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<div class="WordSection1">
<p class="MsoNormal" align="center" style="text-align:center"><img width="190" height="90" style="width:1.9791in;height:.9375in" id="_x0000_i1025" src="cid:image001.png@01D536FD.2309D390"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">An important message from FSU Office of Human Resources<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.</b><b><o:p></o:p></b></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal">As we near the start of the fall semester, we have important appointment reminders to share with you.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<table class="MsoNormalTable" border="0" cellspacing="0" cellpadding="0" width="100%" style="width:100.0%;border-collapse:collapse">
<tbody>
<tr style="height:12.6pt">
<td width="100%" valign="top" style="width:100.0%;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;height:12.6pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%;background:#F2F2F2">
<b><span style="color:#782F40">New Hires/Rehires<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:106%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<b>Electronic OMNI job offers</b> are required for all hires. <o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:3.0pt;mso-add-space:auto;line-height:106%;mso-list:l0 level2 lfo1;background:#F2F2F2">
Once complete, HR Department Representatives should upload the following to the Supplemental Documents page within the Smart Onboarding portal
<i>before </i>submitting to HR: <o:p></o:p></li><ul style="margin-top:0in" type="square">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:3.0pt;mso-add-space:auto;line-height:106%;mso-list:l0 level3 lfo1;background:#F2F2F2">
a signed copy of the social security card, <o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:3.0pt;mso-add-space:auto;line-height:106%;mso-list:l0 level3 lfo1;background:#F2F2F2">
notarized loyalty oath, and <o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:3.0pt;mso-add-space:auto;line-height:106%;mso-list:l0 level3 lfo1;background:#F2F2F2">
any supplemental documents required for the position (ex: contract, driver’s license, etc.) Refer to
<a href="https://hr.fsu.edu/PDF/Publications/employment/Appointment_Papers_Matrix.pdf">
<span style="color:#0563C1">Appointment Papers Matrix</span></a>. <o:p></o:p></li></ul>
</ul>
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:106%;mso-list:l0 level1 lfo1;background:#F2F2F2">
Fall <b>express pools</b> are available for use for OPS, GA, and OPS Faculty appointments.
<a href="https://hr.fsu.edu/?page=training/training_omni"><span style="color:#0563C1">Training guides</span></a> are available for step-by-step instructions.<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<b>I-9 Deadlines:</b> Section 1 of the I-9 form must be completed on or before the employee’s
<span style="color:red">first day of work</span>. Section 2 of the form must be completed by the
<span style="color:red">third business day</span>.<o:p></o:p></li></ul>
</td>
</tr>
<tr style="height:13.15pt">
<td width="100%" valign="top" style="width:100.0%;padding:0in 5.4pt 0in 5.4pt;height:13.15pt">
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;line-height:106%">
<b><span style="color:#782F40">Smart Onboarding <o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormalCxSpMiddle" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l2 level1 lfo2">
Smart Onboarding is used for new hires, rehires, additional appointments, and internal movement (e.g., promotions, laterals, etc.).<b><o:p></o:p></b></li><li class="MsoNormalCxSpMiddle" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l2 level1 lfo2">
<b>Job Offers must be submitted 2-3 weeks in advance </b>of the expected start date.<b><o:p></o:p></b></li><li class="MsoNormalCxSpMiddle" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l2 level1 lfo2">
Once the job offer is final approved, HR will launch the invitation to your candidate.
<o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l2 level1 lfo2">
Candidate invitations will expire after 21 days. Please ensure candidates start the onboarding process timely.
<o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l2 level1 lfo2">
Department Representatives and approvers should proactively monitor their My Tasks activities, worklist, and FSU Onboarding Approvals.
<o:p></o:p></li></ul>
</td>
</tr>
<tr style="height:13.15pt">
<td width="100%" valign="top" style="width:100.0%;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;height:13.15pt">
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;line-height:106%">
<b><span style="color:#782F40">Background Checks<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:106%;mso-list:l2 level1 lfo2">
<b>Questionnaires:</b> All OMNI Job Offers and Job Postings now contain the integrated Questionnaire; however, ePAF, pPAF, and one time pay actions for new hires, rehires, additional appointments, and internal movement actions (e.g., job code, department, or
position number changes) still require manual completion of the Questionnaire via the
<a href="https://hrapps.fsu.edu/background_check_portal/index.cfm?page=home#/"><span style="color:#0563C1">Background Check Forms Portal</span></a>.<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:106%;mso-list:l2 level2 lfo2">
This includes all Graduate Assistant appointment actions. See the <a href="http://hr.fsu.edu/?page=ers/bgc/14-graduate-assistants">
<span style="color:#0563C1">Graduate Assistant Background Check Process</span><span style="color:#0563C1;text-decoration:none">
</span></a>for more information.<o:p></o:p></li></ul>
<li class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%;mso-list:l2 level1 lfo2">
<b>Now Live</b> is a Background Check Approval Email for appointments not requiring background checks sent from FSUOnboarding@FSU.EDU. This approval must be received for all appointments before work begins per University Policy
<a href="https://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/employment-and-recruitment#4-OP-C-7-B11">
<span style="color:#0563C1">4-OP-C-7-B11</span></a>. <b><i> </i><o:p></o:p></b></li><li class="MsoNormalCxSpMiddle" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l2 level1 lfo2">
<b>Purchase Order </b>transition to Fiscal Year 2020: FY 2019 POs have closed. See
<a href="https://controller.vpfa.fsu.edu/auxiliary-ar-billing/announcement"><span style="color:#0563C1">AR/Billing Announcement</span></a> for details.<o:p></o:p></li></ul>
</td>
</tr>
<tr style="height:12.6pt">
<td width="100%" valign="top" style="width:100.0%;padding:0in 5.4pt 0in 5.4pt;height:12.6pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%"><b><span style="color:#782F40">Faculty Hires
<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="line-height:106%;mso-list:l0 level1 lfo1"><b>Original official transcripts</b> are required for all Faculty appointments.
