Processing & Records (ADM Room 109) is responsible for processing and maintaining paperwork and system data relating to non-student employment with Florida Atlantic University. In addition, this department is responsible for maintenance of all non-student records at the University.
The Processing & Records department of Human Resources is responsible for obtaining all required documentation from employees hired at the University and entering the data into the payroll system. Newly hired employees must start on a Monday (except if it is a holiday, then it would be Tuesday) and attend New Employee Orientation. Processing of new hires includes but is not limited to completion of the I-9 form, W-4 Form, Direct Deposit enrollment, personal data sheet, and loyalty oath. New employees coming to orientation must bring with them a blank check for the direct deposit and acceptable identification for the I-9 form.
Florida Atlantic University Direct Deposit Policy
Florida Atlantic University, under section 1010.11, Florida Statutes, requires all employees to receive their salary and other payments via direct deposit. Employee’s who do not enroll in direct deposit within two (2) pay periods will receive an FAU branded pay card. Please refer to the website (https://faudebitcard.secure-cardsite.com) for more information. Direct deposit forms are available in the Payroll Office and in the Payroll Section of the Controller’s Office website: (http://www.fau.edu/controller/payroll/PDF/Direct_Deposit_R05_23_05B.pdf).
Faculty
Faculty employees must sign in as described in the New Hires section. A Notice of Appointment will be prepared by the hiring department and sent for required approvals. It must be received in the Processing & Records, Department of Human Resources, no later than Thursday noon, prior to the Monday hire date. Any changes to the contract information, other than salary, position, and/or tenure information, can be processed on a Personnel Action Form (PAF). Changes involving salary, position, and/or tenure require a new Notice of Appointment.
Administrative, Managerial & Professional (AMP), Support Personnel (SP), Adjunct and Temporary
AMP, SP, Adjunct, and Temporary employees must sign in upon hire as described in the New Hires section. A Personnel Action Form (PAF) must be prepared by the hiring department and sent for required approvals. It must be received in the Processing & Records department of Human Resources no later than Thursday noon, prior to the Monday hire date. Any changes to the employee's record will require a new PAF Form. In addition to the PAF, the hiring department must prepare a Letter of Offer that must be signed by the employee and must accompany the PAF when it is sent to Processing & Records.
When there are additional assignments to the employee's primary assignment, then an Additional Compensation Form must be completed by the department that is hiring the individual along with a PAF and both documents must be processed for required approvals and sent to Processing & Records.
When an employee leaves the University there are several things that need to be taken care of. For example, we need to make sure that the employees’ pay is stopped, access to computing systems is stopped, property is returned to the university, and the employee has all the information they need regarding their separation. To assist departments in this process we have developed step by step separation of employment instructions. You can find the step by step instructions and all of the documents you will need at: Separations.
All employee address changes are done by the Processing & Records department. Please notify them by completing a new Personal Data Sheet or, via e-mail to Hres@fau.edu.
An employee who is changing their name must come to the Processing & Records department. You must bring a new social security card showing your new name.
Requests to view an employee personnel file are handled by Processing & Records department. To view a file a request can be made in writing or by calling Processing & Records for an appointment. Requests will be handled in a reasonable time frame and there may be a charge for copying. You may make arrangements to view records by calling 561-297-2753 or faxing 561-297-3915.
Requests for verification of employment from banking and lending institutions and other agencies are may be done via phone, in writing or by fax with appropriate authorization. It is the practice of the University to only verify name, social security number, title, date of hire, and salary. Phone verification may be obtained by calling 561-297-2753 or faxing 561-297-3915.
This calendar is to be used as a guide to insure that the employee gets paid on time. By following the cut-off dates you can plan in advance when to submit your paperwork to ensure that it is processed in a timely manner. It is important for paperwork to be processed in a timely manner so that employee's pay and benefits are not adversely affected. It is better to receive the paperwork earlier if possible.
Please direct questions to Debra W. Brooks brooks@fau.edu, 561-297-2401
