Before signing the Offer letter, have you completed your application in Careers@USF?
Please report to USFSP Human Resources on or before your first day of work to complete your new hire onboarding paperwork.
Before signing your Offer and completing the new hire onboarding paperwork, you should have a completed application on file in the Careers@USF on-line application system. Your application is necessary to electronically convert you from an applicant to an employee in our payroll system.
1. Access Careers@USF on-line at http://www.usf.edu/about-usf/work-at-usf.aspx and click on the hyperlink to access Careers@USF.
2. New Applicants: set up a profile and application by clicking Apply without Selecting Job at the bottom of the page. If you have never completed an application, click Register Now then follow the prompts on each page. Once finished with all sections of the application, click Submit.
If you already have an application in the system and have been offered a position, you will only need to Login to view and accept the job offer shown in your Notifications. You will be prompted to add your date of birth and social security number to proceed.
Make sure to complete the entire application, the last step will be to click the SUBMIT button.
Any questions can be addressed to
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Dear :
Upon the recommendation of the faculty and chair of the , we are pleased to offer you a non-tenure earning position as at an (academic year/annual) salary of at FTE. The appointment will commence on . Your appointment is subject to the Constitution and laws of the State of Florida and the United States, the rules and regulations of all applicable governing bodies of the University.
Faculty at the University of South Florida are expected to be effective teachers and to engage in University, community and professional service. (NOTE: This sentence should be omitted for faculty whose assignments fall primarily into only one area, e.g., Instructors who are assigned teaching but no research.).
It is your obligation to report outside activity and conflict of interest under the provisions of Article 19, Conflict of Interest and Outside Activity of the USF-UFF Collective Bargaining Agreement (http://usfweb2.usf.edu/human-resources/pdfs/collective-bargaining/uff-agreement-2010-2013.pdf).
The University is issuing this contract in accordance with USF System Regulation USF10-102, Personnel [Faculty] Recruitment, Selection, Appointment, http://generalcounsel.usf.edu/regulations/pdfs/regulation-usf10.102.pdf and Article 8, Appointment, of the USF-UFF Collective Bargaining Agreement. This employment offer and contract will remain in force unless otherwise specified. Note: If hired without a search and using a waiver of advertisement, add this sentence: Your employment under this contract will cease on . No further notice of cessation of employment is required.
As key parts of the Affordable Care Act (ACA) go into effect as of January 1, 2014, federal law requires employers to provide notices to all active employees regarding new health insurance marketplace coverage options. The coverage offered through the Marketplace may not impact the benefits you may be eligible for through the University of South Florida. However, the notice should be carefully read, as it provides some basic information about the new Marketplace and employment-based health coverage offered by USF. We have attached the Marketplace Notice to this offer letter for your convenience.
The USF/UFF Collective Bargaining Agreement (Article 6) prohibits discrimination against any employee based upon race, color, sex, sexual orientation, religion, national origin, age, military status, veteran status, disability, political affiliation, marital status, or employee rights related to union activity as granted under Chapter 447, Florida Statutes. Claims of such discrimination by the University may be presented as grievances pursuant to Article 20, Grievance Procedure and Arbitration.
If you wish to accept this contract on the above terms, please sign the original copy where indicated and return it to Dean no later than . Your signature on this document shall not be deemed a waiver of the right to process a grievance with respect thereto in compliance with Article 20 Grievance Procedure and Arbitration.
Sincerely,
, Dean
College of
Date ______
My signature below indicates my acceptance of the offer as outlined above. I acknowledge I have received the invitation to self-identify Veteran status and/or a Disability included on the attached Post-Offer Steps.
Please return a signed copy of this letter via US Mail or fax (xxx)xxx-xxxx by Insert Date (NO LATER THAN 10 DAYS FROM THE DATE OF THE LETTER).
______
Signature (Candidate's Name)
CC: Human Resources
New Hire On-Boarding Guide
Welcome to the University of South Florida St. Petersburg.
We are excited to meet you and to help facilitate your onboarding to our institution.
As a new employee, our hope is this guide will help make your on-boarding process easier.
