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<body lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word">
<div class="WordSection1">
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" align="center" style="text-align:center"><img width="190" height="84" style="width:1.9791in;height:.875in" id="Picture_x0020_2" src="cid:image003.png@01D74E1F.92C66FF0"><b><o:p></o:p></b></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"><o:p> </o:p></p>
<p class="MsoNormal">As we continue with the summer semester and in anticipation of fall hiring, 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:105%;background:#F2F2F2">
<a name="_Hlk71039207"><b><span style="color:#782F40">Hiring</span></b></a><b><span style="color:#782F40"><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">
<span style="color:black">For recruitment, hiring guidelines, and information on the current hiring freeze during COVID-19, please visit the
</span><span style="color:black"><a href="https://coronavirus.hr.fsu.edu/"><span style="color:#0563C1">HR COVID-19 information page</span></a></span><span style="color:black">.</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:3.0pt;line-height:105%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<span style="color:black">Fall <b>express pools</b> are available for use for OPS, GA, and OPS Faculty appointments.
</span><span style="color:black"><a href="https://hr.fsu.edu/?page=training/training_omni"><span style="color:#0563C1">Training guides</span></a></span><span style="color:black"> are available for step-by-step instructions.</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:6.0pt;line-height:105%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<span style="color:black">Before offering a prospective employee </span><span style="color:black"><a href="https://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/employment-recruitment#B12"><span style="color:#0563C1">Recruiting Incentives</span></a></span><b><span style="color:black">
(sign-on bonus or direct payment of moving expenses), </span></b><span style="color:black">pre-approvals must be received from the Chief Human Resources Officer (CHRO), the appropriate Vice President, and where applicable, Sponsored Research Administration
(Contract and Grants). The incentive must be documented in the offer letter, and applicable forms are to be included with the offer letter.</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:6.0pt;line-height:105%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<span style="color:black">The </span><span style="color:black"><a href="https://hr.fsu.edu/smartonboarding/"><span style="color:#0563C1">Smart Onboarding website</span></a></span><span style="color:black"> got a makeover! Please visit the updated site for Department
Representative training materials, quick reference guides, and helpful tips and tricks for appointments.
</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:6.0pt;line-height:105%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<b><span style="color:black">I-9 Deadlines:</span></b><span style="color:black"> Section 1 of the I-9 form must be completed on or before the employee’s
</span><span style="color:red">first day of work</span><span style="color:black">. Section 2 of the form must be completed by the
</span><span style="color:red">third business day</span><span style="color:black">. If you hire an employee who will be working remotely and is not available to complete an in-person I-9 on campus, complete the
</span><span style="color:black"><a href="https://apps.hr.fsu.edu/remote-hire-with-agent-request-form"><span style="color:#0563C1">Remote I-9 Request</span></a></span><span style="color:black"> form to initiate the remote I-9 process.
</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="line-height:106%"><b><span style="color:#782F40"><o:p> </o:p></span></b></p>
<p class="MsoNormal" style="line-height:106%"><b><span style="color:#782F40">How can you ensure your employees are paid on time?
</span></b><o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="line-height:106%;mso-list:l1 level1 lfo2">Timely submitted job offers with appropriate anticipated start dates and meeting the payroll deadlines are key components in ensuring your employees are appointed and paid timely. Delays
in submission or approval of actions and incomplete appointment documentation will delay processing and result in delays in pay and system access.
<o:p></o:p></li><ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="line-height:106%;mso-list:l1 level2 lfo2"><b>Job Offers and Start Dates:
<o:p></o:p></b></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">Job Offers must be submitted
<b><u>2-3 weeks</u></b> in advance of the anticipated start date for <b><u>all</u></b> appointments.
<o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">If Job Offers are not received two weeks in advance, Human Resources will work with the department to determine an appropriate start date.
<o:p></o:p></li></ul>
<li class="MsoNormal" style="line-height:106%;mso-list:l1 level2 lfo2"><b>Why are 2-3 Weeks Required?
<o:p></o:p></b></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">Sufficient time for candidate steps, including smart onboarding invitation, background check initiation, and document submission.
<o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">Time required to obtain all required approvals for job offer, Employment of Relatives, Outside Employment, and Dual Compensation.
