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HR Year-End Reminders (December 2019)

Winter Break Break Holidays

President Szymanski has given the campus community additional days off for the winter break. All support, law enforcement, administrative, nine- and 12-month faculty and executive services employees will receive paid holiday leave for winter break, beginning Tuesday, Dec. 24, through Wednesday, Jan. 1, 2020. December 25 and January 1 are considered regular holidays, but the additional winter break days can also be recorded as "Regular Holiday" for those employees completing timesheets. Normal campus operations will resume Thursday, Jan. 2.


To be paid for any holiday, an employee must be in a "paid status" the day before the holiday, and still an active employee the day after the holiday. "Paid status" means the employee is either at work or using accrued leave time. This year, employees need to be in a paid status on Monday, December 23, 2019 to be paid for the winter break. It's highly recommended that most employees submit their timesheets for approval, and approvers/proxies approve timesheets on or before Monday, Dec. 23, prior to leaving for the winter break to ensure inclusion in the payroll processing on Dec. 27.

2020 Benefit Deductions

Benefit deductions for the 2020 plan year will be reflected in the paycheck dated December 6, 2019, with the exception of Flexible Spending and Health Savings Account deductions, which will be reflected in the January 3, 2020 paycheck. Please review your deductions carefully and notify Human Resources of any discrepancies.

Annual Leave Rollover

Annual leave hours in excess of the year-end maximums will roll into sick leave hours, hour-for-hour, as of December 31, 2019. Year-end maximums are 240 hours for Support employees and 352 hours for A&P employees/12-month faculty.

Employee Leave Use

Employees who have resigned from the university cannot remain on payroll and run down their Annual Leave balance. Employees may not be carried on the payroll beyond the last official day on the job, which must be a day of work, not a day of leave or university holiday. In certain situations, related to an employee's disability, the employee may be eligible to remain on payroll until sick leave is exhausted. Please note that payouts for accrued leave balances will be made in accordance with HR Policy 4.0120P, Hours of Work, Benefits and Leave Requirements. In other words, they will be paid in a lump sum for Annual Leave, but they will not be able to stay on payroll until it runs out.

Employee Exit Checklist

Human Resources would like to remind supervisors that an employee exit checklist should be completed before an employee's last day of employment. This form can be found on the HR Forms page. The completion of page two of the form will ensure employee and department obligations are fulfilled and UNF-owned equipment, Pcards, uniforms, keys, library materials and other items have been returned to the University. The date listed on the term PAF should be the last date that the employee worked, and it should not be a day of leave or a university holiday.

Employment Offers/Salary Confirmations

Departments are required to consult with Human Resources prior to extending or communicating any A&P or Support Staff job offers, including offers above the advertised rate. Additionally, Human Resources must review salary changes and provide final approval before any changes are communicated to employees.

Forms/Reference Guides/Manuals

Please use the latest versions located on the Human Resources website and discard or update those that have been downloaded or saved to your desktop.

Jeanne Clery Act Annual Security Report

Schools covered by the Clery Act are required to publish an Annual Security Report (ASR). The report is available online via the Clery Act Reporting webpage, or a paper copy may be requested in Human Resources, J.J. Daniel Hall, Building 1, Room 1101.

Minimum Wage Increase

The minimum wage in Florida will increase to $8.56 per hour, effective January 1, 2020 ($5.54 per hour for tipped employees.) An hourly rate increase will be automatically applied to employees currently making minimum wage.

OPS Terminations

When an OPS employee's assignment is complete, a termination PAF should be routed for signature and submitted to Human Resources, so that the job can be ended in the Banner system.

Payroll Processing Requirement

When hiring, departments must not allow any new employee (including all OPS, Student OPS, and those on Service Contracts) to begin work until the new employee has processed for payroll in Human Resources. If hiring or rehiring a Student, please be sure to send them to Human Resources to process BEFORE they begin working. There are NO EXCEPTIONS to this procedure.


Employees must present unexpired original documentation that shows their identity and employment authorization. Examples are as follows:

  • Photo identification (unexpired driver's license, state ID, school ID, military ID, passport, etc.)
  • Social security card or birth certificate; or unexpired passport, etc.
  • Voided personal check (for direct deposit)

Please review the USCIS webpage for a full list of acceptable documents.

Re-employment After Retirement

Effective July 1, 2010 Florida Statute changed the provisions under which a retiree, which by statutory definition can occur at any age, may be reemployed at an FRS participating employer.


Florida Statute, Chapter 121, defines a retiree as:

  • A person who has received any benefits, regardless of age, under the FRS Pension Plan (FPP), including DROP, or


  • A person who has taken a distribution, regardless of age, including a rollover or withdrawal, from the FRS Investment Plan (FIP), or


  • A person who has taken a distribution of employer contributions, regardless of age, including a rollover or withdrawal, from the State University System Optional Retirement Program (SUSORP), or


  • A person who has taken a distribution of employer contributions, regardless of age, including a rollover or withdrawal, from any other optional retirement plan offered by the State of Florida.


  • A retiree may not be employed, in any *capacity, for 6 calendar months after their retirement or distribution (withdrawal) date. A retiree may be employed during the 7th - 12th calendar months after their retirement or distribution (withdrawal) date provided the retiree ceases receiving retirement benefits during these months. After 12 months there are no State of Florida restrictions on reemployment.

* Capacity includes contractual services such as contractor and staffing agency.

Timesheet Approvers and Proxies

All timesheet approvers are required to set up a proxy who can approve timesheets in their absence. If you are designated as a proxy approver, you should never approve your own timesheet. If you are approving time as a proxy and there is no other proxy who can approve your time, please contact Human Resources at extension 2903.

Workers' Compensation

In the event of a medical emergency, an injured employee should immediately be transported to the nearest medical facility for treatment and AmeriSys (UNF's workers' compensation administration partner) should be notified as soon as possible thereafter. All other injuries, regardless of whether treatment is sought, should be reported to the immediate supervisor, then contact AmeriSys. Visit the HR Workers' Compensation webpage for detailed information.

Concerns and Issues

For Title IX/Discrimination concerns, visit the Equal Opportunity & Inclusion webpage or call extension 2507.


For Employee Relations concerns, please call extension 2981.