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<div class="WordSection1">
<p class="MsoNormal" align="center" style="text-align:center"><img width="238" height="113" id="_x0000_i1025" src="cid:image003.png@01D65B4F.ABE5B3B0"><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.<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>
<p class="MsoNormal">For recruitment, hiring guidelines, and information on the current hiring freeze during COVID-19, please visit the
<a href="https://coronavirus.hr.fsu.edu/recruitment-and-hiring-during-covid-19"><span style="color:#0563C1">HR COVID-19 information page.</span></a><u><span style="color:#0563C1"><o:p></o:p></span></u></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:105%;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:105%;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:3.0pt;line-height:105%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<b>Confirming a Top Candidate’s Qualifications: </b>Before entering a job offer in OMNI HR, a hiring department must exercise due diligence by
<a href="https://hr.fsu.edu/?page=ers/confirm_qualifications"><span style="color:#0563C1">vetting a top candidate’s qualifications</span></a>.<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:6.0pt;line-height:105%;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>. If you are hiring an employee who will be working remotely and is not available to complete an in-person I-9 on campus, complete the
<a href="https://apps.hr.fsu.edu/remote-hire-with-agent-request-form"><span style="color:#0563C1">Remote I-9 Request</span></a> form to initiate the remote I-9 process.
<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:105%">
<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:105%;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:105%;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:105%;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:105%;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:105%;mso-list:l2 level1 lfo2">
<span style="color:red">NEW</span> <span style="color:red">Express Appointment Login Enhancement</span>: FSU credential (FSUID) logins may be used for current employees, previous employees, and current and former FSU students. Departments must enter the employee/student
ID and FSUID when creating express appointments and the candidate will receive a link with instructions to log in using their FSU credentials.<o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-add-space:auto;line-height:105%;mso-list:l2 level1 lfo2">
Department Representatives and approvers should proactively monitor their My Tasks activities, worklist, and FSU Onboarding Approvals. The
<a href="https://hr.fsu.edu/smartonboarding/"><span style="color:#0563C1">Smart Onboarding website</span></a> includes Department Representative training materials, required security roles, and helpful tips and tricks for appointments.
<o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l2 level1 lfo2">Offer letters and employment contracts should not be executed until a University required background check has been completed and a clear to proceed notification has been received.
<o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:3.0pt;mso-add-space:auto;line-height:105%;mso-list:l2 level1 lfo2">
For original onboarding invitations, 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="circle">
<ul style="margin-top:0in" type="square">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:3.0pt;mso-add-space:auto;line-height:105%;mso-list:l2 level3 lfo2">
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:105%;mso-list:l2 level3 lfo2">
notarized loyalty oath, and <o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:3.0pt;mso-add-space:auto;line-height:105%;mso-list:l2 level3 lfo2">
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><li class="MsoNormalCxSpMiddle" style="margin-bottom:3.0pt;mso-add-space:auto;line-height:105%;mso-list:l2 level3 lfo2">
<a href="https://hr.fsu.edu/PDF/Forms/ForeignGovernmentTalentRecruitmentProgram.pdf"><span style="color:#0563C1">Foreign Government Talent Recruitment Program (FGTRP) form</span></a> for candidates being hired into salaried appointments, faculty OPS appointments,
or OPS research appointments.<o:p></o:p></li></ul>
</ul>
</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:105%">
<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:105%;mso-list:l2 level1 lfo2">
<b>Questionnaires:</b> All OMNI Job Offers and Job Postings 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><li class="MsoNormal" style="line-height:106%;mso-list:l2 level1 lfo2"><b>Approval</b> from The Office of Human Resources 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="MsoNormal" style="line-height:106%;mso-list:l2 level1 lfo2"><b>Purchase Order
</b>transition to Fiscal Year 2021: FY 2020 POs have closed. Please ensure new Background Check Purchase Orders are created for FY 2021.<o:p></o:p></li><li class="MsoNormalCxSpMiddle" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-add-space:auto;line-height:105%;mso-list:l2 level1 lfo2">
<b>Working with Regulated Materials?</b> See our new comprehensive <a href="https://hr.fsu.edu/Documents/Master-List-of-Regulated-Materials.xlsx">
<span style="color:#0563C1">List of Materials</span></a> covered under the various federal regulations which require Level 2 Background Checks for easy lookup and to ensure compliance.<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:105%"><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:105%;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:105%;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:105%"><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:105%;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:105%;mso-list:l3 level1 lfo3">
Effective August 7, 2020, the minimum pay rate is $20.00 per hour for all Graduate Assistant appointments.
<o:p></o:p></li></ul>
</td>
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<b><span style="color:#782F40">Dual Compensation Forms<o:p></o:p></span></b></p>
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<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:105%;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:105%;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="MsoNormalCxSpMiddle" style="color:#782F40;margin-bottom:6.0pt;mso-add-space:auto;line-height:105%;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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<span style="color:windowtext">Dual Compensation forms for additional appointments should be submitted electronically through Smart Onboarding.
</span><b><o:p></o:p></b></li></ul>
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<b><span style="color:#782F40">Appointment Deadlines<o:p></o:p></span></b></p>
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Complete appointment paperwork received by the <a href="http://hr.fsu.edu/PDF/Publications/timeandleave/2020-PAYROLL-DEADLINES-FOR-PERSONNEL-ACTIONS-1-7-20.pdf">
<span style="color:#0563C1">deadline for personnel actions</span></a> will be processed by the end of the pay period. Complete Smart Onboarding appointments are due according to
<a href="https://hr.fsu.edu/PDF/Publications/timeandleave/2020-SMART-ONBOARDING-DEADLINES-Final-1-7-20.pdf">
<span style="color:#0563C1">Smart Onboarding Deadlines Calendar</span></a> . 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:105%"><b><span style="color:#782F40">myFSU BI Reports for Appointment Verification<o:p></o:p></span></b></p>
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<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">
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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:105%;mso-list:l0 level2 lfo1">
Verify appointment details and report any discrepancies via FSU Service Center case.<o:p></o:p></li></ul>
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<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">
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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"><b><o:p> </o:p></b></p>
<p class="MsoNormal"><b>Questions?</b> 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. 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.
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