<o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">Time required for completing department onboarding steps, the criminal history background, and submitting all the necessary work authorization and onboarding documents.<o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">To comply with University<a href="https://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/employment-recruitment#B11"><span style="color:#0563C1"> Policies</span></a> and
<a href="https://hr.fsu.edu/sections/employment-recruitment-services/departments/background-checks/x-new-employees">
<span style="color:#0563C1">Procedures</span></a><u><span style="color:#0563C1">,</span></u> work should not begin until onboarding and all required approvals are complete.<o:p></o:p></li></ul>
<li class="MsoNormal" style="line-height:106%;mso-list:l1 level2 lfo2"><b>Payroll Deadlines:<o:p></o:p></b></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="color:#782F40;line-height:106%;mso-list:l1 level3 lfo2">
<span style="color:windowtext">Complete Smart Onboarding appointments are due according to
</span><span style="color:windowtext"><a href="https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/2021-SMART-ONBOARDING-DEADLINES-1.pdf"><span style="color:#0563C1">Smart Onboarding Deadlines Calendar</span></a></span><span style="color:windowtext">.
Invitations are considered complete when all required documents and approvals are submitted to HR for final processing. Onboarding invitations received after the deadline or missing required documents may not be processed by the end of the pay period.
</span><b><o:p></o:p></b></li><li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">Other Personnel Actions (pPAF, ePAF, Additional/One Time Payment Requests) must be received by the
<a href="https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/2021PAYROLL-DEADLINES-FOR-PERSONNEL-ACTIONS.pdf">
<span style="color:#0563C1">deadline for personnel actions</span></a><u><span style="color:#0563C1">.</span></u><u><span style="color:#0563C1">
</span></u><o:p></o:p></li></ul>
<li class="MsoNormal" style="line-height:106%;mso-list:l1 level2 lfo2"><b>Meeting Payroll Deadlines helps to ensure that:
<o:p></o:p></b></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">New employees can obtain appropriate system, building, and email access on their first day of work.<o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">Employees receive timely and accurate paychecks.
<o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l1 level3 lfo2">New employees can make timely benefit selections (if applicable).
<o:p></o:p></li></ul>
</ul>
</ul>
<p class="MsoNormal" style="line-height:106%"><o:p> </o:p></p>
</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="line-height:105%;mso-list:l4 level1 lfo3"><b><span style="color:black">Approval</span></b><span style="color:black"> from the Office of Human Resources must be received for all appointments
<b>before work begins</b> per University Policy </span><span style="color:black"><a href="https://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/employment-recruitment#B11"><span style="color:#0563C1">4-OP-C-7-B11</span></a></span><span style="color:black">.
Previous or current appointments do not negate the requirement for approval by HR before work begins.</span><b><o:p></o:p></b></li><li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo3"><b><span style="color:black">Purchase Order
</span></b><span style="color:black">transition to the Fiscal Year 2022: The deadline to create new
</span><span style="color:black"><a href="https://controller.vpfa.fsu.edu/sites/g/files/upcbnu1236/files/documents/Auxiliary%20Accounting/HR%20Background%20Checks.pdf"><span style="color:#0563C1">Background Check Purchase Orders</span></a></span><span style="color:black">
for FY 2022 is July 9, 2021. Please create the new POs before the end of the FY.</span><o:p></o:p></li><li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo3"><b><span style="color:black">Working with Regulated Materials?</span></b><span style="color:black"> For easy lookup and to ensure compliance, refer to our new comprehensive
<a href="https://hr.fsu.edu/sites/g/files/upcbnu2186/files/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.</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="margin-bottom:6.0pt;line-height:105%"><b><span style="color:#782F40"><o:p> </o:p></span></b></p>
<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>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:105%;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>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:105%;mso-list:l2 level2 lfo4">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:l2 level2 lfo4">
Verify appointment details and report any discrepancies via an FSU Service Center case.<o:p></o:p></li></ul>
</ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:105%;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>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:105%;mso-list:l5 level2 lfo5">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>
</ul>
<p class="MsoNormal" style="line-height:105%"><o:p> </o:p></p>
</td>
</tr>
</tbody>
</table>
<p class="MsoNormal"><b>Questions?</b> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo6">For questions regarding the
<i>Background Check</i> 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></li><li class="MsoNormal" style="color:#1F497D;mso-list:l3 level1 lfo6"><span style="color:windowtext">For questions regarding the
<i>Appointment or Onboarding</i> process, 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.
</span><o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
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