Hiring and Job Actions
These tools and guides will assist administrators with entering a new hire into the myUFL systems as well as assisting department administrators with the execution of job or position actions such as special pay increases and reclassifications. UF staff can use the myUFL portal > My Self Service > Jobs at UF to create and save a resume, apply for a UF position, or monitor the status of their application.
Frequently Asked Questions
These Frequently Asked Questions regarding classification and compensation will get you started on hiring and job actions.
Glossary
A glossary of terms is available to help you with definitions of terms and acronyms used in the myUFL systems for hiring of all kinds, job actions and all other parts of the myUFL systems.
Forms
The Division of Human Resources maintains a Frequently Used Forms Web site. Frequently used forms for hiring and job actions in myUFL include:
- Hiring Checklists. These checklists will assist departmental administrators with processing hires and should be completed and forwarded with the appropriate hire paperwork.
- HR Forms. Visit this link for all other HR related forms.
Training Materials
Visit the myUFL Toolkits pages at http://hr.ufl.edu/training/myUFL/Toolkits/.
Additional Resources
- Letter of Appointment
Checklist - End
Use this checklist to complete requests for End User roles for Letters of Appointment (LOA) in the Access Request System (ARS). - Letter of
Appointment Checklist - Core
Use this checklist to complete requests for Core User roles for Letters of Appointment(LOA) in the Access Request System (ARS). - Salary Plan Matrix
See the definition of each salary plan. - Job Title ––
Abbreviations Crosswalk
When entering a new hire or completing a job or position action (such as a special pay increase or reclassification), administrators may need to search for job codes, which is accomplished by entering the job title in the “Description” field on the search page. This search sometimes requires the use of abbreviations in lieu of full titles, which are defined in this crosswalk. The crosswalks for job codes and position numbers are available in PeopleSoft under Workforce Administration > UF Crosswalks.
- FTE –– Work
Hours Crosswalk
FTE (full–time equivalency) is used to show the effort required to fulfill an appointment. Use this crosswalk to find the appropriate FTE for the number of hours an employee works during a normal workweek. - OPS Appointment versus Independent Contractor
The Internal Revenue Service provides guidelines that determine whether someone’s services can be retained as an independent contractor or whether he or she must be hired as a UF employee. - University Tax Services
This Web site offers information on payments to foreign nationals, payroll tax, UTS employee directory, and more.
Policies
UF Handbook Business Policies and Procedures for Human Resources.
Security Roles
- ReportSuperUser
Required for anyone who has an end or core user role and must view or run reports in PeopleSoft (not Enterprise Reporting) to perform their job duties.
End User Roles
- UF_EPAF_Department Admin
This role provides access to ePAF for purposes of entering a hire, rehire, job changes, leaves of absence, terminations, leave cash–outs, and additional pay actions. Note: Current position could be department administrator, administrative assistants and office managers. Participation in training (PST 210 and PST 220) is required. (P3) - UF_EPAF_Level 1 Approver
This role provides access to ePAF for purposes of approving, denying, or recycling submissions for a hire, rehire, job changes, leaves of absence, terminations, leave cash–outs, and additional pay actions. Note: This role is for an appropriate college administrator, usually in a Dean’s or Director’s office. Participation in training (PST 210 and PST 220) is recommended. (P3) - UF_HR_AEF_Benefits
This role is reserved for a few employees at the health center who enroll AEF employees in federal benefits and for one employee in IFAS who enrolls certain IFAS employees in federal benefits. This update capability is for the purpose of keeping the Annual Base Benefits Rate (ABBR) in Job Data in synch with the total compensation from UF and no–UF sources. (P3) - UF_HR_AEF_Benefits_Correction
This role allows certain users to update and correct the Annual Base Benefits Rate (ABBR) in Job Data for the purpose of keeping it in synch with their AEF salary. Highly restricted due to ability to correct historical data. (P5) - UF_HR_APAY_EXC
This role is used by DOCE staff and Core HR Offices to enter Additional Payments without an account number for distribution purposes. Must be used in conjunction with UF_EPAF Department Admin or one of the ePAF core user roles. (P3) - UF_HR_APPR_POSN1
Workflow role to route position actions to level 1 approvers for approval. (P3) - UF_HR Background Correction
Correct historical data related to employees’ historical background. Highly restricted to a few core office employees in Human Resource Services. (P5) - UF_HR Class Comp Correction
Correct historical data related to positions, jobs, and additional pay. Highly restricted to a few core office employees in Classification and Compensation at Human Resource Services. (P5) - UF_HR Department Hiring
Creates and maintains a position, and initiates related workflow. Enters payroll distributions. Has access to recruiting activities in Manager Self Service to create requisitions, maintain requisition activity, and update applicant statuses. Has view only access to job and additional pay data. Note: Current position could be department administrator, administrative assistants and office managers. (P3) - UF_HR Empl Review Correction
Correct historical data related to employee reviews. Highly restricted to a few core office employees in Human Resource Services. (P5) - UF_HR External Applicant
Be an applicant for a UF job who is not affiliated with UF. Have access to job postings and the application process. (P1) - UF_HR Hiring Correction
Correct historical data related to positions, jobs, and hiring. Highly restricted to a few core office employees in Recruitment and Staffing at Human Resource Services. (P5) - UF_HR IRC Correction
Correct historical data in the PeopleSoft HRMS system. Highly restricted to a few core office employees in the UF Bridges office. (P5) - UF_HR Level 1 Approver
