• TABLE OF CONTENTS
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 Front Cover
 Title Page
 Table of Contents
 Employment programs
 Responsibilities of the student...
 Responsibilities of the student...
 Policies and procedures
 Documents required to hire...
 Critical dates and payroll...
 Record of money earned
 Class dismissal form
 Pay rate justification form
 Job classifications and starting...
 Student employee evaluation...
 Guidelines for release of student...
 Class/work schedule
 Do and don't checklist
 Student employment flowchart
 Notes
 Back Cover






Group Title: Student employer's handbook, University of Florida
Title: Student employer's handbook. 2003-04.
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Permanent Link: http://ufdc.ufl.edu/UF00087110/00001
 Material Information
Title: Student employer's handbook. 2003-04.
Series Title: Student employer's handbook
Physical Description: Serial
Language: English
Creator: Office for Student Financial Affairs, University of Florida
Publisher: University of Florida Office for Student Financial Affairs
Place of Publication: Gainesville, Fla.
Publication Date: 2003-2004
 Subjects
Subject: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
 Record Information
Bibliographic ID: UF00087110
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved, Board of Trustees of the University of Florida

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Table of Contents
    Front Cover
        Front Cover
    Title Page
        Title Page
    Table of Contents
        Table of Contents
    Employment programs
        Page 1
        Page 2
    Responsibilities of the student employer
        Page 3
    Responsibilities of the student employees
        Page 4
    Policies and procedures
        Page 5
        Page 6
        Page 7
        Page 8
    Documents required to hire students
        Page 9
        Page 10
        Page 11
        Page 12
        Page 13
        Page 14
        Page 15
        Page 16
        Page 17
        Page 18
        Page 19
    Critical dates and payroll deadlines
        Page 20
    Record of money earned
        Page 21
    Class dismissal form
        Page 22
    Pay rate justification form
        Page 23
    Job classifications and starting pay ranges for student employees form
        Page 24
        Page 25
    Student employee evaluation form
        Page 26
        Page 27
    Guidelines for release of student information
        Page 28
    Class/work schedule
        Page 29
    Do and don't checklist
        Page 30
    Student employment flowchart
        Page 31
    Notes
        Page 32
    Back Cover
        Back Cover
Full Text




UF Employers'
Handbook
2003-04



T 1 Student Employment
S*, at the University of Florida


Office for Student Financial Affairs
Student Employment Office
S-107 Criser Hall
P. O. Box 114025
Gainesville, FL 32611-4025
(352) 392-0296












Student Employment at the University of Florida


Employers' Handbook







July 2003






This handbook was produced by the publications section
of the Office for Student Financial Affairs for distribution
to University of Florida colleges and departments which
employ students. Please direct questions to the Student
Employment Office in Criser Hall, (352) 392-0296.


The University of Florida is an affirmative action employer and offers equal employment
opportunity without regard to race, color, creed, sex, religion, age, national origin,
marital status, veteran status, or disability.


Upon request, this document is available in alternate formats for
individuals with documented, print-related disabilities. For information,
contact the Office for Student Financial Affairs. Hearing impaired
individuals who need to contact Student Financial Affairs by telephone
may call our line for the hearing-impaired: (352) 392-1272 (V/TDD).







CONTENTS



Em ploym ent Program s .................................................... ............ 1
Federal Work-Study (FWS) Program ................................................. 1
Other Personnel Services (OPS) Program ................. ............................ 2
Off Campus Jobs.................................................................. 2
Job Placement Bulletin Board ........... ............................................. 2
Phone-In Work Permit Request Line ................................................... 2
Responsibilities of the Student Employer ................. .............................. 3
Responsibilities of Student Employees ................................................... 4
Policies and Procedures ........... .................................................... 5
Hiring Procedures ........... ...................................................... 5
Student Work Schedules ........... ................................................. 6
Payroll Procedures, Sample Time card. ................. ............................... 7
W-2 Forms ..................................................................8
Verification and FWS ........... ................................................... 8
Layoffs and Firing ........... ......................................................8
Federal Drug-Free Workplace Act Requirements ................ ........................ 8
Scholarships & Work Requirements. .................. ................................. 8
Student Athletes' Work Eligibility. .................. .................................. 8
F-l & J1 Visa Holders ........... .................................................. 8
Documents Required to Hire Students ................................................... 9
University of Florida Work Permit ..................................................... 10
SP-100..................................... 11
W4 Card ..................................... ............................. 13
19 ................... ............... ................... .. ......... 15
Form UPS 50 ................................................................18
Critical Dates and Payroll Deadlines. ................. ................................... 20
Record of Money Earned ........... ................................................... 21
Class Dismissal Form ........... ...................................................... 22
Pay Rate Justification Form. ........................................................... 23
Job Classifications and Starting Pay Ranges for Student Employees Form ....................... 24
Student Employee Evaluation Form. ................. ................... ................... 26
Guidelines for Release of Student Information ............... .......................... 28
Class/Work Schedule ........... ..................................................... 29
Do and Don't Checklist ................................... .................... ....... 30
Student Employment Flowchart ............. ................... .................... 31
Notes. ................. ................... ..................... ......... 32






EMPLOYMENT PROGRAMS
An Introduction


The University of Florida (UF) Student Employment
Office provides part-time student employment on
and off campus through three programs-the Federal
Work-Study (FWS) program, including its Federal
Community Service (FCS) component; Other
Personnel Services (OPS); and Off Campus
Employment. Another work program, CO-OP
Employment, is coordinated through the Career
Resource Center in the Reitz Union. This handbook
describes programs administered by the Student
Employment Office. For information on the CO-OP
program call 392-1601.
The main objective of the UF student employment
programs is financial support, but on-the job
experience is also important. Ideally, students find jobs
related to their interests, talents and vocations and
leave school with valuable work experience. Student
employment also offers students the opportunity to
explore several areas of interest while still in school.
Although both you, the employer, and the students
who work for you should consider FWS/FCS and OPS
positions as regular jobs with normal duties and
responsibilities, these jobs differ from others in several
ways. First, FWS/OPS jobs should allow students
flexibility in scheduling work hours. Secondly,
FWS/FCS is part of a student's financial aid package.
Because federal and state regulations prohibit students
employed through FWS from receiving more financial
aid than the amount allowed by their documented
need, the office for Student Financial Affairs (SFA)
must sometimes revise awards for students who
receive additional resources. The Student Employment
Office, therefore, cannot guarantee the permanency of
a student's work eligibility. Both you and your student
employees should periodically check the students' aid
status and available funding.
A normal work week for students is 15 to 20 hours,
generally two or three consecutive hours, four or five
days a week. FWS/FCS and OPS salaries begin at
minimum wage and range upward according to skill
and experience. Students must have and maintain an
overall grade point average of at least 2.0 and be
registered for at least six hours to be eligible for these
programs. In special circumstances, students may
appeal by petition.
All decisions concerning employment and job
placement of students participating in the Federal
Work-Study/Federal Community Service program
and Other Personnel Services must be made without
regard to race, creed, religion, sex, national origin,
marital status, age, disability, or veterans' status. As
employer, you have complete authority to accept or
reject the applicant. The same right rests with the
student applicant.


Guidelines and information in this handbook refer to
FWS/FCS and OPS unless otherwise noted. The
Student Employment Office handles appointments for
UF students only; Santa Fe Community College and
local high school students must apply to the Division
of Human Resources in the Stadium. Non-degree
students and those classified as OLS cannot be
employed until they are admitted officially to the
university. Walk-in students who want to work before
they are accepted for enrollment at the university must
apply at the Division of Human Services.

FEDERAL WORK-STUDY
(FWS) PROGRAM

he Federal Work-Study program was authorized
and funded by the United States Congress in 1965
for students with a documented need for help with
college expenses. In addition to providing about 2,500
UF a students with financial assistance, FWS helps the
university by enabling departments to employ
undergraduate and graduate students at a cost to the
institution of thirty percent of the gross payroll. The
federal government pays the remaining seventy
percent.

At UF, only the Office for Student Financial Affairs
may award federal work-study funds to students. FWS
employment is part of a student's financial aid
package and cannot be awarded unless the student has
submitted a Free Application for Federal Student Aid.

Because of limited funds students should apply for
financial aid early if they wish to qualify for FWS.
Applications are available at SFA and should be
submitted as soon as possible after January 1 for the
following academic year. FWS awards are made on a
first-come, first-served basis.
Before the beginning of fall semester, the Student
Employment Office mails students who have been
awarded FWS, a computer-generated UF Work Permit, a
set of instructions, and a list of jobs that departments
have listed as available. During spring and summer
terms, students must come to or call Student
Employment in S-107 Criser for Work Permits.
Students arrange their own interviews, choosing jobs
that fit their qualifications from the job list and then
contacting employers for interviews. Students must
bring their Work Permits to all interviews. Any student
who has difficulty finding a job can come to the
Student Employment Office for help. For more
information about application procedures and forms,
contact the Office for Student Financial Affairs, S-107
Criser Hall, (352) 392-0296.


II









Federal Community Service (FCS)
A component of the Federal Work-Study Program, the
Community Service Jobs program encourages
participation in community service activities by
students who are receiving federal student assistance.
These jobs are intended to develop in students a sense
of social responsibility and commitment to the
community.
NOTE: All references to Federal Work-Study (FWS) in
this booklet also apply to the Federal Community
Service (FCS) component.

OTHER PERSONNEL SERVICES
(OPS) PROGRAM
Other Personnel Services is funded entirely from
regular state or grant accounts and is for students who
want to work on campus but have not applied for or
do not qualify for FWS. OPS jobs do not depend on
financial need, so financial disclosures are not required.
To apply for OPS, students must come to the Student
Employment Office to secure a Work Permit. A picture
I.D. is required to complete this process. Students then
check the OPS job listings on one of the OPS job
bulletin boards and arrange an interview with an
employer. A UF Work Permit must be taken to all job
interviews. Students who have difficulty finding jobs
within a reasonable time should return to the Student
Employment Office for further counseling.

OFF-CAMPUS JOBS
Students who are ineligible for FWS and unable to find
suitable OPS jobs can seek off campus employment.
Students do not have to demonstrate financial need or
go through the Student Employment Office to obtain
off campus jobs.
To apply for off campus jobs, students should check
the listings on one of the off campus job bulletin boards
and call to arrange interviews for the jobs that interest
them. Salaries and hours for these positions vary by
employer.

