New Hires/Salary Administrative Actions Deadline Date: All budgeted new hires, with the exception of nine-month faculty, and all full-time OPS employees must begin work on or before Monday, Dec. 4, or wait until Tuesday, Jan. 2. Employment offers may be made during this time, however, the first day of employment will be January 2 or later. In order to begin work December 4 and attend the New Employee Orientation, new hires must have a completed background check and required documentation submitted to the Office of Human Resources no later than 2 p.m. Friday, Dec. 1. Salary administrative actions, such as departmental promotions, reclassifications and special pay increases that haven't received final approval to be effective December 4 will be effective January 2. For questions, contact the Office of Human Resources at (904) 620-2903.
Payroll Processing Requirement: When hiring, departments must not allow any new employee, including all OPS and student OPS, to begin work until that new employee has processed for payroll in Human Resources. If hiring or rehiring a student, send them to HR to process in before they begin working. There are no exceptions to this procedure. The following original documents are required:
- Photo identification, such as unexpired driver's license, state ID, school ID, military ID, passport, etc.
- Social Security card, birth certificate or unexpired passport
- Voided personal check for direct deposit
2018 Benefit Deductions: Benefit deductions for the 2018 plan year will be reflected in the paycheck dated Friday, Dec. 8, with the exception of Flexible Spending and Health Savings Account deductions, which will be reflected in the Friday, Jan. 5, paycheck. Review deductions carefully and notify HR of any discrepancies.
Winter Break/Spring Break Holidays: President Delaney has given the campus community additional days off for the winter break and spring break. All support, law enforcement, administrative, nine-and-12-month faculty and executive services employees will receive paid holiday leave for the winter break, beginning Monday, Dec. 25, through Monday, Jan. 1, in addition to the Christmas Day and New Year's Day holidays. Normal campus operations will resume Tuesday, Jan. 2. In addition, the last two days of spring break, Thursday, March 22, and Friday, March 23, will be paid holidays. To be paid for any holiday, an employee must be in a "paid leave status" the day before the holiday. "Paid leave status" means the employee is either at work or using accrued leave time. This year, employees need to be in a paid status Friday, Dec. 22, to be paid for the winter break.
Annual Leave Rollover: Annual leave hours in excess of the year-end maximums will roll into sick leave hours, hour-for-hour, as of Sunday, Dec. 31. Year-end maximums are 240 hours for support employees and 352 hours for A&P employees/12-month faculty.
Employee Leave Use: In response to the question if employees who have resigned from the University can stay on payroll until their annual leave time runs out, employees may not be carried on the payroll beyond the last official day on the job. In certain situations related to an employee's disability, the employee may be eligible to remain on payroll until sick leave is exhausted. Note that payouts for accrued leave balances will be made in accordance with HR Policy 4.0120P Hours of Work, Benefits and Leave Requirements; employees will be paid in a lump sum for annual leave, but won't be able to stay on payroll until it runs out.
Employee Exit Checklist: HR as well as Administration and Finance remind supervisors that an exit checklist should be completed before an employee's last day of employment. The completion of page two of the form will ensure employee and department obligations are fulfilled and equipment, P-cards, 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.
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 re-employed 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, including DROP or
- A person who has taken a distribution, regardless of age, including a rollover or withdrawal, from the FRS Investment Plan 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 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, including contractual services such as contractor and staffing agency, for six calendar months after their retirement or distribution (withdrawal) date. A retiree may be employed during the seventh through 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 re-employment.
Minimum Wage Increase: The minimum wage in Florida will increase to $8.25 per hour, $5.23 per hour for tipped employees, effective January 1. An hourly rate increase will be automatically applied to employees currently making minimum wage.
Positions of Trust: On July 1, 2014, the University began conducting background checks on all new faculty members as a condition of employment. Beginning immediately, current faculty members whose assigned duties, including scholarly activity, result in them being designated as occupying a "Position of Trust" are required to complete a Level 2 background check pursuant to Florida law.
Faculty positions with the following types of duties have been determined to be a Position of Trust: Faculty working with children/minors or access to vulnerable populations where responsibilities require unsupervised or significant access to vulnerable populations. For purposes of this policy, a minor is a person under the age of 18 who isn't enrolled or accepted for enrollment at the University. Examples of settings with vulnerable populations include childcare centers, summer camps for minors and precollege or enrichment programs. This category also includes employees who aren't directly working in those units but have unsupervised access to the unit when the vulnerable population is present. This category doesn't include faculty or instructional academic staff performing regular teaching, service, and research responsibilities, unless these responsibilities include unsupervised or significant access to vulnerable populations.
All faculty members who fit this definition of “Positions of Trust” must self-report this information by sending an email to email@example.com. The email should include the following for each program/activity or event being held involving minors:
- Faculty member name
- Name of event
- Month held
- Estimated number of minors
Faculty who question if duties constitute a position of trust should contact Greg Catron, employee labor relations director, via email or by calling (904) 620-2981.
Concerns and Issues: For Title IX or discrimination concerns, click here or call (904) 620-2507. For employee relations concerns, call HR at (904) 620-2981.