Forms and Sample Letters Administrative Resources Sample Letters Courtesy Transmittal Letter Request for Change in FTE Termination Acceptance Letter Frequently Used Forms Form Name Form Description Received From Application For Leave Request Rarely used form for requesting leave. Most faculty will use the on-line leave module UF Form Biographical Information Sheet- Form 270 Form used to collect biographical information of UF employees. Usually used when hiring. Human Resource Services Community Service Activity Form Used to disclose employees Community Service activities. After chair signature, all forms should be sent to Administrative Affairs for processing. New disclosure should be submitted as they occur. UF Self Insurance Program Compliance Statement Used for new Teams and OPS Employees. Administrative Affairs Degree Confirmation or Attestation Use this form to complete a degree verification letter for faculty. Administrative Affairs Demographic Form Form used to process background checks on all new employees. Should be completed and sent to Administrative Affairs for processing. Human Resource Services Direct Deposit Form Used to enroll in or make changes to UF employees direct deposit routing. UF Payroll Disclosure of Outside Activity Form Used to disclose employee activities outside of their University scope of work. All forms should be sent to Administrative Affairs for processing. New disclosure should be submitted as they occur. All other disclosures should be resubmitted annually. UF Self Insurance Program Emergency Contact Form Used to provide emergency contact information for new and existing employees. Administrative Affairs Faculty Assignment Report Used for doing semester Faculty Assignment Report Form. Academic Personnel Faculty Clearance Form Checklist for employees who are terminating employment. Must be completed and signed by all departments before employee departure. Completed forms should be submitted to Administrative Affairs. Administrative Affairs Florida Retirement System Certification Form This form is used for all new hires to obtain information regarding current or former participation in the Florida Retirement System (FRS). UF Form Foreign National Tax Information Form (required for Windstar form) Used for non-resident aliens to determine tax exemption UF Tax Services Gatorlink Instructions for UF employees Instructions for Creating a Gatorlink Account Administrative Affairs HIPAA Confidentiality Statement Used for all new employees and for existing employees on a yearly basis to ensure HIPAA compliance. UF Compliance Office HIPAA Training Instructions for NEW HIRES* Used for all NEW employees to ensure HIPAA compliance - New employees will complete training once they have access to MyUFL (generally within 10 days of hire). All UF employees are then required to complete HIPAA training again every year in MyUFL. UF Compliance Office I-9 Government form required of new employees to identify citizenship status and identity. USCIS Loyalty Oath or 4-in-1 form Loyalty Oath, Intellectual Property Agreement, Veterans Survey and Race and Ethnicity Information. Human Resource Services Medicaid Outstanding Balance Letter Use this for all clinical faculty on new hire checklist. Administrative Affairs Meeting and Conference Leave Request Form for Additional Meeting and Conference leave Used to request additional Meeting and Conference to what was originally allocated.Submit all forms to Administrative Affairs for the Dean's signature. Administrative Affairs Nepotism Form Formed used when there is employment of relatives within the same unit. Human Resource Services New Faculty Onboarding Checklist Form used by new hires to ensure that all steps of the onboarding process are completed. Administrative Affairs OPS Employment Application Used to hire OPS employees. UF HR Personnel Action Form (PAF) Used for all Faculty, OPS, PDA, Courtesy and Teams appointment changes (FTE's, titles, supplements, terms, hires etc.) Submit all completed PAFs to paf.request@jax.ufl.edu Administrative Affairs Professional Liability Questionnaire Used only for Academic Personnel with Clinical Responsibilities. Self-Insurance Program Professional Liability Questionnaire for Volunteers Used only for Volunteers with Clinical Responsibilities. Self-Insurance Program Race and Ethnicity Survey Used for all new hires Human Resources Time Card Used for UF OPS employees who do not submit time in MyUFL. Should be completed and submitted to Administrative Affairs each pay period at opstimecards@jax.ufl.edu. Administrative Affairs Veterans Status Survey Used for all new hires Human Resources W4 Form Used for new employees or name, address, or withholding changes. IRS