<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%;mso-list:l0 level1 lfo1">
Transcripts uploaded to Smart Onboarding must have the proper chain of custody. If you have questions, please see the
<a href="http://www.hr.fsu.edu/PDF/forms/TranscriptProceduresFAQs.pdf"><span style="color:#0563C1">Transcripts Procedures FAQs</span></a>.<o:p></o:p></li></ul>
</td>
</tr>
<tr style="height:12.6pt">
<td width="100%" valign="top" style="width:100.0%;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;height:12.6pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%"><b><span style="color:#782F40">Graduate Assistant Hires<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l3 level1 lfo3">
<b>Graduate Assistant Offer Letters</b> are required for all Graduate Assistant new hires, rehires, and additional appointments.<o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l3 level1 lfo3">
The minimum Pay Rate is $19.23 per hour for all Graduate Assistant appointments. <o:p>
</o:p></li></ul>
</td>
</tr>
<tr style="height:12.6pt">
<td width="100%" valign="top" style="width:100.0%;padding:0in 5.4pt 0in 5.4pt;height:12.6pt">
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;line-height:106%">
<b><span style="color:#782F40">Dual Compensation Forms<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l1 level1 lfo4">
<b>Additional Appointments may warrant a dual compensation form if:<o:p></o:p></b></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l1 level2 lfo4">
The employee is being hired into a different department than the currently active appointment(s),
<o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l1 level2 lfo4">
The currently active appointment is salaried and the new appointment is OPS (and vice versa), or<o:p></o:p></li><li class="MsoNormalCxSpLast" style="color:#782F40;margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l1 level2 lfo4">
<span style="color:windowtext">The additional appointment increases the employee’s total combined FTE to exceed 1.0.</span><b><o:p></o:p></b></li></ul>
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<p class="MsoListParagraph" style="margin-bottom:6.0pt;mso-add-space:auto;text-indent:-.25in;line-height:106%;mso-list:l1 level1 lfo4">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Dual Compensation forms for additional appointments should be submitted electronically through Smart Onboarding.
<b><span style="color:#782F40"><o:p></o:p></span></b></p>
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<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%"><b><span style="color:#782F40">Terminations vs. Transfers<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l3 level1 lfo3">
If a salaried employee is moving to another department or position within the University without a break in service,
<b>DO NOT</b> submit a termination ePAF.<o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l3 level1 lfo3">
The department should complete the <a href="https://hr.fsu.edu/PDF/Transferringemployees.pdf">
<span style="color:#0563C1">Employee Transfer Checklist</span></a> and maintain a copy in their department files.
<o:p></o:p></li></ul>
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<b><span style="color:#782F40">Appointment Deadlines<o:p></o:p></span></b></p>
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<li class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%;mso-list:l0 level1 lfo1">
Complete appointment paperwork received by the <a href="http://hr.fsu.edu/pdf/publications/timeandleave/2019PayrollDeadlinesCalendar.pdf">
<span style="color:#0563C1">deadline</span></a> will be processed by the end of the pay period. Appointments received after the deadline or missing required documents may not be processed by the end of the pay period.<o:p></o:p></li></ul>
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<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:106%"><b><span style="color:#782F40">myFSU BI Reports for Appointment Verification<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:106%;mso-list:l0 level1 lfo1">
<b>Active Employees Report</b>: Should be run on Wednesdays before the time entry deadline, each pay period during a normal pay cycle.
<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l0 level2 lfo1">
All appointments that made deadline should appear on the report for verification.
<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:3.0pt;line-height:106%;mso-list:l0 level2 lfo1">
Verify appointment details and report any discrepancies via FSU Service Center case.<o:p></o:p></li></ul>
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:106%;mso-list:l0 level1 lfo1">
<b>Cost Center Report</b>: Available during payroll processing. Two preliminary reports are released before the final report, one on Friday afternoon and one on Monday morning, during normal pay cycles.
<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:6.0pt;mso-add-space:auto;line-height:106%;mso-list:l0 level2 lfo1">
Discrepancies on the cost center report should be addressed as soon as possible through an FSU Service Center case. The deadline for cases during a normal payroll cycle is 10:30 a.m. on Monday.
<o:p></o:p></li></ul>
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<p class="MsoNormal" style="line-height:106%"><o:p> </o:p></p>
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<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal"><b>Questions?</b> <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">For questions regarding the Background Check process, contact Andrew Kapec at
<a href="mailto:akapec@fsu.edu"><span style="color:#0563C1">akapec@fsu.edu</span></a> or (850) 644-7938.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">For appointment or onboarding related questions, please contact Amy Espinosa at
<a href="mailto:amy.espinosa@fsu.edu"><span style="color:#0563C1">amy.espinosa@fsu.edu</span></a> or (850) 644-4286, or Abigail Lejeune at
<a href="mailto:alejeune@fsu.edu"><span style="color:#0563C1">alejeune@fsu.edu</span></a> or (850) 644-6470.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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