JOB PLACEMENT BULLETIN BOARDS
FWS/FCS, OPS, and Off Campus Jobs are posted daily
near the courtyard entrance to Criser Hall. The listings
are posted on Tuesdays and Thursdays at the following
locations: J. Wayne Reitz Union, Norman Hall,
McCarty Hall, and the Health Science Center. The
complete job lists are also available on the Internet at:
www.sfa.ufl.edu/job.html

PHONE-IN UF WORK PERMIT
REQUEST LINE
Student Employment offers students the option of
obtaining UF Work Permit by telephone. Using our


phone-in Work Permit request system, students can dial
392-0296 to request a permit by phone. Work Permits
will be mailed to students' hiring departments. Please
be sure that students know the department's correct
mailing address.
The following categories of students must come to the
Student Employment Office to pick up their Work
Permits:
1.Students with Non-Resident Alien Cards or I-20's.
2.Students who are requesting a dual Work Permit.
3. Students with a grade point average of less than 2.0.


1






RESPONSIBILITIES

The role of the supervisor is vital to the success of
any work-learning program, and, in order to be
effective, the supervisor must perform a wide range of
activities.
As a supervisor, you are responsible for the
development of the work environment. This process
begins when you interview and select student workers
with the skills and attributes necessary to support the
operations of your department. You must
communicate departmental goals, provide job
descriptions, organize assignments and establish
expectations for your students.You will also be
responsible for training, motivating, communicating
with, guiding, evaluating, and relating to the students
you hire. You should serve as a model for the
development of good work habits such as punctuality,
dependability, cooperation, honesty and efficiency.
A supervisor's primary responsibility is providing
student employees with adequate guidance, training
and support. You are responsible for the work that your
student employees do. Many students have a great deal
of potential but very little work experience, and your
patience and support can help them develop that
potential and become a valuable asset to the department
as they gain important work experience. Although you
may be faced with imperfection, you should strive to
guide your students toward better work habits and
skills and compromise when necessary.
Any permanent University employee can be a
supervisor. Generally, the supervisor should be the
person who has the most direct, daily contact with the
student employee. Supervisors should only assign
tasks which relate to operating academic programs,
maintaining facilities, or supporting the institution in
general.
If you supervise student assistants at the
University of Florida, you have the following specific
responsibilities:

1. TO work with your student employees to
establish regular work schedules, making it clear
that you expect them to follow these schedules.

2. TO provide your student employees with a clear,
preferably written, statement of your
departmental policies and of all university
policies and regulations outlined in this
handbook.

3. TO be sure that your students are enrolled at least
half time. Half time for undergraduates is six
credit hours per term.
4. TO give students' academic progress priority by
allowing flexibility in scheduling during exam
times. Also, however, require your students to give
you adequate notice about planned absences or
schedule changes. Your FWS or OPS employees are
students first and employees second and must
conform to class schedule changes, so if job


OF THE EMPLOYER
schedule adjustments will NOT be possible, you
must inform students of this before you hire them.
5. TO verify the accuracy of your students' time
cards before signing them. (For instance, verify
that Week One hours add up to no more than 20
hours a week and Week Two hours add up to no
more than 20 hours a week. This does not mean
15 hours Week One and 25 hours Week Two.)
The person who signs as supervisor confirms the
hours worked as they appear on the time card.
Time cards become official records open to audit
by the federal government, and supervisors are
accountable for the accuracy of the records.
6. TO make sure FWS and OPS students do not
work during scheduled class hours. If an FWS
student asks to work during a scheduled class or
exam because the class was cancelled, the
student must provide the supervisor with
documentation from the instructor stating the
date, time, and name of the cancelled class. The
supervisor must attach this to the student's time
card. See sample on page 24.
7. TO be sure your student employees do not earn
more than the total semester award allocation
shown on their UF Work Permits. When hiring
students, you should calculate the number of
hours your students can work each week (see
pages 6 and 23 of this handbook). Both you and
your students should then keep a cumulative
record of their hours worked and dollars earned.
See sample on page 23.
8. TO submit student employees' time cards to your
payroll clerks on time, so that the pay
certifications can be submitted by the deadline.
Late or incorrectly completed certifications can
delay students' paychecks until the next pay
period.
9. TO be sure that your students sign their
timecards when they sign in to work.

10. TO ensure that students are not offered or given
fringe benefits in addition to their hourly wages.
Students must NEVER be paid more than their set
hourly wage.
11. TO be sure your student gives you the original
of the UF Work Permit and not a copy.


3l






RESPONSIBILITIES OF STUDENT EMPLOYEES



Students should consider their FWS or OPS positions as regular jobs. They should work with their supervisors
to coordinate a work schedule and meet that schedule. Student workers have a dual responsibility, since they
must also maintain satisfactory academic status. Students employed through UF work programs have the
following specific responsibilities.


1. TO apply for financial aid each year as soon as
possible after January 1, if they wish to continue
receiving funds through the Federal Work-Study
program.

2. TO maintain at least a 2.0 GPA. Any student
whose GPA falls below 2.0 must petition to
continue working.

3. TO earn the amount of their allocations. Students
assigned to jobs which will not pay them the total
amount of their allocations may get a second job
assignment from the Student Employment Office.

4. TO complete an Employee's Withholding Allowance
Certificate (W-4 card) indicating their tax
exemption choice as soon as they are hired.
Students who desire to change their exemption
status at any time must come to the Student
Employment Office.
5. TO submit signed time cards to their supervisors
every two weeks by the due date. Late time cards
delay paychecks until the following pay period
(two weeks later).
6. NOT to work more hours each pay period than
indicated on their UF Work Permits. This should
never be more than 20 hours in one week,
without prior approval. Students may work up to
20 hours in Week One and 20 hours in Week
Two, but not 15 hours in Week One and 25 hours
in Week Two.

7. NOT to work during scheduled classes or exam
times without written documentation from their
professor stating that the class/exam has been
cancelled. The student must give this
documentation to the supervisor.
8. NOT to earn more than the semester award
amount listed on their UF Work Permit. About
halfway through the semester, students should
check to see if they are in danger of earning their
allocation before the semester ends. When they
have earned their award, students must either stop
working or petition to revise their award. Students
must show additional need to be awarded more
aid. Continuing to work without petitioning will
jeopardize both their future financial aid and the
university's eligibility to receive funds.


9. TO notify their supervisor in advance if they will
be absent from work. Frequent absences are a
justifiable cause for dismissal.
10. TO consult with the Student Employment Office
and discuss their situations with a staff member if
they wish to quit their jobs.

11. TO give their supervisors two weeks notice before
quitting their jobs.

12. TO go to the Student Employment Office for
counseling and possible job reassignment, if they
are laid off for any reason.
13. TO arrive at the office prepared to work.

14. TO observe the Student Affairs policy on
confidentiality of student records as it appears in
the University of Florida Student Guide. Student
employees who have access to student records
must not discuss confidential student information
with anyone.

15. TO notify their supervisor or other appropriate
management representative of any criminal drug
statute conviction for a violation occurring in the
work place no later than five days after such a
conviction.

16. TO be sure and sign their time card as soon as
they receive it each pay period.


You might want to photocopy this page for your students!


4






POLICIES AND PROCEDURES


HIRING PROCEDURES

Requesting Student Assistants
To hire Federal Work-Study or OPS students,
departments should contact Student Employment to
list their job(s). Student Employment will post the
position on job bulletin boards outside SFA (in the
Criser Hall courtyard) and at other campus locations,
as well as on the SFA website.
Job requests may be submitted to Student Employment
any time during the year. Requests received before the
beginning of the academic year may be filled more
easily than those posted during the year or during the
summer term. The Student Employment Office
should receive all requests for fall semester jobs by
mid-July to have them included on the job lists
mailed to eligible students before the beginning of
fall semester.

Forms Necessary for Hiring
1. University of Florida Work Permit: To interview
for a job, students must have a Work Permit from
Student Employment. Do not hire or allow any student
to begin work if the student has not been issued a Work
Permit. If a student is hired, the department should
keep the Work Permit in its files for general information
and for monitoring the student's earnings. See the
sample on page 10.
2. SP-100-the University of Florida Student
Assistant Appointment Form: This form is used to
assign new student employees to payroll. See the
sample and instructions for completion on page 11.

3. W-4-Federal Employee's Withholding Allowance
Certificate: This form indicates the employee's tax
exemption choice. All student W-4 cards are kept on
file at the Student Employment Office. To make
changes or corrections, the student must come to S107
Criser Hall. See the sample on page 13 with
instructions on filling it out.
4. I-9-Employment Eligibility Verification: This form is
required of all employers for new employees and for
current employees hired after November 6, 1990. The 1-9
was developed by the Immigration and Naturalization
Service and is used to verify that new employees,
whether U. S. citizens or resident aliens, are eligible for
employment. The purpose of the form is to verify that
aliens seeking employment are either registered
permanent residents, temporary residents, or are
applying for temporary residency but have an
authorization for employment from the Immigration and
Naturalization Service to work in the U. S.

The I-9 is a one-page form. Most of the requested
information is self explanatory. Certain documents for
the purposes of identification and verification of
residency status and employment eligibility must be


shown to the employer (e.g., Social Security card,
driver's license, alien registration card). See the sample
and instructions on filling out the 1-9 on page 15.
5. UPS 50-Four in One Form: Section 1-Loyalty Oath;
Section 2-Intellectual Property Agreement; and Section
3-Controlled Substance Questionnaire must be filled out
and signed by each student employee prior to
beginning work. See the example form on page 18.
Students do not need to complete Section 4, the Florida
Retirement Plan Form.

Clearing Accounts: OPS yes, FWS no
FWS students cannot be appointed on clearing
accounts, but rather must be appointed on the
department's state or grant accounts. Clearing accounts
may be used when appointing students on OPS. Please
check to verify that all updates sent to Student
Employment are applied to the UF Employee
Information File correctly.

Hiring Student Assistants
When you interview prospective student employees,
they should bring their Work Permit to the interview. If
you decide to hire a student, fill out an 1-9, a W-4 card,
an SP-100, and, if necessary (see above), a Controlled
Substance Felony Questionnaire. The I-9, W-4 card, the
SP-100, and the Questionnaire must be sent or delivered
to Student Employment to appoint the student to
payroll. Keep the Work Permit and a copy of all other
forms on file for general information.