Reviews and approves position actions submitted by departments. Role for the appropriate college administrator. Note: Role cannot be requested alone; please also request UF_HR_APPR_POSN1. (P3) - UF_HR Manager/Dept Admin
Enters payroll distributions. Updates personal data. Has view only access to job and additional pay data. Serves as the administrative coordinator for a department or comparable unit or as an HR manager. Note: This role would typically be at the department level or comparable administrative unit. (P3) - UF_HR Medical Exams Inquiry
This role enables designated staff to view physical exam scheduling and results, as well as to run and view a report which projects by Dept ID any follow-up physical exams that will be due by a specified date. (P3) - UF_HR View/Inquiry
View–only access to employee job records and personal data. (P3) - UF_LOA_INPUT
Create or update a Letter of Appointment record for a graduate assistant or pre–doc fellowship. (P3) - UF_LOA_PET_VIEW
Have view–only access to petition information that allows a student to become a graduate assistant when he/she does not qualify. Note: This is to be granted only to those individuals who need this information to perform their jobs. (P3) - UF_LOA_STATUS
Have view–only access that lets the user see the courses a student is taking and the total amount of waivers received. (P3) - UF_LOA_VIEW
Have view–only access to the Letter of Appointment information and the funding sources for the waiver. (P3) - UF_N_GJ Department Admin
Provides access to the GatorJobs application for department–level processing of job requisitions: create job requisitions, maintain requisition activity, and update applicant statuses. User must complete training course PST092 prior to requesting role. (P3) - UF_N_GJ Department Approver
Provides access to the GatorJobs application for department–level (level 1) approval and processing of job requisitions: create job requisitions, review and approve job requisitions, maintain requisition activity, and update applicant statuses. (P3)
Core User Roles
- UF_EPAF_Academic Personnel
Role for the Academic Personnel Office to participate as a Level 2 Approver for all ePAF forms. (P4) - UF_EPAF_Employment Office
Role for the Employment Office to participate as a Level 2 Approver for all ePAF forms. (P4) - UF_EPAF_Leave Office
Role for the Central Leave Office to participate as a Level 2 Approver for selected ePAF forms. (P4) - UF_EPAF_Payroll Office
Role for the Payroll Office to participate as an Approver for selected ePAF forms. (P4) - UF_EPAF_Retirement Office
Role for the Retirement Office to participate as an Approver for selected ePAF forms. (P4) - UF_EPAF_Student Employment
Role for the Student Employment Office to participate as a Level 2 Approver for all ePAF forms. (P4) - UF_EPAF_Tax Services
Role for the Tax Services Office to participate as a Level 2 Approver for selected ePAF forms. (P4) - UF_HR_APPR_POSN2
This is a Level 2 workflow role for final approval of position actions, and is exclusively for designated Academic Personnel and Human Resource Services staff. (P4) - UF_HR_Tenure and Promotion
This role will have access to create and update tenure process tracking data and also to run queries for eligible faculty and faculty disposition information used for correspondence. (P4) - UF_LOA_FEE
Input full–fee funding for a graduate assistant or pre–doc fellow. (P4) - UF_LOA_GRADPET
Input information regarding petitions received by the Graduate School or Academic Affairs after they have been approved or denied. (P4) - UF_LOA_SUPER
Update the Letter of Appointment and funding at all times, including those times when the files are closed at the end of the semester. (P4) - UF_N_GJ Academic Personnel
Provides the Academic Personnel office with access to the GatorJobs application for institutional–level (level 2) approval and processing of job requisitions for faculty jobs. (P4) - UF_N_GJ Class and Comp
Provides the Classification and Compensation office with access to the GatorJobs application for institutional–level (level 2) approval and processing of job requisitions for TEAMS jobs and non–student OPS jobs. (P4) - UF_N_GJ Recruit and Staffing
Provides the Recruitment and Staffing office with access to the GatorJobs application for institutional–level (level 3) approval of job postings on the web (Internet). (P4) - UF_N_GJ Student Employment
Provides the Student Employment office with access to the GatorJobs application for institutional–level (level 2) approval and processing of job requisitions for student OPS jobs. (P4) - UF_N_HR_IMAGING_CLIENT_MAX
Human Resources Client Max. When requesting the role you must include the user’s GatorLink username in the Authority Area. For Human Resource Services personnel only. (P3) - UF_N_HR_IMAGING_CLIENT_UPDT
Human Resources Client Update. When requesting the role you must include the user’s GatorLink username in the Authority Area. For Human Resource Services personnel only. (P3) - UF_N_HR_IMAGING_CLIENT_VIEW
Human Resources Client View. When requesting the role you must include the user’s GatorLink username in the Authority Area. For Human Resource Services personnel only. (P3) - UF_N_HR_IMAGING_VIEW
View Human Resources voucher and invoice images. When requesting the role you must include the user’s GatorLink username in the Authority Area. For Human Resource Services personnel only. (P3)
Bridges User Roles
- UF_LOA_SUPPORT
Update the set-up data for Grad Waiver/Letter of Appointment application. The set-up pages included are for terms, sessions, appointment dates, the grad waiver processing, and grad waiver payroll calendars. This is a Bridges support role for the Grad Waiver/Letter of Appointment application. (P5) - UF_GTC eForms Administrator
Role for the Bridges eForms Business Analyst responsible for maintaining eForms/ePAF setup tables and functionality. (P5) - UF_GTC eForms Admin–View Only
View–only role for the Bridges eForms Business Analyst responsible for monitoring eForms/ePAF setup tables. (P4)
Assistance
For assistance with university policies and procedures regarding hiring and job actions, please contact Recruitment and Staffing at 392-2477, or the appropriate satellite office (Reitz Union, Health Science Center, IFAS, and Physical Plant Division).
Please contact the UF Help Desk (392-HELP) for questions regarding the use of myUFL for hiring and job actions.
