Annual Coordinator Workshop
P Let us know of problems you have processing your student payrolls.
What topics would you like us to discuss at the workshop? Call or mail
2CM your questions to P. O. Box 114025 by July 11, 2003.
S I y WHEN: Monday, July 14, 1:30 p.m.
J y WHERE: (SFA) Conference Room, P-113B Criser Hall.
1 4 IREGISTER BY JULY 11. Contact Student Employment at 392-0296.
If you can't attend, call for a one-on-one training session.
use our Web form to send job listings
Let us know what Federal Work Study (FWS), Federal Community Service (FCS), or Other
Personnel Services (OPS) positions will be available in your department for student assistants in
the fall. June 30, 2003, is the deadline to submit fall positions for the job list mailed to FWS
students in mid-July. Please use our new online form to send us your job : I,,
I UNIVERSITY OF
New Employment Coordinators
II. i .. 1 11. 11 I .1 11 .i h I I V e 'll
I I ,,,I II, I Ii, Id ii il 1i-ym ent
I .... 1 1 '" ,,,I,, ,,1-lo ne
S .. I 'I I, I, I I ,.. ..I ,, v e can
I I il ,, i ,',i t ,I l t, t u l l I is
I I p I ~r ,, .I I us by
1-.1. 1 1 i 11i 1 111 ur illIo i Ruth
l iI I, I 1 1
11,111111 ,l 1 ,, ,111111 ,h
UF Employers' Handbook
02-03 on the Web
UF's Employers' Handbook 2002-03 is available on
the SFA Web site. Go to:
www.ufsa.ufl.edu/sfa/pub/onlinepub.html and look
under "Handbooks." For a paper copy of the
handbook, print one from the site. We will
distribute paper updates for off campus agencies that
may not have internet access Student employment
forms, such as the SP-100, are available for printing
and reference at:
Update: UF Payroll Screen
Student Assistant Office Phone and
P. O. Box Numbers
Please keep your student assistant's office phone
and P. O. Box numbers current in the UF
Payroll/Personnel demographics screen. We ask
that you update this information immediately.
Please send us the names and e-mail addresses
of all new Employment Coordinators
responsible for processing Student Assistant
Appointment Forms (SP/00s) so that we can be
sure they are receiving critical electronic
memos mailed to our coordinators throughout
the year. Please send the names and e-mail
information to: ruth email@example.com .
Check Your Payroll Data
PLEASE always double-check your student
assignments after you send them to us to ensure
that we have entered all your data correctly. Do
not wait until it is time to certify "time worked"
for your students) to discover an error!
F-1/J-1 Visa Status
All foreign national employees with F 1 or J 1
visa status must complete a Foreign National
Tax Information Form (Wind Star) and
forward it to Xin Zhang, University Tax
Services Office, P. O. Box 113202. This
process ensures that UF withholds the correct
amount of federal income tax from payments,
which is required by law for foreign national
After processing the student's paperwork,
Ms. Zhang's office will return Form W 4, or
Form W 9 (with Form W 4), in addition to
Form 8233 and a Certification for Withholding
Exemption to your office Payroll Coordinator.
The student employee must complete and
sign these forms and take them to Student
Employment, P. O. Box 114025, along with
copies of their 1 20 and 1 94. We will not
process payroll forms for these students unless
all appropriate documents are attached.
Please be sure that if these students have
an assistantship they are appointed for the
appropriate hours per week.
Guidelines for students with an F-1 visa and
1/2 time assistantship-cannot work
1/4 time assistantship-20 hrs bi-weekly
1/3 time assistantship-13 hrs bi-weekly
F 1 visa students without an assistantship
may work for a maximum of 40 hours bi
J 1 visa students must get written
permission from Debra Anderson,
International Student Center Office, to work.
Summer 2003 Employment
Guidelines for working as a student employee
for summer are as follows:
1. Students must register at least half time:
Undergraduates-6 credits (Summer
A=3 credits plus Summer B 3 credits; or
for Summer C, Summer A only, or
Summer B only 6 credits)
Graduate students-4 credits (Summer
A=2 credits plus Summer B 2 credits; or
for Summer C, Summer A only, or
Summer B only 4 credits)
Students registered less than half time must
be appointed on temporary OPS through
University Personnel Services.
2. Students may petition to work more than
20 hours per week. However, students may
not work during scheduled classes or exams
without written approval using a Class
3. Students must have a cumulative GPA of
2.0 or greater, or they may petition for
special approval due to extenuating
April 13-19, 2003
We hope each of you had a chance to show
your student assistants how much you
appreciate and value their service. We are
very fortunate at UF to have such a high
caliber student work force. However you
expressed your appreciation, we are sure
your students valued your efforts on their
Office for Student Financial Affairs P5
Things to Know
office hours campus job boards
8:00 a.m.-5:00 p.m., M-F Updated Daily: Criser Student
work permit Services Center Courtyard, outside
re st rmint SFA; and on SFA Web site (see
fequet line below).
392-0296 Updated Tues. & Thurs.: Norman
Work Permits can be mailed to Hall, 1st Floor, NW end; McCarty
students' hiring department. Callers Hall, st Floor, NW end; 305 Reitz
must provide a P. 0. Box number for Union and G 1 Reitz Union; Health
the permit to be mailed. Non Science Center near Campus USA
Resident Aliens (F 1/J 1) must present Credit Union. Thejob lists are on the
proper documentation for a permit to Web at: www.sfa.ufl.edu/job.html
The Student Employment COORDINATOR is available on the WEB
on the SFA site under "Online Publications" at:
IDio I NO llow students toworkduingsc
July 14-Mailing Date
forfall UF Work Permits and job lists
Fall FWS UF Work Permits andjob lists will be mailed July 14 to students with
fall 2003 FWS awards. Be sure to send us your falljobs by June 30th. Use our
Web Form (see FRONT) to send us yourjob ,i .i.. I
Fall OPS UF Work Permits will be issued I 11,. July 21. Students can come to
S-107 Criser to pick up a Work Permit or call 392-0296 to request one by phone.
The first day students may work using fall Work Permits is August 15.
More UF Work Permit INFO
Be sure that students calling for either
an FWS or OPS UF Work Permit know
your correct departmental P. O. Box
No. Work Permits will not be mailed if
the student does not know the P. O.
Box No. Work Permits will not be faxed
or be mailed to off-campus addresses.
Work Permits will not be issued if the
student has not preregistered for fall
classes. The following pertains to both
FWS and OPS.
1. Do not allow students to work
without a permit UNDER ANY
2. Be sure students sign their Work
Permits before appointing them to
3. Urge supervisors to be sure students
sign their time cards at the beginning
of each pay period.
4. Remind area supervisors that
students can work only up to 20
hours a week. They may NOT work
15 hours in week one and 25 hours
in week two.
5. Monitor your students' FWS
earnings, :. I I ... Federal
6. W hen ..- 'i i, I..'. the Student
Assistant Appointment Form
(SP/100), be sure to include the
P. O. Box and complete telephone
numbers) with ext. nos. of the
departmental contact person (should
be the person .. i. '~l .I-.! the form).
7. Dual Work Permits. When
students are issued a Dual Work
Permit please follow up by
reducing their work hours so that
we are able to process other
assignments for them.
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 Pay Period Dates
spring 2004 work permits cover the period December 21,
2003, to May 6, 2004. The : I I ..'-. time card is due
December 30, 2003. The first day of Spring classes is
January 6, 2004. Spring classes end April 21, 2004.
Graduation is May 1, 2004.
Paperwork Due Pay Period Dates
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.
Pay Period Dates
* Early payroll deadlines.
This document is available in alternative formats for individuals
with print-related disabilities. Call the Office for Student Financial
Affairs' telephone line for students with disabilities: (352) 392-1272
(V/TDD); or the Florida Relay Service: dial 711 or 1 (800) 392-3008 (TDD).
The Student Employment coordinator is produced by Student
Financial Affairs' Information/Publications Services. Direct
questions to: Student Employment Office, P. O. Box 114025,
(352) 392-0296/(352) 392-1272 (V/TDD).
The University of Florida is an affirmative action employer and offers equal employment without regard to race,
color, creed, sex, religion, age, national origin, marital status, veteran status, or disability.