Rates of Pay
Student employees must be paid at least minimum
wage, and pay rates should reflect both the skill needed
for the job and the level of responsibility. Pay rates
should not exceed pay rates of permanent or temporary
staff employees doing the same work. FWS employees
should not be paid rates higher than what is paid OPS
employees doing the same work. See the Job
Classifications and Starting Pay Ranges for Student
Employees guidelines on page 26 and also at:
www.ufsa.ufl.edu/sfa/pub/forms/index.html
If a student's recommended pay rate is for more than
$10.00 an hour, the hiring supervisor must send a Pay
Rate Justification Form to the Student Employment
Office. The memo must include the student's duties
and qualifications. See the Pay Rate Justification Form on
page 25.

Student Employee Performance Evaluation
and Raises
Student employees should receive a performance
evaluation annually. See the Student Employee
Evaluation form with definitions on page 28-29. The
form can also be found at
www.ufsa.ufl.edu/sfa/pub/forms/index.html
Departments may recommend pay increases for merit,
economic adjustment, or length of services after the


5i







student has worked satisfactorily. After each semester,
supervisors may consider student employees for a raise
by evaluating their performance. The following list
gives the suggested pay increase based on student
employee's job performance:
Satisfactory rating -$ .20 pay increase
Above satisfactory rating -$ .35 pay increase
Excellent rating -$ .50 pay increase

"Lump Sum" Payments
The "Lump Sum" pay status should be used when a
student is hired to complete a special project of limited
duration, where compensation is determined by
completion of the task rather than hours worked.
* Such payments must be made during the regular
current pay period.
* To be appointed for a "lump sum" payment through
the UF Student Employment Office, student employees
must be in "current" pay status.
* In compliance with U.S. Immigration guidelines,
students with F-1 or J 1 visas currently working 20
hours per week cannot be paid a lump sum payment.

Student Enrollment/FICA-Exempt Status
Effective at UF as of May 3, 1998, the restriction limiting
students to 20 hours per week to qualify for FICA tax
exemption was lifted.

1. Eligible hours to work will be based on enrolled
credit hours as follows:


Undergraduate
Term
Fall, Spring,
and Summer
Graduate
Term
Fall and Spring
Summer


Credit Hours
12+


Credit Hours
12
6


Eligible Work Hours
20


Eligible Work Hours
20
20


2. Approval to exceed the hours listed above must be
requested and approved in writing in advance by the
Student Employment Office. (Duration of work,
grade point average, etc. will be considered in
evaluating requests.)

3. Students must have a cumulative GPA of 2.00+, or;
petition and be approved for an exception.

4. Students must be pre-registered at least half time in
order to secure a Work Permit. (Undergraduate half
time is 6 credit hours. Graduate half time is 5 credits
during the Fall or Spring and 4 credits for Summer.)

5. If the student is registered for less than half time, the
employing department must appoint the student on
temporary OPS through University Personnel
Services.
6. Students may not work during scheduled classes or
exams without written approval, using a Class
Dismissal Form.


Employment After Graduation
If a student desires to continue working in a
department after graduation, the student must be
appointed through the Division of Human Resources
employment section in Stadium West.

STUDENT WORK SCHEDULES
The usual workload for full-time students is 12-20
hours a week. If funds and a student's eligibility allow,
the Office for Student Financial Affairs may be able to
arrange more work hours by adjusting the rest of the
student's financial aid award. To determine the number
of hours a week a student may work, use the following
formula:


Semester award allocation:


$1,000/semester


Divided by hourly rate of pay: $6.00
Equals no. of hours/semester: 166 hours/semester

Divided by no. weeks in sem.: 16 weeks
Equals hours to work weekly: 10 hours/week

The object of setting an average of weekly hours is to
help gauge earnings over the full award period.
Variances from the average weekly schedule are not
violations of the program, except that students may not
work more than 20 hours in one week. Students who
earn too much too quickly are often unable to budget
funds over the full award period and may find
themselves short of money as the semester ends. In
addition, departments may find they have to terminate
a student's employment prematurely. See the Sample
Class/Work Schedule on page 27.

Working During Scheduled Classes
University and Federal regulations prohibit students
from working during scheduled classes. Students may
work only if the class has an official video replay, or if
documentation is provided by the instructor indicating
that the scheduled class has been cancelled or released
early. See page 24 for a form which may be used for
this purpose.

Breaks
All student assistants are permitted to take a 15-minute
break when working four consecutive hours. This is the
same as for a full-time University Support Personnel
Services (USPS) or Administrative and Professional
(A&P) employee.

Students Working More than One Job
Departments that need student assistants to work only
a few hours a week may find their need met by a
student who works two jobs. For example, a student
can work at one job five hours a week and at a separate
assignment for ten hours a week.


6








Sample Time card

SOC Sec NO ASSIGNMENT ACUT POS TION NO END NG DATE TKL ASSIGN 0 PI ID
W I2ND WEEK STWEE WEEK
HOURS -1 M -- I
FrI Sot Su Mon Te.. Wed Th. FR Set MoS Th.. Wed. Thu. H. WOied kJ i o
In 2' .001 1 J'-Opn 1 5:0011-plf2~ H.1ddy (H) I
:CJI 5S,,00'k t O! oC :S P.- .01 (PH) 13 3
In In, V-cahn (V) 4 4
Out
In 6c~ S
InOut Pp~op -P 5 7
ToIal 3 Ttal 001 OC-p (OCU) 8 a
Ihatm hburaour.TOTAL
p.,~a fl~cale I 1nds.Ind hat halsaiol I ,r Ilfe kedanO~o pIn-I I. .. spec Cem (SCE) 9
-_:- dOZIIuldse 0 11ne n- a, pflefl, npayC OweCamp GE) 10
E SSIGNQ14AH RE P R' SINATURE MP 1
I00 Te-n.a L I .,-
University ofFlorida TOTAL 11?i n- cl
TT HOUs Mn" HOUS An TO qaSc. 0,5u fs Mi Coje
Included Employee Time Card PAY I
PERIOD 2L pa-
SeeInstructionsonBack_ HOURS I


PAYROLL PROCEDURES
The Payroll Office, 101 Tigert Hall, is responsible for
generating paychecks for all student employees.
Employers can help this process run smoothly by
collecting timecards bi-weekly and submitting pay
certifications (standardly online) to Payroll on time.
Online pay certification is the process required by
Payroll to initiate student employee payment. When
online certification is done, no other documentation
should be sent to Payroll. Paper certification is required
only in special circumstances.

Timecards
The Payroll Division provides timecards for each
employing department. Departments must submit time
card information (via certification) to Payroll every
second week, on Thursday morning unless Payroll
indicates otherwise. At the end of each bi-weekly pay
period, timecards must be verified by the supervisor
and signed by BOTH the student employee and the
supervisor before pay certifications are submitted to
Payroll.

Student employees must fill in their timecards daily. At
the end of each day, students should record their hours on
their timecards, add up the time worked, and round off
according to the schedule on the back of the time card.
Daily totals should be rounded off by quarter hours, not
decimals. Remember, each work week ends at midnight
on Thursday.

Lunch Breaks
All student assistants are permitted a 30-minute lunch
break when working six or more consecutive hours.
This lunch break must be taken away from the
student's work area and not in conjunction with the
15-minute break. The student must sign out on his/her
time card for lunch and sign back in when returning
from lunch. Scheduled lunches should be taken
between 11:30 a.m. and 1:30 p.m. However, the student
and supervisor may discuss alternatives in keeping
with the smooth operation of the work area.


*Projected Hours. Since timecards must be turned in
every other Thursday morning by 10:00 A.M., hours
worked after the deadline for time card submission may
be projected. To project hours, students should enter
the time they expect to work after timecards are
submitted and place an asterisk next to these hours
and a note under their signatures (e.g., *Projected
Hours) indicating that these hours are projected.

Before turning in timecards, students should be sure the
following information has been entered:
A. Time student began working (in the appropriate
day column)
B. Time student stopped work
C. Total number of hours worked each day (rounded
to the nearest quarter hour)
D. Hours worked the first week
E. Hours worked the second week
F. Total of hours worked the first week
G. Total of hours worked the second week
H. The total number of hours recorded
I. Student employee's signature
J. Supervisor's signature

Pay Certifications and Paychecks
Timecards should be kept in the department, not sent to
the Payroll Division. Employers should store timecards
in a safe place in their offices for future audits. Online
pay certifications are due in Payroll every second
Thursday morning. Paychecks for hours recorded on
those certifications are issued Friday the following
week. Payroll issues checks every two weeks.

Paychecks Not Picked Up
Paychecks for students who do not pick up their
paychecks within a week should be returned to Payroll
Division, 101 Tigert Hall, Box 113201, with a cover letter.
Keep a record of when the check was returned and where
the student may go to pick-up the check.


7 -1








W-2 FORMS
W-2 forms are issued by the Payroll Division as soon as
possible after the first of each year. Student employment
coordinators should handle all requests from students
for duplicate W-2s, following instructions issued by
Payroll each year in a Deans, Directors, Department
Chair memo.

VERIFICATION AND FWS
If a student you are hiring is selected for verification, she
or he will not be able to work until that process has been
completed. Verification is a review process established by
the U.S. Department of Education to verify the accuracy of
information students and their families report on financial
aid applications. This process affects all types of Title IV
monies, including Federal Work Study (FWS).
Students who have been awarded FWS for the fall term
and also been selected for verification will not be issued
work permits or be allowed to begin working until their
verification is complete. When the verification process has
been completed, students can come to Student
Employment to obtain a work permit.

LAYOFFS AND FIRING
Student employees may be laid off if the workload in the
department does not merit employment. Students may be
fired for justifiable reasons, such as dishonesty, conduct
unbecoming a university employee, incompetence, failure
to come to work, habitual tardiness, or breaking UF
confidentiality guidelines. Proof of misconduct must be
clearly documented. Departments are responsible for
informing their student employees of these guidelines.
Departments should refer students who are laid off or
fired to the Student Employment Office for counseling
and possible reassignment. Departments choosing to fire a
student should remember that hiring another student in
the middle of a semester may take some time.

FEDERAL DRUG-FREE WORKPLACE
ACT REQUIREMENTS
The following are required of UF and its employees:
1. An employee shall notify his or her supervisor or
other appropriate management representative of
any criminal drug statute conviction for a violation
occurring in the work place no later than five days
after such conviction.
2. UF shall notify any federal contracting agency within
ten days of having received notice that an employee
engaged in the performance of such contract or grant
has had a criminal drug statute conviction for a violation
occurring in the work place.
3. UF will take appropriate personnel action against any
employee who is convicted for a violation occurring
in the work place, or will require the employee's
satisfactory participation in a drug-abuse assistance or
rehabilitation program.


SCHOLARSHIPS AND WORK
REQUIREMENTS
Scholarships CANNOT have a work requirement and
should not require any kind of service. Students do not
have to work to receive scholarship funds. Students who
are compensated in exchange for service MUST BE PAID
for that service through the University Payroll/Personnel
system.

STUDENT ATHLETE'S WORK
ELIGIBILITY
In Fall 1997, NCAAlegislation expanded student athletes'
eligibility to work during the school year. The NCAA
allows athletes employment income through FWS OR
OPS during the school year up to the cost of attendance, with
the following restrictions: students must (1) have been
attending UF for one academic year and (2) be
academically eligible to compete. Eligibility for FWS and
OPS is monitored by the Aid Adviser to Athletes.
Employment coordinators should contact this adviser to
determine eligibility for either program. Off campus
employment (other than FWS) is coordinated and
monitored by the University Athletic Association.

F-l &J-1 VISA HOLDERS ...
* are NOT ELIGIBLE for a Social Security number (SSN) for
banking purposes.
* are NOT ELIGIBLE for an SSN to apply for an ID card.
* are NOT ELIGIBLE for an SSN to attend school.
* are NOT ELIGIBLE for an SSN for a driver's license unless
they provide a letter from the Department of Motor
Vehicles (DMV) stating they must have an SSN to
obtain a driver's license. The letter must be on DMV
letterhead and have the student's name printed on the
letter.
* ARE ELIGIBLE for an SSN if they provide
documentation from UF or the employer that they are
working and need the SSN to be paid. The letter must
be UF or employer letterhead and show the name of the
employer and the date the student will begin work; OR,
this must be on the student's 1-20.
* MUST COMPLETE a Foreign National Tax Information
Form and send it to Finance and Accounting, University
Tax Services, P. O. Box 113202. After Finance and
Accounting process the paperwork, they will return one
or more of the following forms to you: Form 8233,
Statement For Form 8233, Form W 4, or Form W-9. Attach
all documents to the appropriate payroll forms and
send them to Student Employment, P. O. Box 114025.
* International students may work up to 40 hours a week
on campus when classes are not in session.


8i





DOCUMENTS REQUIRED TO HIRE STUDENTS


1. University of Florida Work Permit

2. SP-100
Student Assistant Appointment Form

3. W-4 CARD
Federal Withholding Allowance Certificate

4. 1-9
Immigration and Naturalization Service
Employment Eligibility Verification
Form

5. FORM UPS 50
Section 1-Loyalty Oath
Section 2-Intellectual Property Agreement
Section 3 -Controlled Substance Questionnaire
6. Verification of Registration with Selective Service
Check web site at http://www.sss.gov;
Check a registration OR register on-line


9









University of Florida Work Permit

08/15/2003

STUDENT FINANCIAL AFFAIRS/STUDENT EMPLOYMENT PERMIT

THE UNIVERSITY OF FLORIDA IS AN AFFIRMATIVE ACTION EMPLOYER AND OFFERS EQUAL
EMPLOYMENT OPPORTUNITY WITHOUT REGARD TO RACE, COLOR, CREED, SEX, RELIGION, AGE,
NATIONAL ORIGIN, MARITAL STATUS, VETERAN STATUS OR DISABILITY.

ALBERTA E. ALLIGATOR 0000-0001
CAMPUS 01/01/1970
CL-COL: 2 UF
EFFECTIVE DATES: 08/15/2003-05/06/2004

THE STUDENT NAMED ABOVE HAS BEEN APPROVED TO WORK ON FEDERAL WORK-STUDY
BETWEEN THE ABOVE DATES FOR THE FOLLOWING TERMS:

FALL SPRING SUMMER A SUMMER B TOTAL

1200.00 1200.00 2400.00

THIS STUDENT IS APPROVED TO WORK 40 HOURS BI-WEEKLY.
AS EMPLOYER YOU MUST MONITOR EARNINGS TO MAKE SURE THE STUDENT DOES NOT EARN MORE
THAN THE AMOUNT LISTED ON THIS NOTICE. WHEN THE STUDENT HAS EARNED THE FULL AMOUNT
OF THIS AWARD, THIS PERMIT EXPIRES AND THE STUDENT'S APPOINTMENT MUST BE TERMINATED.

CERTIFICATION; MY SIGNATURE ON THIS FORM CERTIFIES THAT I HAVE READ AND UNDERSTAND
THE UNIVERSITY OF FLORIDA'S POLICY ON WORKING DURING SCHEDULED CLASS HOURS AS
STATED BELOW.

1. STUDENTS ARE NOT PERMITTED TO WORK DURING ANY SCHEDULED CLASS HOURS. IF A
SCHEDULED CLASS IS CANCELLED OR DISMISSED EARLY, THE STUDENT MUST PROVIDE A
WRITTEN MEMO FROM THE INSTRUCTOR CERTIFYING THAT THE CLASS HAS BEEN
DISMISSED. THE MEMO MUST BE PRESENTED TO THE SUPERVISOR BEFORE THE STUDENT
CAN WORK AND MUST BE ATTACHED TO THE TIME CARD FOR PERMANENT RECORD.

2. THE UNIVERSITY WILL PERIODICALLY AUDIT TIMECARDS TO DETERMINE IF THE
POLICY IS BEING FOLLOWED.

3. STUDENTS FOUND TO HAVE VIOLATED THIS POLICY WILL BE PLACED ON EMPLOYMENT
PROBATION FOR THE FIRST OFFENSE. A SECOND OFFENSE WILL RESULT IN
TERMINATION FROM THE FWS/OPS EMPLOYMENT PROGRAM.
4. EMPLOYING DEPARTMENTS WILL ALSO BE PLACED ON PROBATION AND MAY BE
SUSPENDED AS AN AUTHORIZED EMPLOYER IF THE PROBLEM IS NOT CORRECTED.


STUDENT'S SIGNATURE DATE



his form is used for hiring Federal Work-Study (FWS) students and Other Personnel Services (OPS) students with
limited or unlimited earnings. All transactions must include the student's name and UFID number. Before
interviewing or hiring a student, you must obtain a Work Permit from the student. The signed Work Permit should be
retained in your departmental student assistant files for general information and for monitoring student earnings. The
Work Permit is self explanatory. The following is a breakdown of important elements on the permit.
1 The equal employment opportunity clause.
2. Student's birth date, class and college.
3. Dates of employment for the semester.
4. Type of work program for which the student is eligible: OPS or FWS.
5. Total amounts the student may earn per semester.
6. Hours the student may work bi-weekly.
7. Certification stating that the student has read and understands the policy prohibiting him/her from working
during scheduled class hours.
8. Student's signature and date.



Ri~








UNIVERSITY OF *
FLORIDA Student Assistant Appointment Form SP/100-3/02

Instructions: ALL TRANSACTIONS MUST INCLUDE UNIVERSITY IDENTIFICATION NUMBER (UFID) AND NAME. With
this form you can add an employee to the university payroll (complete items 1, 2, 3, 4, 8, and 9). Always complete items 1,
8, and 9. See the back of this form for instructions.


1. STUDENT'S UFID:
Name: (Last)_
(First)
(M .I.).
(Suffix)
Class/College
Student Code U


3-11




12-41

50


2. AA ADD EMPLOYEE
Sex: M F (circle one) 42
Race: W B H A I O (circle one) 43
Date of Birth: / / 44-49
County Code: 01 69-70



3. AC ADD EMPLOYEE
Corp ID: 001 12-14
Original Hire Date: / / 34-39


4. AG Assignment
Job Code:


Assignment #: 13-15
Assignment Begin Date: / / 16-21
Assignment End Date: / / 22-27
Start Event Code: A b 28-29
Prior Assignment Code Link: 30-32
Position Number: 33-38
FTE: 39-41
Std. Hours: 42-44
Assignment Earnings Code: 0 45-47
Pay Rate: 48-54
Occupation Code: 70070 58-62
Assignment Extend Date: / / 63-68
TKL: 69-71
Annual Contract Rate: 72-80


5. AT ASSIGNMENT TERMINATED
Job Code: 12
Assign NBR/Code: 13-15
Assignment End Date: / / 16-21
Stop Event Code: 22-23


6. ET EMPLOYEE TERMINATION
Termination Date: / / 16-21
Termination Reason: 26-28


7. 11 RETIREMENT CODE
Retirement Code: ZX 67-68

8. 22 CONTACT PERSON
Work Phone: (352) 12-21
Campus P. O. Box: 32-37
Campus (room)_ 42-46 (bldg) 47-51
Off-Campus 53-72
(street address)

9. Dept/Proj Name:

Dept/Proj Number:


Approved By Date


Approved by Law School when applicable Date

Dept Contact Person:
Contact Person's Email Address:
Other Dept Contact(s):
Other Dept Contact(s)' Email Address(es):


Comments:


The SP-100 is the form used to sign students up for payroll. ALL TRANSACTIONS MUST INCLUDE THE
STUDENT'S UNIVERSITY IDENTIFICATION NUMBER (UFID) AND NAME. With the SP-100 you can: add an
employee (complete items 1, 2, 3, 4, 8, and 9); terminate an assignment (complete items 1, 5, and 9); and terminate an
employee from university payroll (complete items 1, 5, 6, and 9); ALWAYS COMPLETE ITEMS 1, 8, AND 9. See the
following page for further instructions. Completed SP- 00's must be sent to the Student Employment Office. NOTE: The
SP-100 can not be used to change an employee's tax status. Refer students to the Student Employment Office if they need
to make changes in their W-4 cards.

ril








INSTRUCTIONS


SECTION 1: When appointing a student, use the
assigned UFID. The employee's name must be legal
name exactly as it appears on his/her Social Security
card. Suffix: for Jr., II, III, etc. Class/College: enter the
student's class and college, e.g., 4JM for a senior in
Journalism.

