Regulations & Policies
Human Resources
Emergency Assistance Fund |
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| Number: | 4.0330P |
Policy Status:
New Responsible Division/Department: Administration & Finance |
| Effective Date: | 05/26/26 | |
| Revised Date: | ||
1. Purpose
The Emergency Assistance Fund provides limited financial assistance to eligible employees who are experiencing an immediate, unexpected, and substantial financial need that cannot be delayed. This policy is intended to complement applicable collective bargaining agreements. To the extent this policy conflicts with the terms of an applicable collective bargaining agreement, the collective bargaining agreement will control.
2. Policy Statement
The Emergency Assistance Fund provides financial support of up to $1,000 to eligible employees. Employees requesting assistance must complete the online application and submit valid supporting documentation explaining the financial need.
The amount of financial assistance awarded is determined by the Emergency Assistance Committee based on an evaluation of need and availability of funds. Assistance is funded through donations to the University of North Florida Foundation.
2.1 Emergency Assistance Committee
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The Emergency Assistance Committee will include representatives from Human Resources, the UNF Faculty Association, and the Osprey Staff Association.
2.2 Eligibility
Eligible employees include budgeted staff and faculty. There are no service‑time requirements. Employees on a leave of absence, regardless of pay status, are eligible.
The Emergency Assistance Fund does not apply to temporary employees, OPS employees, volunteers, independent contractors, employees who have been provided notice of separation or employees who have been terminated by the University. Employees are not required to contribute to the fund in order to be eligible for assistance.
2.3 Application Process
An eligible employee may request assistance up to a net amount of $1,000 once every two calendar years by making a request via Get HR Help-Employee Records & Leave. If an employee receives less than the maximum amount and a subsequent eligible financial need arises, the employee may submit a new request for up to the remaining balance.
All requests must be supported by documentation. Approval of assistance is not guaranteed. Due to limited funds, not all requests can be approved even when a financial need exists. Assistance should only be requested after all other available resources have been exhausted.
2.4 Financial Emergencies
Requests must reflect an immediate, temporary financial hardship. Each request is evaluated on a case‑by‑case basis.
Documentation such as a police report must be provided.
Natural Disasters or Weather‑Related Events
Examples include financial hardship resulting from hurricanes, flooding, or other natural occurrences, such as:
- Temporary housing costs (hotel or short‑term rental when a residence is uninhabitable)
- Emergency home repairs affecting habitability, including insurance deductibles or out‑of‑pocket costs not covered by insurance (for example, flooring removal or mold remediation)
- Essential replacement items such as clothing, bedding, or basic household necessities lost due to flooding
- Emergency transportation expenses when a vehicle required for commuting is damaged by a weather event
Medical or Dental Emergencies
Unexpected medical, dental, or related expenses not fully covered by insurance, including incidental costs arising from an illness or emergency once sick leave and/or annual leave has been exhausted. Documentation is required.
Medical Insurance Premiums
Premium payments when an employee is in unpaid status after exhausting leave balances.
Utility Shutoff Notices
Electric, water, or gas shutoff notices must be documented.
Emergency Home Repairs
Repairs necessary to maintain a habitable living environment, such as HVAC or plumbing failures.
Emergency Transportation Needs
Vehicle repairs required to allow the employee to report to work.
Temporary Food Insecurity
Short‑term food needs directly tied to a documented emergency situation.
Emergency Childcare Costs
Costs arising from the sudden and unexpected loss of childcare, such as caregiver illness.
The following are examples of situations that generally do not qualify for assistance:
- Ordinary or predictable living expenses
- Regular rent or mortgage payments without a triggering emergency
- Routine utility bills without a shutoff notice
- Groceries or fuel without a documented emergency
- Cell phone, internet, or cable television expenses
- Moving expenses
- Vacation or leave‑related expenses
- Marriage, divorce, adoption, or child support expenses
- Income taxes, penalties, or interest
- Debt consolidation or attorney fees
- Loans, bankruptcy, or foreclosure‑related expenses
- Payments to creditors, including credit cards or non‑sufficient funds (NSF) fees
2.5 Review of Requests
The maximum award is $1,000 per eligible emergency. Employees will be notified by the EAC via email of approval or denial. If denied, the reason for denial will be provided.
Approved payments are processed by Human Resources through payroll and distributed in accordance with payroll procedures. Payments are taxable wages and will be reported on the employee’s annual W-2 statement. Payroll will estimate applicable taxes and gross up the award, so the employee receives the approved net amount. Amounts paid will not count toward retirement or other earnings-based benefits.2.6 Repayment and Donations
Repayment of assistance is not required. However, once the employee’s financial situation has stabilized, future donations to the Emergency Fund are encouraged to assist others in need. Donations may be made through payroll deduction or directly through University Development and Alumni Engagement.2.7 Appeal Process
If an application is denied due to incomplete documentation, the employee may resubmit the application with the required materials. If the denial is based on eligibility criteria, the employee may submit an appeal to the Emergency Assistance Committee for reconsideration.
2.8 Confidentiality
All information provided by applicants is considered confidential and will be shared only with individuals directly involved in administration of the Emergency Assistance Fund and payroll processing.
3. References and Related Information
History: New 5/26/2026