork includes: Fellowship Memorandum of Understanding (see /fellowshipmemo.pdf ) Four in One Form Direct Deposit FormAdditional required paperwork for Foreign Nationals I-20 (F1 Visa) or DS-2019 (J1 Visa) Foreign National Information Form and attachments (Windstar) W-8 Ben or W-9 from Tax Services I-94 (front and back) Training and Organizational DevelopmentHuman ResourcesUniversity of Florida, Gainesville, FL 32611December 2020Page 7 of 8

Instruction GuideAdditional HelpAcademic PersonnelUF Payroll & Tax ServicesUF Help Desk (for Technical Issues)352-392-2477352-392-132432-392-HELP (4357) email: [email protected]: PRO318 Hiring Graduate Assistants and FellowsFurther resources available at /myufl-toolkits/ Training and Organizational DevelopmentHuman ResourcesUniversity of Florida, Gainesville, FL 32611December 2020Page 8 of 8

Pre-Doc Fellowship/NIH training grant . FLT Post-Doc Fellowship . FTG Post-Doc Fellowship/NIH training grant Fellowship payments can be paid bi-weekly, quarterly, as one payment (lump sum), or in a "Catch-Up" payment. Enter the appropriate . Earnings Amount. and . Goal Amount. as shown in the example on page 1 of this instruction guide