SECTION 2: ADD EMPLOYEE: Race: W = Caucasian,
B = Black, H = Hispanic, A = Asian, I = American
Indian, O = other. Date of Birth: enter six digits, e.g.,
05/20/98 for May 20, 1998.

SECTION 3: ADD EMPLOYEE: Original Hire Date:
Date employee was hired.

SECTION 4: ASSIGNMENT: before assigning
students, be sure they have a Work Permit. Job Code:
Q=Federal Work-Study, B OPS, Y Student
Government-elected officials or flat-rate housing
students, X lump sum payment. Assignment No.: use
999 for all new appointments and changes.
Assignment Begin Date: date the employee can begin
work. Assignment End Date: last day that an
employee may work. Prior Assignment Code Link: fill
in the old assignment. Please note: under no
circumstance are you to link Federal Work-Study
accounts. Also, never link when paying a student a
"lump sum" payment. Find the old assignment code by
looking it up on your departmental display screen. If
you don't have a terminal, check with your dean or
department head. If you're not sure, leave blank.
Position Number: enter the six-digit OPS departmental
position number assigned to you by Finance and
Accounting. FTE: percentage of time the student will
be working on the assignment. Standard Hours: the
number of hours a student may work bi-weekly, as
shown on the student's Work Permit. Always use 80.00
when paying a student a "lump sum" payment.
Earnings Code: 026 Housing; 027= FWS; 028= OPS;
029 = Student Government; 712 = Lump Sum. Pay
Rate: enter the hourly rate of pay if the Job Code is Q
or B (e.g., $5.15 per hour); enter a flat rate for
personnel with Job Code Y; always enter "total dollars"
when making a "lump sum" payment. Occupation
Code: Use 700HS for Housing, 700SG for Student
Government, 70020 for Lump Sum Payment, and 70071
for OPS Student Assistant non-clerical. Assignment
Extended Date: allows you to appoint beyond the end
of the fiscal year. Timekeeping Location (TKL):
location at which employee's time-input data is
collected. Annual Contract Rate: Enter flat rate for Job
Code X.


SECTION 5: ASSIGNMENT TERMINATED:
completing this section does not terminate an
employee from the university payroll, only from a
specific assignment. Job Code: Q FWS, B OPS,
Y=Housing and Student Government. Assign
NBR/Code: the system-assigned payroll assignment
number. Assignment End Date: last day student will
be allowed to work on this assignment. Stop Event
Code: indicates termination of student employee; is
usually an 8.

SECTION 6: EMPLOYEE TERMINATION: complete
this section to terminate an employee from the
university payroll. Termination Date: last day a
student will be allowed to work. Termination Reason:
always use 604.

SECTION 60 AND 70: for Housing staff only.

SECTION 7: RETIREMENT CODE: Always use ZX
for student assistants.

SECTION 8: CONTACT PERSON: Work Phone: the
contact person's seven-digit work telephone number.
Campus (room) and building: enter the contact
person's local address, e.g., S-107 Criser Hall. Campus
P.O. Box: enter contact person's campus box number,
e.g., 114025. Off-Campus Work Address: Mailing
address for off campus employer-enter the street
address, city, and ZIP code.

SECTION 9: DEPT/PROJ. NAME: your department
name. Dept/Proj. Number: your eleven-digit
departmental account number issued by Finance and
Accounting. Approved by: you or a departmental
representative should sign and date. Approved by
Law School when applicable: Law School, located at
161 Holland Hall, P. O. Box 117628, must approve all
law students' (classified as 1 LW only) SP-100
transactions. Dept. Contact Person: the person in your
department we can contact about this appointment.
Contact Person's Email Address: Please provide the
contact person's e-mail address. Other Dept
Contact(s): Please provide us with the name(s) of
others who we may contact if the contact person is
unavailable. Other Dept Contact(s)' Email Addresses:
Please provide email addresses for alternate contact
personss.


1 2









W-4 Card
STATE OF FLORIDA EMPLOYEE:
OFFICE OF COMPTROLLER AI A PLEASE COMPLETE
BUREAU OF STATE PAYROLLS W 4 UNSHADED AREAS ONLY
5OC_ SEC_ NUM. 191 FIR5 NAME I14 M.I D 11 LAST NAME t116
__ ^ :^T ,, ,. ..r .. -,,- .. .,-.,



,____________2------ -------------
S :qADDRESS 3;, -I i it -1 -. :ODE FR h C TRf



RACE MARITAL STATUS FOA C USE ONL
BIRTH DATE CODE SEX (MARRIED) W/H ADDITIONAL ORGANIZATION






This year you 'xpect a refund of ALL Federal income tax i 0
fSEE (M-MA ) ALLOW. AMOUNT OLD L3






tax withheld because you had NOtax libility; AND y;
withheld because you expect to have NOtax liability.; -----
If you meet both of the above conditions enter year effective and
"EXEMPT". -
-J
UNDER PENALTIES OF PERJURY, I CERTIFY THAT I AM ENTITLED J
RACE 1 WHITE NOT HISPANICI 2 BLACK (NOT HISPANIC) CERTIFICATE OR ENTITLED TO CLAIM EXEMPT STATUS.
CODES 3 W HISPANIC 4. ASIAN OR PACIFIC UNDERSTAND THAT ANY EXEMPTION FROM WITHHOLDING EXPIRES
5 AMERICAN INDIAN OR ISLANDER ON FEBRUARY 15TH OF THE FOLLOWING CALENDAR YEAR. ,
ALASKAN NATIVE 8 OTHER
tax -- -- -- wihodbcueyuhdo~a iblt;A D<- -



If your last name differs from that on your social security (-)
card, check here and call 1-800-772-1213 for more 1 1
information ... .. ... 11
ATTACH COPY OF SOCIAL SECURITY CARD HERE. SIGNATURE DATE SIGNED
5DAAOOI3 RV. OCT.30.R197A 0OB NO. 1545-0010 --EB UAR*_FTEOL OWIGAL NDAYAR


T his form is used to designate the appropriate income tax withholding status for employees. The W-4 card must be
completed by the student employee and sent to Student Employment to appoint the student to payroll.


1. Social Security Number


2. Name


3. Home Address


4. Birth Date


5. Race


Only valid nine-digit Social Security numbers actually issued by the
Social Security Administration are to be used.

The employee's name must be recorded in exactly the same way it
appears on the employee's Social Security card. The order for the name,
typed or printed in ink, is first name, middle or maiden initial, last name
and suffix.

All students are encouraged to complete this address with a permanent
address such as their parents' home address. Your W-2 is sent to the
address on the W-4 card. The W-4 information is on file in Tallahassee at
the Bureau of State Payrolls. The address on the W-4 is used only for
payroll-related issues.

The year must be written out in eight digits-as 08/10/1998. You will no
longer be able to use six-digit dates on W-4s, ex., 08/10/01 is six digits.

In the space provided, one of the following codes must be used:
1 = White (not Hispanic origin)
2 = Black (not Hispanic origin)
3 = Hispanic
4 = Asian or Pacific Islander
5 = American Indian or Alaskan native
8 = Other


1 13 -]









6. Sex


7. Marital Status


8. Number Of W/H Allowances



9. Additional Amount


10. Exemption From Withholding







11. Signature-Date Signed


In the space provided, one of the following codes must be used:
M = Male F = Female

Indicate the proper marital status ("married," "single" or "married
claiming single").
The number entered must be from 00-98. The "NUMBER OF
W/H ALLOW" box should list the total number of allowances the
employee is entitled to.

If the employee wishes to have more tax withheld on his/her regularly
scheduled salary payment, the amount must be entered in the
"ADDITIONAL AMOUNT" (withholding tax) space. The amount must
be in whole dollars and may not exceed $9,999.99.
If the employee is filing a W-4 and claims "EXEMPT," the
"ADDITIONAL AMOUNT" (withholding tax) box must be left blank.

Carefully read the "Exemption From Withholding" explanation on the
lower left-hand corner of the W-4 card. (Consult the Internal Revenue
Service for more details.) If the employee does not claim exemption from
withholding, do not fill in the blocks "EFFECTIVE YEAR," and
"EXEMPT." If the employee is claiming exemption from withholding, the
year and "EXEMPT" must be handwritten by the employee in the
"EFFECTIVE YEAR" and "EXEMPT" field.
The employee must sign and date the W-4 form.
The year must be written out in eight digits-as 08/10/2003. You will no
longer be able to date your document 08/10/03 (6 digits).
A copy of the employee's Social Security card should be attached to the
W-4. If there is a name change or correction, the W-4 must be submitted
after the employee has filed a form 7003 with the Social Security
Administration and receives his or her new card.


1 4











I-9


I S. .DparrlgiEr qlrjBi;ic
inil- ironmI i Si]d '.uNJrUI clj, .n SI-


Employment Eligibhily" Verification


Please red instructions carefully before completing this form. The instructions must be available during completion
or this FoMh. ANTI-D1SCRIMINATION NOTICE: It is illegal to dihcriminrat against lwok eligible individuals.
Emtpkoy" s CANNOT s-pify which docrument(s) they will accept from an employee. The refusal Io hire an
irlidhcksl bocas.e oaf a rftwo expbration date may afs o nsaitute iltogal dsrimination.
Section 1. Employee Information and Verification. To bet cnpeledi and s-ird t7f wrMtyc al IMe- wr emp"picrrM tbgms
P'Tlt 1arm: Lait r 'Aifle ehkII MiiWd Nara

mkrIess rSwrot nVanriax ?ttAsr)I Aa I Dele or Bwth r rawr-ftitryr'w,

dy SiMne P ulu cw Agai :ivCteriv r

I am awtMe tiat reckrwa law provides rcw -nLu -4-r p-eifkye* pcr.-r-. rtiK I a-n (:.rck -cr il dFv. i
rnprsKonment ancVfr fines for false statements ox Li A nlrat e rWatal Ur cil IMlia S4iU.
cs ol ries docmna Ij c1m netio h w [E A .La1 POImmanr Fadern (Allm W A- ----
Li of W&t AIcurrj Itn wurwk .rIi_
compLetIon 0d thi form. IAJw 1ry a o sc ,)


Preparer andrar Translator Cerificaimon. irTa n e0arswagd ak fs. ward r sea I i ~nvaoaw y a pwArp
-ofWr mrw u warpVw.J atrea. wxter peaty ovpavwy. Ct ~I hawv served ,M "fe contWfhen obftvrs Arm and Uiar ro #e
as vf rry trncwtM Cta rt burvmr fs Bn car car rct.
ftcp.rn'c/Trrpalrfators &9iFa tur -- I MY rMsn

Aiws (Se Brec NIrm Wm Mtnw. City. SRata Cm.' 1 'at (mo Crgafytfatr /

Section 2. Employer Review and Verificatin. To be cawaet and supgd by *mplnW IErm ,* wdoaern ftron Lam A R
fti-r- n.a manaI &um Lol.a 8 .rd w &v wi. ir t C ns uad -).on lnaw us-. f I Sm, Sur-% r uoerd -l t itl. unatw and wwr liwm datd. sany.. d Ih
ddtrunnittal
Lkut A OR List D ANO LiL C
Uocunrwr tnic:
Issung ac wrtyk.
0 v t- W. .. ...... .. ... ...... ...

ExprE*aln Dte ~r wy: --*'--- -?-- --' --'--



CERTIFICATION I attest under penrty of pequry. a t I hav e dexemrsa e docuennt(s) presented by th above-named
snpiayce. that tah abova-sUed dcuCnmntlWt appear to be gnuins and to rglat to he employee nrmal. that te
employee beg*n employmmrrt on ('rr erw fay&w _____ and lw isw Se bfest f my knowledge the employee
Is edible to war i ch e United 54rae. I 5te aemploTment a eneis ly ami the a te it employee began

Srgnattn I -'-trPeyo :4 AbUL.M110 Dji 9 .IrrIwir -riw er-mi TiPa

Bkres? ^r OrgWit Asaikl Aarm Aeab.r. j irrherr ai r? Jnirtarrt. CUyr. etir. mFy roc/Al ")cr frrehl^ayt / w


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A LL TRANSACTIONS MUST INCLUDE SOCIAL SECURITY NUMBER AND NAME. This form, distributed by
the Immigration and Naturalization Service (INS), is used to determine the eligibility of foreign job applicants
for employment in the United States. An I-9 must be completed and sent to the Student Employment Office to
appoint a student to the payroll.


1 15 -









1-9, Section 1: Employee Information
and Verification

This section is to be completed and signed by the
employee. Most of the requested information in this
section is self explanatory: employee name, current
address, date of birth, and Social Security number.
Employees must also check one of three boxes to
indicate their current residency status:

1. A citizen or national of the United States: a citizen
born in the U.S. or any of its territories.

2. An alien lawfully admitted for permanent
residence: an alien who has applied for and
received permanent residency in the U.S.

3. An alien authorized by the Immigration and
Naturalization Service to work in the U.S.: an alien
applying for or who has attained temporary
residency with a permit to work. Make sure the
employee enters his or her Alien Number or
Admission Number and the expiration date of em
ployment authorization, if any, in the spaces
provided.

Make sure Section 1 is signed and dated by the
employee.

Just below the signature in Section 1 is a small section
to be filled out by a preparer or translator ONLY if one
was retained to help non-English speaking employees
provide the information requested in Section 1. Be sure
that anyone who prepares Section 1 for an employee
completes this certification.

Section 2: Employer Review and Verification

Section 2 is to be completed and signed by the
employer. This section provides three lists of
documents referring to the person in Section 1. The
employee must provide EITHER one document from
List A, OR one document from BOTH Lists B and C, to
be examined by the employer. Documents from List A
confirm the employee's identity as well as employment
eligibility, whereas documents from List B confirm
identity, and those from List C are used to verify
employment eligibility.

Be sure the document identification number (e.g., the
registration number on the student's alien registration
card or driver's license number) is filled in on the
bottom of each list. Also include the document's
expiration date, if any, in the space provided. Be sure to
sign and complete the employer certification at the
bottom of Section 2.


Acceptable Documents for Verification

The following documents have been designated for
determining employment eligibility by the Immigration
Reform and Control Act of 1986 and the implementing
regulations. The employee must provide a document or
documents to establish identity and employment
eligibility. A complete list of acceptable documents is
listed below.

Some documents establish both identity and
employment eligibility. These are listed on the Form I-9
under List A, "Documents that Establish Identity and
Employment Eligibility."

Any person who does not provide a document from
List A, must provide one document establishing
identity and one document establishing eligibility.

To establish identity, the person must provide a state
issued driver's license, a state-issued identification card,
or one of the other documents in List B.

To establish employment eligibility, the person must
provide a Social Security card, a United States birth
certificate, or one of the immigration documents in List C.

If an employee is unable to provide the required
document or documents within three days, he or she
must at least produce (within three days) a receipt
showing that he or she has applied for the document.
The employee must produce the document itself within
21 days of being hired.

List A
Documents Establishing Both Identity and
Employment Eligibility

1. United States Passport (unexpired or expired)

2. Certificate of U.S. Citizenship (INS Form N-560 or
N-561)

3. Certificate of Naturalization (INS Form N550 or N
570)

4. Unexpired foreign passport, with I-551 stamp or
attached INS Form 1 94 indicating unexpired
employment authorization.

5. Alien Registration Receipt Card with photograph
(INS Form 1151 or 1-551)

6. Unexpired Temporary Resident Card (INS Form I
688)


1 i16









7. Unexpired Employment Authorization Card (INS
Form I-688A)

8. Unexpired Reentry Permit (INS Form 1 327)

9. Unexpired Refugee Travel Document (INS Form I
571)

10. Unexpired Employment Authorization Document
issued by INS that contains a photograph (INS
Form I-688B)

List B

Documents Establishing Identity for
Individuals 16 Years of Age or Older

1. Driver's license or identification card issued by a
state or outlying possession of the United States
provided it contains a photograph or information
such as name, date of birth, sex, height, eye color,
and address.

2. Identification card issued by federal, state, or local
government agencies or entities provided it
contains a photograph or information such as
name, date of birth, sex, height, eye color, and
address

3. School identification card with a photograph

4. Voter's registration card

5. United States Military card or draft card

6. Military dependent's identification card

7. United States Coast Guard Merchant Mariner Card

8. Native American tribal document

9. Driver's license issued by a Canadian government
authority

For persons under age 18 who are unable to present a
documents listed above:

10. School record or report card

11. Clinic doctor or hospital record

12. Day-care or nursery school record


List C

Documents that Establish Employment Eligibility

1. U.S. Social Security card issued by the Social
Security Administration (other than a card stating
it is not valid for employment)

2. Certificate of Birth Abroad issued by the
Department of State (form FS-545 or Form DS-1350)

3. Original or certified copy of a birth certificate
issued by a state, country, municipal authority, or
outlying possession of the United States bearing an
official seal

4. Native American tribal document

5. U.S. Citizen ID Card (INS Form 1-197)

6. ID Card for use of Resident Citizen in the United
States (INS Form I-179)

7. Unexpired employment authorization document
issued by the INS (Other than those listed under
List A)


I1








FORM UPS 50 (front)

Read and sign each of the four sections of this form. L U NIVERSITY OF
Please print name below. FLORIDA

NAME

UFID# HOME PH# ( )



I, the above-named citizen of the state of Florida and the United States of America, and being employed by or an officer of the University
of Florida and a recipient of Public Funds as such employee or officer, do hereby solemnly swear or affirm that I will support the
Constitution of the United States and of the state of Florida.

SIGNED DATE
State of Florida, County of

The foregoing instrument was acknowledged before me this by who is

personally known to me or who has produced as identification and who did take an oath.

(Signature) Notary, Certificate No.

(Name Typed)


ci o A A


During my employment by, appointment with, and/or affiliation with the University of Florida, I may discover, invent, or create work
products that may be copyrighted, trademarked, or patented.
I understand and agree that, because of my employment, appointment, and/or affiliation, the university has a valid interest in all such matters
whether they be by writings, designs, productions, inventions, discoveries, or development, conceived and/or made by me during any period
of university employment, appointment, and/or affiliation, as well as any related copyrights, trademarks, or patent rights, actual or potential.
As a term of my employment, appointment, and/or affiliation, I understand and agree that the university shall own and hold any such
inventions, discoveries, or any other material that may be patented or trademarked in accordance with a determination made by the university
which shall take into account the relative contributions made by the university and me; the extent to which university resources and facilities
were used; and whether the invention, discovery, or any other material that may be patented or trademarked arose out of the field or
discipline in which I was employed, appointed, or affiliated. In addition, as a term of any employment, appointment, and/or affiliation, I
understand and agree that the university may hold and own work products that may be copyrighted pursuant to the rules of the university
and/or applicable collective bargaining agreements.
I agree to assign to the university or its designee at its request any rights I may have in such work products that the university owns as
described above and actual or prospective patents, trademarks, or copyrights on such work products.
I also agree not to transfer any rights or disclose any information concerning any such work products or the work products of any other
university employee, appointee, or affiliate to any person other than as permitted by the rules of the university or applicable collective
bargaining agreements.
By execution of this agreement I understand that I am not waiving any rights to a percentage of payments received by the university for such
work products as set forth in the University of Florida Intellectual Property Policy.

SIGNED DATE
State of Florida, County of
The foregoing instrument was acknowledged before me this by who is
personally known to me or who has produced as identification and who did take an oath.
(Signature) Notary, Certificate No.
(Name Typed)

Form UPS-50 SIDE 1-Both sides of this form must be completed. Rev. 7/97

UPS 50-Four in One Form: Section 1 -Loyalty Oath; Section 2-Intellectual Property Agreement; and Section
3-Controlled Substance Questionnaire must be filled out and signed by each student employee before beginning
work. Students do not need to complete Section 4, the Florida Retirement Plan Form.








