Hiring and Compensation

1. Purpose

The purpose of this Policy is to ensure that the University of Florida’s (“UF”) hiring and compensation of employees is performed in accordance with the requirements and guidelines set forth by UF Human Resources (UFHR).

2. Applicability

This Policy applies to UF. This Policy does not apply to UF Health and its affiliated legal entities.

This Policy is in addition to and does not replace the Governance Standards or Executive Hire Protocols, including the provisions in those documents that apply to compensation, searches, hiring and separation of the UF Cabinet, deans, directors and other academic and administrative unit leadership positions.

3. Policy Statement

3.1. Hiring Process

Hiring of employees must be performed in accordance with the procedural requirements and guidelines set forth by UFHR and the UF Board of Trustees Governance Standards. This includes, but is not limited to:

• position planning and establishment,
• position descriptions and modifications,
• job advertising,
• application management,
• candidate selection and interviewing,
• employee background screening,
• job offers and appointment letters,
• job titles and job families,
• new hire onboarding.

3.2. Compensation

Compensation and benefits for employees shall be established at the appropriate market rate as determined by UFHR.

Compensation for employees may not include any form of remuneration other than salary, bonus or relocation expenses permitted by UF Regulations and Policies, Provost approved faculty start-up packages or UF-approved awards.

In accordance with Section 1012,978, Fla. Stat., BOG Regulation 9.015 and UF Regulation 1.202, the following are the types and amounts of bonuses that may be provided to eligible employees:

3.2.1. Prohibited Practices and Restrictions

• Tax Gross-Up Prohibited: Bonuses are paid as gross amounts. Employees are responsible for taxes.
• Recurring Compensation Prohibited: Bonuses cannot substitute for base salary.
• Exclusion of Current Employees: Recruitment bonuses are not available to existing employees.
• Collective Bargaining: Bonuses must adhere to applicable CBA terms.

3.2.2. Repayment Requirements

Employees receiving recruitment or retention bonuses must repay a prorated portion if they resign within 12 months following receipt of the bonus.

3.3. Approval Required for Deviation

Requests for deviation from this Policy must be in writing, identify the specific deviation sought and provide a justification for such request. UFHR shall maintain copies of all deviation requests and approvals.

Deviation from this Policy for positions earning less than $200,000.00 must be approved in writing by the applicable Executive Vice President or Vice President, the Chief Financial Officer and the Vice President for Human Resources.

Deviation from this policy for positions earning $200,000.00 or more must be approved in writing by the applicable Executive Vice President or Vice President, the Chief Financial Officer , the Vice President for Human Resources, and the Chair of the UF Board of Trustees, or designee.

Deviation from this Policy for any position in the Office of the President, regardless of salary, must be approved in writing by the Chair of the UF Board of Trustees, or designee.

4. References and Related Information

• UFHR Hiring Policies
• Governance Standards
• UF Regulation 1.202 – University Bonus Plans
• BOG Regulation 9.015 – University Bonus Plans
• § 1012.978, Fla. Stat.

History