First Things First

Getting Paid

You will need to have your details entered onto the payroll system and get a payroll number, before you can get paid. A payroll/employee number is generated when a Payroll staff member enters your details onto the Human Resources Information System. This is a six-digit number. If you have returned your paperwork (Personal History Form, Employment Declaration, etc) ahead of your commencement date, then it is likely it would have been processed and a payroll/employee number generated by the time you commence.

At Flinders, you will receive your payslip electronically. The Employee Self Service has web-based access to the Human Resources Information System, which is used to process your pay. This is a secure site which has a Secure Socket Layer (SSL) installed to ensure that information is encrypted during transmission. The Employee Self Service is accessed via a "browser" such as Netscape Navigator or Internet Explorer, which should already be installed on your computer.

The Employee Self Service is used for:

• booking Annual Leave, Sick Leave, Special Leave and Long Service Leave (all other leave should be on  HR/LOA form)
• iewing and printing current and previous payslips
• viewing current leave balances, and leave history details
• viewing and amending personal details, such as home address and emergency numbers and employee diversity information
• processing and approval of casual general and academic timesheets
• viewing and amendments to Disbursements and viewing Payroll Deductions
• viewing staff development courses attended at Flinders
• viewing and printing Annual Payment Summary (formerly Group Certificate)
• viewing of Appointment History, Payment History Details, Work Pattern Roster and Employee Calendar
• applying for employee vacancies – Jobs @ Flinders

The Employee Self Service User's Guide can assist when using the Employee Self Service.

If you are unable to use the Employee Self Service, you must notify your HR Adviser/Senior HR Adviser in writing, of your requirements.

Meeting Your HR Adviser/Senior HR Adviser

Soon after you start at Flinders, you should contact your HR Adviser/Senior HR Adviser (named in your Letter of Offer) and arrange to show them the required documentation. If you haven’t returned the relevant paperwork/forms already, you should give them to the HR Adviser/Senior HR Adviser as soon as possible.

Staff Card

Each staff member is issued a staff card for purposes of identification and after-hours access to buildings. It is also a library card for the purpose of borrowing books from the University's collections.

To obtain a staff card, you will need to take your payroll number to ID Cards, Lending Services in the Central Library (extension 15903). If you do not have, or do not know your payroll number, please contact Payroll Services on extension 12501. ID Cards is open from 9.00am to 4:45pm on weekdays. After verifying your details, your ID photograph will be taken and a staff card will be issued to you immediately.

Parking Permits

If you park your car at Flinders, you will need a parking ticket or permit. There are a variety of options including Semester or Full Year Permits, Day Permits, and Short Term Parking. If you are parking at Flinders regularly, the semester or full year permit will be the most cost-effective option.

After Hours Building Access

The University buildings are locked and secured normally after 5:15pm and before 7:45am on weekdays, and locked throughout the weekend and public holidays.  To access buildings after-hours, you must have your staff card validated.  To do this, complete the “Access Control System Authorisation” Form available from Registry Reception or your School Office.  The form needs to be authorised by the responsible officer, generally in the School Office for Faculty-based staff or by your supervisor if you are associated with Central Administration.

Internet and Email Account

In order to access the Internet and Email you need a Flinders Authentication Name (FAN). Your FAN is created after your employment details are entered on the HR Information System. You will be advised of your Staff ID, FAN and the business rules for your initial password, at your induction.

Once Advised of your FAN:

1. Activate your FAN - Before you can use any network, email or Flinders Learning Online (FLO) services you must activate your FAN and choose a secure password.
2. Set up your email client to receive and read your Flinders email - Your FAN is also a Flinders email account. This is the formal channel of communication and should be read regularly.

IT IS YOUR RESPONSIBILITY TO MONITOR AND READ FLINDERS EMAIL FOR IMPORTANT COMMUNICATION FROM THE UNIVERSITY.

If you have not been advised of your FAN details within two working days, or need assistance setting up your email, please contact your local Computer Support Officer. 

When your FAN expires:

1. You will be advised by email, to your Flinders email account, two weeks prior to your email and FAN facility ending. This advanced notification will allow you to arrange account continuation prior to expiry, if necessary.
2. If you do not set up your email client to receive correspondence from Flinders University, (see point 2 above) then you will not receive this automatic notification, and your services will cease without warning on expiry.

Attendance at Work

General Staff
General staff members are required to accurately record the actual times of commencing and ceasing work on each day.  A staff member will not be required to work for longer than five hours without an unpaid meal break of not less than 30 minutes. The actual time-recording device may differ across the University, but should be one approved by the Executive Director of Administration.  Most staff will use an electronic timesheet to record their hours.
Supervisors are then required to certify that they are satisfied that the hours of work recorded by the staff members reporting to them are acceptable. Any queries with regard to time-recording can be directed to the HR Adviser/Senior HR Adviser in HR Client Services responsible for your Cost Centre. There is more information available on the Policies and Procedures website.

Academic Staff
It is recognised that the nature of academic work allows some flexibility as to the location where the work is carried out. Academic staff are, nevertheless, expected to be available at their designated workplace for reasonable periods of time. When academic staff are not on campus, but on duty, they must be contactable.  There is more information available on the Policies and Procedures website.