Departments must notify HR-Records when an employee is hired, via an Electronic Personnel Action Form (ePAF). All new employees, including undergraduate student employment positions, must complete new employee sign-in paperwork in their hiring department. These documents must be forwarded to HR-Records by the hiring department (see the appropriate Sign-In Procedures below). Upon receipt of the hiring ePAF and hiring documents, a representative from the Records section will review the hiring documents for correct completion before approving the Hire ePAF.

Please use the following instructions and resouces for New Employee Sign-In Procedures:

Employment of Relatives
Types and Definitions of Employees
New Employee Sign-In Procedures
Conditions and Requirements for Employment
Sign-In Tutorials
Sign-In Training

New Employee Sign-In Procedures

Please use the following links for sign-in procedures in accordance with the type of new employee being hired:

Line Employees Sign-In Procedures

A&P and Faculty
New (Fall) Faculty (NFO)
OPS to Line
Post Doctoral Associate
USPS

OPS Employees Sign-In Procedures

Adjunct Faculty
Graduate Assistantship (Job Codes 9181-9187)
OPSGRD
Non-Student
Student to Non-Student
Under 30 Days Employment
Undergraduate Students

Rehires Sign-In Procedures

Rehiring an Employee

Note: Departments do not complete new employee sign-in for international employees. Please review the Non-Resident Alien (NRA) Employment information for instructions on the hiring process for international employees.

Conditions and Requirements of Employment

Direct Deposit

During New Employee Sign-In, all employees must complete a Direct Deposit form as a condition of employment, as indicated on the employment application. If the employee chooses a checking account option, a voided check, or a letter from the employee's bank verifying the account information and signed by a bank employee, must also be submitted.

New Employee Orientation

During the New Employee Sign-In, all line employees will be scheduled to attend New Employee Orientation, which covers university policies, procedures, and benefits. Orientation is held each Friday, pay day. The departmentnotifies HR of the new employee’s scheduled Orientation on the Orientation Notice. Please note that department must submit an Orientiation Notice to HR (as part of the complete hire packet) no later than 5 p.m. on the Tuesday prior to the scheduled Orientation, so that we may act accordingly.

Social Security Card

During New Employee Sign-In, all employees will also be required to provide either his/her Social Security Card or a receipt showing application for a duplicate Social Security Card, regardless of what documentation is used on the I-9 form. The Social Security Card is required to ensure that the employee’s name and social security number are correctly recorded as they appear on their Social Security Card. New employees who fail to provide a Social Security Card will not be added to the payroll.

Florida Statute 119.071 (5)(a), 2.b, and 3 provides that public agencies, including the University of Central Florida (UCF), must notify individuals of the circumstances that would require the collection of social security numbers.

Please review the following document for a listing of the types of senarios under which UCF will collect and use Social Social Security Numbers: Social Security Number Usage

Sign-In Tutorials

Please review the following tutorials to help with New Employee Sign-Ins:

Hiring Documents Checklist
I-9 Tutorials
Line Employee Sign-In Tutorial
OPS Employee Sign-In Tutorial

Sign-In Training

If you have any questions, concerns, or would like training on any of these procedures, please contact Justin Amick in Records at (407) 823-2420 or jamick@mail.ucf.edu.

Note: Departments must adhere to the deadlines for submitting ePAFs and sign-in paperwork as indicated on the Payroll Schedule. It is the department’s responsibility to check the status of ePAFs and sign-in paperwork to ensure that all paperwork is received and approved in a timely manner.

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If you have questions regarding this information, please contact the Records section at (407) 823-2772.

Note: Most of the forms on this site are in PDF format, unless otherwise indicated, and require Adobe's Acrobat Reader, which you can obtain from the following link: