Important Fall Hiring Reminders

Hiring

• Job Offers and Start Dates:
  • • Job Offers must be submitted two weeks in advance of the anticipated start date for all appointments to allow enough time to work through the process of job offer, background check, and onboarding approvals.
• Foreign Influence and RAMP Screening Process:
  • • Prior to submitting a job offer, all Colleges, the Libraries, and the Research Division must submit a RAMP Export Control request for international hires.
    • Certain candidates for research or research-related support positions are subject to special screening efforts in the RAMP portal.
    • The RAMP approval screenshot must be attached to the job offer or ePAF for processing.
    • Refer to the RISE and Office of Compliance and Ethics websites for more information.
• Employees cannot start work until RAMP screening and a Criminal History background check are complete, and approval is given, if required for the appointment.

• RAMP Day is a time to proactively check on your international hires to determine if new RAMP submissions will be needed for fall appointments. Run the FSU_NON_CITIZEN_BY_DEPT query. Email Jordan Huston at jhuston@fsu.edu with your Dept ID, and he can provide a report of RAMP end dates. Cross-reference the report with the job codes and position dates listed in the RAMP portal. An amendment is needed if the dates lapse before or during the fall semester. If the dates have already lapsed, a new RAMP EC submission should be completed to match the fall appointment details or the work Visa end date. Check your employees now to ensure there will not be a disruption in approvals and payments.
• I-9 Deadlines: Section 1 of the I-9 form must be completed on or before the employee’s first day of work. Section 2 of the form must be completed by the third business day. If you hire an employee who will be working remotely and cannot complete an in-person I-9 on campus, initiate the remote I-9 process through Guardian.
• Additional Tools for Success in the hiring process can be found on the Onboarding page of the HR website.

Graduate Assistant Appointments

• The minimum hourly rate for all GA appointments is $23.97 per hour. Please ensure that appointments meet the minimum stipend.

• All appointments must have a minimum appointment period of at least five (5) business days before the first day of classes through the last day of finals as outlined in the academic calendar.
• Appointments for teaching assignments that require grading duties must continue through the grade submission deadline.
• When practical, graduate assistants appointed in both the Fall 2025 and Spring 2026 semesters should have a continuous appointment between semesters without a break in funding.

How can you ensure your employees are paid on time?

• • Payroll Deadlines:
    • Complete Onboarding appointments are due according to the Onboarding Deadlines Calendar. Invitations are considered complete when all required documents and approvals are submitted to HR for final processing.
    • Other Personnel Actions (pPAF, ePAF, Additional/One Time Payment Requests) must be received by the deadline for personnel actions.
    • Ensure appointments have met the deadline and allow five (5) business days for processing before inquiring about the status of the action. Meeting payroll deadlines ensures timely pay and system access.

Background Checks

• Approval from the Office of Human Resources must be received for all appointments before work begins per University Policy 4-OP-C-7-B11. Previous or current appointments do not negate the requirement for approval by HR before work begins.
• Work with or have Unescorted Key/Card Access to Regulated Materials? For easy lookup and to ensure compliance, refer to our new comprehensive List of Materials covered under the various federal regulations that require Level 2 Background Checks.
• FSU enrolled students are typically exempted from university-required background checks; however, the university background check policy may apply if students volunteer outside their courses. Please partner with HR on events, internships, or volunteer programs to determine if any background check is required.

myFSU BI Reports for Appointment Verification

• The Active Employees Report should be run on Wednesdays before the time entry deadline each pay period during a normal pay cycle.
  • All appointments that made the deadline should appear on the report for verification.
  • Verify appointment details and report any discrepancies via an FSU Service Center case.
• Cost Center Report: Available during payroll processing. During normal pay cycles, two preliminary reports are released before the final report, one on Friday afternoon and one on Monday morning.
  • Discrepancies on the Cost Center Report should be addressed through an FSU Service Center case as soon as possible. The deadline for cases during a normal payroll cycle is 10:30 a.m. on Monday.