Send to your Dean’s Office Human Resources Generalist
Graduate Assistant Hire PDF Download
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| GatorStart (GS) Hire: Yes No | Eform ID: |
| Employee Name: | Job #: |
| Employee Record: | Gator Link: |
| UFID: | Hire Date: |
Before Hire
| Y/N | Scholarship (if applicable) approved in scholarship database (SDB) |
| Background Screening Check | |
| Y/N | If hiring a foreign national, see UFHR’s Hiring a Foreign National Checklist for guidance and PHHP’s Documents Checklist for documents that must be forwarded to DO HR |
| Y/N | Attach Foreign National Tax Document Packet to ePAF |
| Registration Requirements met | |
| Y/N | Graduate Assistant Letter of Appointment (Use for new appointees/admissions) (Approved in advance by your DOHR Generalist) |
| Y/N | Graduate Assistant Letter of Reappointment (Use for returning appointees/admissions) (Approved in advance by your DOHR Generalist) |
| Y/N | Employment of Relatives (Nepotism Memo) (approved at all levels prior to hire date) |
| Y/N | Health Assessment |
| Y/N | Disclosure of Outside Activity Form (approved at all levels prior to hire date) |
PHHP requirements (forward with hire documents to your DOHR Generalist)
| Completed UF and PHHP checklists | |
| Code of Conduct, PHHP | |
| GatorStart completed confirmation | |
| Background screening results email/report | |
| Emergency Contact Form |
ePAF Hire Documents (Preferred single PDF)
| GA Letter | |
| I-9 Documents | |
| Loyalty Oath | |
| Y/N | Selective Service |
| Y/N | Employment of Relatives (Nepotism Agreement) |
| Y/N | HR600 |
| Y/N | W-4/W-8 (if Foreign National) |
Final Administrator Tasks
| IdM (UF Directory): If new to UF, set Deliver To field with person’s gatorlink@mail.ufl.edu | |
| Set “Network Managed By” (NMB) to department ID in Identity Management | |
| PHHP IT Services Access Request | |
| Complete employer Section 2 of I-9 | |
| Enter ISA | |
| Enter LOA (tuition waiver) into myUFL UF LOA Instructional Guide | |
| Request Gator 1 card | |
| Training Tracker | |
| Enter distribution (notify Dean’s Office if DO funding involved) | |
| Gator Grad Care reminder: The Graduate School queries Active employment records in myUFL to determine eligibility. If a late hire will miss GGC sign up deadline, have the GA contact UF Benefits to inquire about registering for GGC. | |
| New employee must register in UFOLIO, UF’s eCOI system at https://coi.ufl.edu/, even if no outside activities to disclose (required for 0.26 FTE and above) | |
| Review information in college HRDB 1-2 weeks after hire |
PHHP 6/2025