Health Science Center

Payroll/Processing Guidelines

In 1991, University Personnel Services implemented ACCESS to speed the employment process for the University of Florida.  Refer to the ACCESS Training Page for information regarding training for how to utilize the system.

College of Medicine procedures are as follows:

    Requisitions:
 

• Departments will input positions to be posted into ACCESS via the "Requisition Add/Revise" screen.  It is recommended that in larger departments only personnel/payroll offices are allowed access to this screen.  All positions entered as of 11:00 AM each day will be authorized by the Dean's Office in order for the position to be posted the following day by Central Employment.  Once the position has been authorized by the Dean's Office, it may be viewed on the "Requisition Browse/Delete" screen.

 
• All non-state positions must be posted as time limited included those funded by MG&G sources.

 
• Please note that if you list a requirement in the special requirements section of the requisition, you may not hire someone who does not meet the minimum requirements that you have listed.  It is therefore suggested that all special requirements be listed as "preferred".

 
• It is required that a record be entered into the HAMS system when the position is posted in ACCESS to determine if a physical will be required for the new employee.  The position will not be authorized in ACCESS until it is determined that a HAMS record exists for the position.

 

 

***In the event a position is not authorized by the Dean's Office, the department will be notified.

• Departments via the "Interview List" screen will designate rejected applicants who were interviewed, the reason for rejection, and the applicant proposed to be hired.

 
• Prior to inputting the "hire" into ACCESS, the HAMS record must be updated with the proposed employee's social security number and name.

 
• For larger departments it is recommended that only personnel/payroll offices have the ability to designate the individual to be hired, recommend salary and begin date.  This will insure the Dean's Office that review has taken place at the departmental level as needed.

 
• No official job offers should be made in the following cases until the proposed hiring has been approved by the Dean's Office.

 
• Hiring at greater than 15% above the current minimum for a new hire or,
• Hiring at greater than 15% above current salary for a promotion (unless it will bring them up to the new base).

 
A letter of justification will be required.  Address letter to Tom V. Harris, Assistant Vice President and Associate Dean for Administrative Affairs.  These letters should be signed by the department chair or administrator and forwarded to the Personnel Section of the Dean's Office.  Letters requesting pay above the maximum of the range will require further approval from the Vice President for Administrative Affairs and should be forwarded well in advance of the proposed offer date.

Once the proposed hire has been authorized by the Dean's Office, a copy of the time limited letter and a Form 260(if applicable) should be forwarded to the Personnel Section of the Dean's Office.

Refer to the USPS Hire Checklist for payroll signup forms that are required to input employees into the personnel screen.
 

• For new hires, all signup is required. They must also be scheduled for fringe benefits orientation with Health Center Personnel.  You may call them at 392-3786 to schedule an orientation session.  Orientation sessions are held on Monday mornings from 9 AM until approximately 12 PM in the Brain Institute, Room LG-116.

 
• For reassignment, promotion, or demotion employees, only the time limited letter, I-9 (if last date in system is more than 3 years old), and experience and education form are required.

 
• If the HAMS system indicates that a physical will be required for the new employee, call the Student Health Care Center to schedule an appointment at 392-1161.  It is required that the physical be given to the prospective employee a minimum of three days prior to the start of employment.

The originals of all signup materials and the checklist should be forwarded to the appropriate recruiter in Central Employment.  A copy of the materials should be retained in the department personnel file.

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