FORM UPS 50 (back)

Section*3-CONTROLLE SUBSTA NCE QUSESTAIOAIRE


Prospective University of Florida employees are required to complete and sign this form prior to being hired. Falsification of or
failure to complete and sign the form will result in disqualification for employment. Falsification of information regarding
compliance with the provisions of Section 775.16, Florida Statutes (F.S.), is cause for dismissal.
Be advised that this document serves to attest as to whether you have pleaded noloo contender" to or have been convicted or found
guilty (even if adjudication withheld) of a felony offense committed on or after October 1, 1990, for the sale of or trafficking in or
conspiracy to sell or traffic in, a controlled substance as defined by Chapter 893, F.S. Effective October 1, 1990, under the provisions
of Section 775.16, F.S., a person who has been convicted of the sale of or trafficking in, or conspiracy to sell or traffic in a controlled
substance under Chapter 893, if such offense is a felony, is disqualified from applying for employment by the agency of the state,
unless certain conditions are met. Therefore. you are required to respond to the question below.
Have you ever pleaded noloo contender" to or been convicted or found guilty (even if adjudication withheld) of a felony offense
for the sale of or trafficking in or conspiracy to sell or traffic in a controlled substance committed on or after October 1, 1990, as
defined in Chapter 893, Florida Statutes? YES NO
If you have answered "yes" to the question, you are disqualified from further consideration for employment with the University of
Florida, unless you provide evidence of compliance with one of the following conditions. All information will be subject to
verification by the University.
1. I have completed all sentences of imprisonment or supervisory sanctions imposed by the court, by the parole commission, or
by the law. OR
2. I have complied with the conditions monitored by the Department of Corrections while under any supervisory sanctions which
may include:
(a.) Enrollment in a drug treatment and rehabilitation program as specified by either the court, the parole commission, or the
Department of Corrections.
(b.) Submission to periodic urine drug testing pursuant to procedures prescribed by the Department of Corrections.


SIGNED DATE


*I S Aco S RTI RT PA


1. I certify that I am not retired from any Florida state-administered retirement plan.
2. I am retired from Retirement System. The
effective date of my retirement was I understand that if I retired under a
state of Florida-administered retirement system and:

(a.) I am employed in any type of position (temporary, part-time, or regular established) during the first
month of retirement, my retirement is void, all benefits received must be repaid, and I must reapply
for retirement benefits before retirement will be effective.

(b. ) If reemployed during the second through the twelfth months, my monthly retirement benefit must
be suspended during these months of my retirement unless I am eligible for 780-hour exemption to
the limitation as provided by law. If eligible for the exemption, my benefits must be suspended after
my employment reaches 780 hours during the limitation period.


SIGNED DATE


SIDE 2-Both sides of this form must be completed.







CRITICAL DATES AND PAYROLL DEADLINES


Student Employment Critical Dates and Payroll Deadlines.
Dates are subject to change.

Fall 2003
Fall 2003 work permits cover the period August 15, 2003, to December 20, 2003. The first fall time card is due
August 26, 2003. The first day of fall classes is August 28, 2003. Fall classes end December 10, 2003. Graduation
ceremony is December 20, 2003.


Paperwork Due
08/20/2003*
09/04/2003
09/18/2003
10/02/2003
10/16/2003
10/29/2003*
11/12/2003*
11/21/2003*
12/11/2003*


Pay Period Dates
08/15/2003-08/28/2003
08/29/2003-09/11/2003
09/12/2003-09/25/2003
09/26/2003-10/09/2003
10/10/2003-10/23/2003
10/24/2003-11/06/2003


11/07/2003
11/21/2003
12/05/2003


11/20/2003
12/04/2003
12/18/2003


Spring 2004
Spring 2004 work permits cover the period December 21, 2003, to May 6, 2004. The first spring time card is
due December 31, 2003. The first day of spring classes is January 6, 2004. Spring classes end April 21, 2004.
Graduation ceremony is May 1, 2004.


Paperwork Due
12/22/2003*
01/08/2004*
01/22/2004
02/05/2004
02/19/2004
03/04/2004
03/18/2004
04/01/2004
04/15/2004
04/29/2004


Pay Period Dates
12/19/2003-01/01/2004
01/02/2004-01/15/2004
01/16/2004-01/29/2004
01/30/2004-02/12/2004
02/13/2004-02/26/2004
02/27/2004-03/11/2004
03/12/2004-03/25/2004
03/26/2004-04/08/2004
04/09/2004-04/22/2004
04/23/2004-05/06/2004


Summer 2004
Summer 2004 work permits cover the period May 07, 2004, to August 12, 2004. The first summer time card is
due May 06, 2004. The first day of summer classes is May 10, 2004. Summer classes end August 06, 2004.


Paperwork Due
05/13/2004
05/27/2004
06/10/2004
06/23/2004*
07/08/2004
07/22/2004
08/05/2004


Pay Period Dates
05/07/2004-05/20/2004
05/21/2004-06/03/2004
06/04/2004-06/17/2004
06/18/2004-07/01/2004


07/02/2004
07/16/2004
07/30/2004


07/15/2004
07/29/2004
08/12/2004


* Early payroll deadlines.* Early payroll deadlines.Kucinich Mtg


Pay Dates
09/05/2003
09/19/2003
10/03/2003
10/17/2003
10/31/2003
11/14/2003
11/26/2003
12/12/2003
12/26/2003


Pay Dates
01/09/2004
01/23/2004
02/06/2004
02/20/2004
03/05/2004
03/19/2004
04/02/2004
04/16/2004
04/30/2004
05/14/2004


Pay Dates
05/28/2004
06/11/2004
06/25/2004
07/09/2004
07/23/2004
08/06/2004
08/20/2004


20









Record of Money Earned Form

Students and employers should keep a cumulative record of student employees' hours worked and earnings to
ensure that students do not earn more than their awarded amount for employment and to enable employers to
calculate the employer's 30 percent share of a student's earnings. NOTE: Pay periods are two weeks long.


Name


UFID


Hours Per Week*
Hourly Rate
Amount Awarded:


Position


Spring


Program
Summer


Biweekly
Hours Worked


Money
Earned


Money Earned
To Date


*Formula: Award + weeks of term + pay rate = hours eligible to work per week.


Pay Period
Ending Date


Total


1 21 -









Class Dismissal Form



Date:


MEMORANDUM

To: Student Employment

FROM: Instructor

RE: Student Employment During Class



Student employment policy governing both Federal Work-Study (FWS) and Other Personnel Services
(OPS) forbids students working during scheduled classes unless they provide a valid Class Dismissal
Form to their work supervisor before working. The Class Dismissal Form must be attached to the
student's time card when it is submitted. Failure to comply with this policy may result in dismissal of
the student employee or ineligibility of the department/agency to participate in student employment
programs.


Student


UFID


The class listed below has been:


DISMISSED EARLY or CANCELLED


(please circle one)


for the indicated date and time period.

List course and section numbers

Indicate normal class meeting schedule (e.g., MWF 3rd period)

Please indicate date and time of early dismissal or cancellation


Instructor's Signature


1 22


Date Signed









Pay Rate Justification Form


Date:


MEMORANDUM

To: Student Employment

FROM:

RE: Student

UFID


This memo is to justify paying the student referenced above more than $10.00 per hour.

1. Duties/Responsibilities of position:






2. Qualifications/Experience/Education of referenced student:








3. Comments:





Approved by College Dean or Director


Signature Printed


Signature


Phone Number


empl-0040-01/96:J041


Equal Opportunity/Affirmative Action Institution


1 23 -]








Job Classifications and Starting Pay Ranges for Student Employees
Effective August 2001


Class: 1 (*Starting Pay Range: $6.00 to $7.00)
Minimal Technical Ability/Minimal Responsibility
Answering phone
Assembling & addressing mailouts
Binding reports
Checking & sorting samples or files
Clipping news articles
Coding
Collating papers
File clerk
Posting jobs on bulletin boards
Sorting mail
Mounting samples
Cleaning lab equipment


Class: 2 (*Starting Pay Range $7.00 to $7.50)
Average Technical Ability/Minimal Responsibility

Chemical solution prep.
Construction labor
Farm labor
Loose-leafing (law school)
Proofreading



Class: 3 (*Starting Pay Range: $7.50 to $8.00)
Minimal Technical Ability/Average Responsibility
Animal care
Courier (Med. Center)
Equipment delivery
Handling requisitions
Inventory
Invoicing, billing
Night clerk/service desk clerk
Paper grading
Pricing clerk
Processing books or films
Mail delivery


Grounds keeper or greenhouse
Janitorial: wash windows, wash/wax
maintenance worker floors, shampoo rugs, clean rugs,
etc.
Lifting, moving, shelving books
Moving furniture or supplies
Painting or refinishing
Pest control (for) maintenance
Mailing bulletins
Running errands
Stuffing envelopes
Xeroxing







Routine lab analysis
Running media center equipment: projector, etc. (audio
visual aide)
Running office machinery: adding machines,
duplicating machines, etc.
Supervised research






Typing: routine, nontechnical (35 w.p.m.)
Receptionist
Room attendants: weight room, reading room, locker
room, linen room, game room, etc.
Sales clerk
Security guard
Student night patrol
Traffic control
Traffic survey
Truck/bus driving (chauffeur's license)
Warehouse & stock clerk


1 2









Class: 4 (*Starting Pay Range: $8.00 to $9.00)
Average Technical Ability/Average Responsibility
Accounting/bookkeeping
Announcer (radio & TV)
Cashier
Data analysis/reduction
Equipment maintenance
Field work: mapping, surveying, etc.


Keypunch
Literature searching
Nursery/kindergarten aide
Nursing aide
Tape dubber (radio)
Unsupervised lab analysis


Class: 5 (*Starting Pay Range: $9.00 to $9.99)
Unusual or Unique Technical Ability and/or Above Average Responsibility
Art work, illustrating, graphics Personnel supervision
Building exhibits or displays Pharmacy assistants
Composing letters Photography
Computer programming Shorthand
Cottage parents Stagehand
Drafting, charts, graphs, diagrams Teaching crafts
Drawing, layouts, lettering Translating (foreign language)
Editorial assistant Tutors/counselors


Engineering assistants
Equipment repair
Lifeguard
Modeling for art classes
News/technical writing


Typing: transcribing, technical, unusual speed
and accuracy
Unsupervised research
Youth leaders/program assistants


Class: 6** (*Starting Pay Range: $10.00 and up)
Special Classification: work requiring advanced education, special training or licensing
which may be intermittent
Accountant Resident assistant
Audio-visual technician Sound director
Crew chief Sound and light operator
Electrical technician Specialist
Legal research assistant Technical director
Lighting director Transmitter engineer (FCC license)
Nuclear reactor operator X-ray technician
Nursing
*Pay ranges within classes are intended to permit the employer to evaluate and recognize past experience or other
qualities the applicant brings to the position.
**All Class 6 job applicants starting at $10.00 and up will be approved by existing evaluation procedures established
by the Student Employment Office and the UF Central Employment Office for the purpose of maintaining equitable
pay differentials between student assistants and full-time employees.












Student Employee Evaluation


NAME -
POSITION


SSN
TYPE OF REVIEW


Job Knowledge Does not show Has difficulty Has average Better than average Fully understands
necessary knowledge understanding job understanding of job understanding of job all duties of job
Productivity Work output Barely meets Meets average Exceeds requirements Greatly exceeds
Unsatisfactory minimum requirements requirements of job of job requirements of job
of job
Accuracy Work needs constant Work needs more Occasional corrections Accuracy of work Excellent accuracy
correction corrections than average needed good of work
Initiative Needs constant Needs frequent Needs average amount Exceeds requirements Greatly exceeds
supervision supervision, of supervision, of job requirements of job
Judgement Uses no judgement Uses limited judgement Generally uses good Uses above average Uses exceptional
judgement judgement judgement
Attitude and Cooperation Uncooperative Occasionally Cooperates with others Generally promotes Always supports
uncooperative cooperation & goodwill department & coworkers
Sense of Duty Refuses to accept Slow to accept Accepts normal Accepts responsibility Actively seeks more
responsibility responsibility responsibility beyond normal responsibility
requirements
Attendance Not dependable Requires some counseling Occasionally absent, but Excellent attendance Rarely absent
with good reason record
OVERALL RATING: UNSATISFACTORY CONDITIONAL SATISFACTORY ABOVE SATISFACTORY EXCELLENT
COMMENTS


REMARKS SINCE LAST EVALUATION (on changes in performance)
Employee Signature
Supervisor


Date
Date









Definitions of Work Performance

JOB KNOWLEDGE-Knowledge of the responsibilities and duties which the position requires according to the job
description.
PRODUCTIVITY-The ability to meet deadlines and produce the work assigned, in terms of both quantity and
quality.
ACCURACY-The ability, once instructed, to perform assigned tasks accurately and on time.
INITIATIVE-The ability and willingness to think an act without being instructed in great detail.
JUDGEMENT-The ability to determine the order of importance of tasks, and to reach logical, timely decisions.
ATTITUDE AND COOPERATION-Working for the university with enthusiasm and in harmony with other people.
SENSE OF DUTY-Willingness to accept responsibility for job performance, and to perform the job well.
ATTENDANCE-Faithfulness in coming to work daily and conforming to work schedules.


Definition of Ratings

1. UNSATISFACTORY-Falls below minimum requirements. Should be terminated.
2. CONDITIONAL-Barely meets requirements. Requires constant supervision.
3. SATISFACTORY-Meets minimum requirements. Average employee.
4. ABOVE SATISFACTORY-Exceeds some requirements. Growing with job.
5. EXCELLENT-Exceeds all requirements. Outstanding employee.


Definition of Overall Ratings
Individual rating factors may have a different value according to the position being evaluated. Consequently, there
may not be a direct correlation between the rating of individual categories and the overall rating assigned by the
evaluator.


1 27








Guidelines for Release of Student Information


University of Florida Buckley Amendment/Student
Information Policy Checklist
There are two laws, one federal and one state, which govern the release of student records. The federal legislation
is commonly referred to as the "Buckley Amendment" but is formally entitled the Family Educational Rights and
Privacy Act of 1974 (FERPA). The state counterpart is found in Section 228.093 of the Florida Statutes. In addition,
there is one law for computer-related crimes, known as the "Florida Computer Crimes Act," Florida Statutes Chapter
815. In accordance with the aforementioned laws, the following student records policy is established as a guide.


Person Making Request


Type of Information
Requested


0,


Name of Student 1 1 1 1 1 1 1 1 1
Age of Student 3 5 3 3 2 3 6 3 4
Date of Birth 3 5 3 3 2 3 6 3 4
Citizenship 3 5 3 3 2 3 6 3 4
Local Address 1 1 1 1 1 1 1 1 1
Local Telephone, if listed 1 1 1 1 1 1 1 1 1
Permanent Address 1 1 1 1 1 1 1 1 1
Name/Address/Telephone of
Parent/Guardian/Spouse 3 5 3 3 2 3 6 3 4
Residence Status 3 5 3 3 2 3 6 3 4
Student UFID Number 3 5 3 3 2 3 6 3 4
Athletic Teams-Ht/Wt 1 1 1 1 1 1 1 1 1
Dates of Attendance at UF 1 1 1 1 1 1 1 1 1
Degree & Date Conferred at UF 1 1 1 1 3 1 1 1 1
Full or Part-time Status 3 5 3 3 1 3 6 3 4
Honors at UF 1 1 1 1 1 1 1 1 1
Major Field of Study 1 1 1 1 1 1 1 1 1
Previous School Attended 1 1 1 1 2 1 1 1 1
Financial Aid: Acad/Non-Acad. 3 5 3 3 1 3 6 3 4
Class & College Year in School 1 1 1 1 2 1 1 1 1
Employed, Dates 1 1 1 1 1 1 1 1 1
Admissions Status 3 5 3 3 2 3 6 3 4
Class Schedule 3 5 3 3 2 3 6 3 4
Current Academic Status 3 5 3 3 2 3 6 3 4
GPA/Credits Completed 3 5 3 3 2 3 6 3 4
Test Scores 3 5 3 3 2 3 6 3 4

1. Public Record or Directory Information. Can be released unless student has given written instructions not to release.
2. Release restricted for internal use by University officials who have a legitimate educational interest in the
information.
3. Student's written permission or court order required to release.
4. Release restricted to other educational institutions in which student seeks to enroll.
5. Release only to parents of dependent students as so defined by IRS.
6. Forward the request to the Office of Vice President of Student Affairs.


1 28









Class / Work Schedule


Name


UFID


Position


Program


Students and employers must be aware that students cannot work during scheduled classes unless the student has
submitted a valid class dismissal form. Students should complete a Class / Work Schedule indicating when they have
class (C) and when they prefer to work (W).
Two-hour work blocks are preferred.


*Hours permitted to work per week


Amount awarded

Fall/
Spring


Pay rate per hour


Time Period Monday Tuesday Wednesday Thursday Friday Time

7:25 8:00
to 1 to
8:15 9:15

8:30 9:30
to 2 to
9:20 10:45

9:35 11:00
to 3 to
10:25 12:15

10:40 12:30
to 4 to
11:30 1:45

11:45 2:00
to 5 to
12:35 3:15

12:50 3:30
to 6 to
1:40 4:45

1:55 5:00
to 7 to
2:45 6:15

3:00 8 7:00
to E-1 to
3:50 8:15

4:05 9 8:30
to E-2 to
4:55 9:45

Total Hours

*Formula: Award + weeks of term + pay rate = hours eligible to work per week.


Term


Summer







/ Do AND DON'T CHECKLIST /


1. DO submit a required letter of justification (see p.
25) if you are paying a student more than $10.00
per hour, effective 8/17/01. The letter of
justification must include the student's job duties,
qualifications and experience.
2. DO monitor FWS student earnings to avoid
having any of the student's financial aid adjusted
or placed on repayment status for having over
earned his or her Federal Work-Study award.

3. DO spell the student's name as it appears on his
or her Social Security card when submitting the
SP/100 or W4 card.

4. DO NOT record proper name suffixes (such as Jr.,
Sr., III) on the SP/100 or W-4 card unless they
appear on the student's Social Security card.

5. DO NOT appoint students classified as "0" status
to payroll through Student Employment. These
students must be appointed through University
Personnel Services at the Stadium.

6. DO NOT appoint Santa Fe Community College
students and high school students must be
appointed through Student Employment. They
must be appointed through University Personnel
Services at the Stadium.

7. DO NOT use the link process if you are not sure
how to use it. Terminate the prior assignment in
Section Number 8 (Assignment Terminated) of
the SP/100.

8. DO NOT link Federal Work-Study accounts when
appointing a student. Terminate the prior
assignment in Section Number 8 (Assignment
Terminated).
9. DO NOT link an appointment on the same day as
the assignment starts. Terminate that assignment
in Section Number 8 (Assignment Terminated).
10. DO NOT allow a student to work without a
Work Permit. Doing so will create problems
when the student reports to Student
Employment for clearance.
11. DO always use 999 as the assignment number for
all new hires, account changes, hour increases or
decreases, and pay increases or decreases.


12. DO always indicate the student's class and college
on the SP/100 for all changes.
13. DO always indicate the number of withholding
allowances (i.e., 01, 00) on W-4 cards.

14. DO be sure that if a student claims exemption from
withholding, the year and "exempt" has been
handwritten by the student in the "Effective Year"
and "Exempt" fields on the W-4 card.
15. DO always fill out the W-4 card completely. If
you are not sure how to complete the W-4 card,
please call Student Employment.
16. DO NOT change a student's name on the W-4
without a copy of the Social Security card
indicating the new name being used.
17. DO check all payroll updates to determine if an
error has been made. Bring it to the attention of
the Student Employment staff.
18. DO NOT allow students to work during
scheduled class hours or during exams.
19. Be sure the students sign their work permits
before signing them up for payroll.
20. Be sure the students sign their time cards when
they sign in to begin work.

21. DO NOT appoint a Federal Work-Study student
to a clearing account.
22. Use your P. O. Box number when appointing
student employees and the name of the person
to contact if the SP/100 is incorrect.
23. Do check with student assistants at the
beginning of each semester to verify their
enrollment status. Make sure that the
undergraduates are registered for six or more
hours and that graduate students are registered
for five or more hours during the fall and spring
semesters and four hours for the summer
semester.

24. Do make sure that the Emergency Contact and
Campus Directory Information is up to date for
each student employee in the University Payroll/
Personnel System.


30





STUDENT EMPLOYMENT FLOW CHART





NOTES


1 32 1























































The UF Employer's Handbook is
produced by the Office for
Student Financial Affairs
Information/Publications
Services section, S-102 Criser Hall.

For more information on
Student Employment at the
University of Florida, go to
www.ufsa.ufl.edu/sfa.


-I th U UNIVERSITY OF
* LFLORIDA
Honoring the past, shaping the future




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