Step 1: Complete & Return the attached paperwork as soon as possible
o Certification of Employability. Consent and certification of release of information.
o New Employee Information Sheet: Do not sign the state of Florida loyalty oath at the bottom unless you are in front of a notary. We do provide complimentary notary if needed.
o Public Information Exemption Questionnaire: Used in determining whether or not an employee is exempt from the Public Information Law.
o Florida Retirement System (FRS) - Certification Form: For compliance with the Florida Retirement System re-employment provisions.
o Direct Deposit Authorization: You will need a blank voided check or your financial institutions direct deposit form. Direct deposit is required and you have 14 days to sign up.
o Employee Acknowledgements. Acknowledgement and agreement of receipt of USFSP policies.
Step 2: Attend the New Hire On-Boarding Paperwork Appointment
At your appointment you will be required to execute:
o Form I-9 – Employment Eligibility Verification. Please visit http://www.uscis.gov/i-9-central/acceptable-documents to view acceptable documents for the I-9.
o W-4 - Employee’s Withholding Allowance Certificate.
o If you are unable to have the New Employee Information Sheet notarized we can notarize it for you at your appointment time.
Step 3: Create Your USF Net ID (48 hours after your On-Boarding Paperwork Appointment)
o From this page – http://netid.usf.edu/una/# -- click Create Your Net ID.
o Add your First and Last name and then your USF ID # or click the "Lookup your USF ID Number" link.
o Add your Birthdate and Social Security number (no dashes), type the words in the graphic field on your screen and
click Submit.
o Your USF ID number, also known as your U Number, appears. Write it down and then click the
Close USF ID Number Lookup link at the top.
o Back on the Enter User Information page, add the requested information and click Activate Net ID.
o First time users will see the USF Computer and Network Access Agreement. Read and click I agree.
o Select your preferred Net ID from the available list and click the Select button.
o Select a secret question and enter an answer. This is used if you forget your password. Click Submit.
o You must enroll in or opt out of USF's Emergency Notification System. If you choose Yes, enter your mobile phone number, select the campus and click Submit, then Close Window.
o Create your NetID password. Once your password passes the strength test, shown on the meter at the top, type again to verify and click Setup Net ID.
o Your NetID is set. Click Return to Main Menu.
o Click Login for more options to change your GEMS Self Service password.
Step 4: USFSP Email and USFSP Alias Email
o USFSP email accounts are created when your USF NETID account is activated. To begin using your USF email account, log into www.mail.usf.edu. Your email account begins with your USF NETID and ends with mail.usf.edu.
o Campus Computing provides USFSP Aliases for Full-time Faculty and Staff. Your USFSP alias begins with our USF NETID and ends with @usfsp.edu. To request a USFSP alias please visit www.usfsp.edu/helpdesk.
o Once your alias has been created, please visit this website to learn how to configure your USFSP alias: http://www.usfsp.edu/computing/files/2013/02/usfsp_alias.pdf
Step 5: Change Your GEMS Self-Service Password Using the Net ID Pages
o At the Net ID sign in page, add your newly created NetID and password and click Sign In.
o Write down your GEMS Employee ID number and click Change your GEMS Self Service Password.
o Reset your GEMS Self-Service password following the requirements displayed. NOTE: to make it easier, you may want to use the same password for your NetID and your GEMS Self Service.
o Just as with the NetID password, the password strength meter will indicate when the password is strong enough. Click Change my Password.
o Click the link (www.usf.edu/gems) to go to the
GEMS page
Step 6: Sign In to GEMS Self-Service to review your information and/or to make future changes.
o From off campus, go to www.usf.edu/gems and click GEMS Self-Service. When the page opens, enter your GEMS employee ID (including the leading zeroes) and your newly created Self Service password. Click Sign In.
