New Hire Appointment Process
for Faculty, Administration, Staff, Temporary hires

College/Department Responsibilities:

Upon completion of a successful search the hiring college/department will begin the appointment process as follows:

1. Contact the Human Resources Office (3-4105) and make an appointment for the new employee on or before his/her first day of employment.

2. Prepare the Letter of Offer (link to the appropriate letter listed below).  Include a list of documents acceptable for the completion of the Form I-9 (link).  Email a copy of the letter to the Benefits Coordinator.

• Faculty Employees Letter of Offer Templates
• Administration, Staff, or Temporary Employees Letter of Offer Templates

3. Advise the new employee that the following documents are necessary in order to complete the hiring process and should be presented when they meet with the HR representative:

• Original signed Letter of Offer (signed by the employee and the appropriate college/departmental accountable officer.)
• Education support documentation for Faculty, A&P and USPS.
• Employment Verification (based on the advertised requirements)
• Completed and signed USF Employment Application or Faculty Eligibility Form.
• Additional documentation necessary to complete the Form I-9.

4. Provide all Administration and Staff employees with a copy of the most current position description.

5. Advise the new employee to park in the 1-hour visitors parking located in front of the parking garage off of 6th Avenue South.  In order for the employee to receive a courtesy permit which is good for one week, he/she must present their letter of offer at the Cashier’s Office in BAY 132.  The Cashier’s Office will direct him/her to an authorized parking location. All employees must purchase a parking decal to park a vehicle. A parking decal can be payroll deducted.

Employee Responsibilities:

• The new employee will meet with the Benefits Coordinator at the designated date and time as indicated on the Letter of Offer.

• The new employee will bring the following documents in order to complete the necessary paperwork to complete the hiring process:
• Original signed Letter of Offer (signed by the employee and the appropriate college/departmental accountable officer).
• Education support documentation for Faculty, Administration, and/or Staff employees that support the requirements of the job.
• Completed and signed USF Employment Application or Faculty Eligibility Form.
• Additional documentation necessary to complete the Form I-9.

The new employee will complete the following forms during his/her New Employee Orientation:

• W-4
• New Employee Information Sheet
• Direct Deposit Form
• Time Limited Agreement (if applicable)
• Foreign National Information Sheet (FNIF) (if applicable)
• Proof of Selective Service Registration (if applicable)
• Form I-9

Human Resources Responsibilities:

Human Resources is responsible for assisting the new employee in accurately completing all necessary paperwork to ensure timely payment for work performed.  Once all paperwork is completed, the hiring packet will be given input into GEMS.  The HR representative will notify the college/department of the employee ID and record number via email.  The email will also indicate when the employee should expect his/her first pay warrant.

The Benefits Coordinator is responsible for providing all benefit and retirement information to eligible employees so that the best plan(s) can be chosen based on their personal situations.  The Benefits Coordinator will present the new benefit eligible employee with an information packet and a general overview of the following:

• Health and Life Insurance Options
• Retirement Options
• Savings Plans
• Navigation of the People First and Florida Retirement Web Sites
• Orientation to the GEMS Self-Service
• Attendance and Leave including distributing appropriate forms
• Instructions for obtaining a USF ID card and Email address
• USF Tuition Program
• Responsibilities Associated with Access to University Information Statement

Note:  Temporary employees, including student employees, are eligible for a 403(b) deduction and will receive an information packet specifically designed for them.

Once the employee has completed all the necessary hiring paperwork and has gone through the Benefits Orientation, the Benefits Coordinator will set an appointment for the employee to return to enroll/discuss benefits and retirement.