Update Personal Information – Home Address, Phone, etc.
o GEMS Self Service opens to the home page. Click Main Menu, Self Service, Personal Information, Personal Information Summary.
o Personal Information Summary displays your personal information – addresses, phone numbers, etc. Check each category for accuracy. To update any of the information, click Change… buttons below each section.
o Check your Emergency Contacts, Email Addresses and Ethnic Groups for accuracy, update as needed.
o Ethnicity Questions: USF collects ethnicity information on students and employees for federal reporting purposes using a two-question format. The first question asks if you are Hispanic or Latino and the second asks about your race. After updating the informationour choice, click Save, OK, and then click the Return to Personal Information link just below the Save button.
o Verify your Employee Information. If any information is incorrect contact Human Resources.
Payroll and Compensation – Direct Deposit
o Use the breadcrumbs at the top of the screen to go back two steps to Self Service. Click Payroll and Compensation, then Direct Deposit (see image at right).
o Setup direct deposit so your paycheck is deposited automatically into your checking or savings account. Select either checking or savings – at this time, USF only offers one account distribution. Enter the routing number and account number of your bank account, read the acknowledgment statement, and click Save.
Payroll and Compensation – W-4 Tax Information
o Using the breadcrumbs, click Payroll and Compensation then click W-4 Tax Information.
o Enter your withholding allowances and other choices and then click Submit.
o You must verify your identity by entering your GEMS Self Service password. Click Continue.
Payroll and Compensation – W-2 Consent
o Using the breadcrumbs, click Payroll and Compensation then click W-2/W-2c Consent.
o Read the acknowledgement, if you consent to electronic W-2 and W-2c forms, check the box and then click Submit.
o Click OK to confirm.
Other Options in GEMS Self-Service
Click through the drop down menus to see other options:
o Request/Approve Leave
o View Paycheck and Compensation History
o Review Benefits Summary
o Review current job summary and job history
o Training – enroll in training and review your training summary.
o Use Self-Service to Self-Identify Veteran Status and/or a Disability.
GEMS Self Service allows USFSP employees to review and where appropriate add, update and delete their information.
Step 7: Request a Bayboro Account (Faculty & Staff)
o A Bayboro Account is a domain user account that allows faculty and staff to access office computers, classroom computers and shared drives. Your Bayboro username is usually matched to your USF NETID username. Your Bayboro account is a separate account from your USF NETID account with access to separate resources. Please visit the following link to request.
http://www1.usfsp.edu/computing/forms/bayboro_account_request_form.htm
Step 8: Phone and Voicemail
o When you arrive to your office most likely a phone will already be available for you. If not, you should immediately contact your department to have them order a Cisco IP phone for you.
o If your designated phone has someone else’s name and number assigned to it you can submit a request to have the information updated by visiting:
http://www1.usfsp.edu/computing/forms/phone_directory_form.htm
o To learn more about the phone and voicemail please visit:
http://www1.usfsp.edu/computing/files/2013/02/voicemail_guide.pdf
Step 9: Key Card
If you require access to buildings and labs on campus you will need to request a keycard.
o Complete the Key Card Authorization Form at
http://usfsp.edu/computing/files/2013/06/keycard_auth_form.pdf
o Pay the $10.00 fee online at www.usfsp.edu/computing/cardpayment
o Attach a copy of the receipt to the Key Card Authorization Form and submit to the Help Desk in Bay 226.
Step 10: USFSP Identification Card
The USFSP Card is the official identification card of the University of South Florida. The USFSPCard is a multi-functional card with digitized photo and electronic identification and validation for departments needing to verify student and/or employee status. Your first card is complimentary. Replacement cards – $15.00.
o Complete the request form at http://www.usf.edu/it/class-prep/facultystaffapplication.pdf
o Take the completed form to the Nelson Poynter Library room 221 between 9-5:30 pm Monday – Thursday or on Friday between 9-5.
Common Terms/Definitions:
o myUSF – online portal to provide access to online services, including GEMS Self Service.
o USFID or U Number – your unique ID number at USF.
o NetID – your user ID at USF. Use to sign into myUSF.
o GEMS – Global Employment System.
o GEMS Self Service – Online access to your personal employment information.
o Employee ID or EmplID – This 11 digit number beginning with zeroes is your User ID for GEMS Self Service.
For more information or forms, visit the Human Resources website: