What is Smart Onboarding? Smart Onboarding is a comprehensive electronic portal that streamlines the completion of new hire forms, background checks, and other pre-employment requirements, making it easier to get your employees up and running.

The Smart Onboarding Portal provides:

• The ability for departments and HR to track a candidate's progress online.

• Clear guidance to candidates and departments on what is required of the candidate and where they are in the process.

• Integration of pre-employment requirements from job offer through new employee orientation, including collecting employee information, tax forms, policy acknowledgments, EEO solicitation, background checks, leave transfer requests, selective service information, benefits information, payroll information, direct deposit, parking, and more.

• The ability for the candidate and the department to electronically upload additional required documents, such as transcripts, licenses/certifications, the loyalty oath, a copy of the social security card, etc.

• Electronic workflow of department steps and approvals, including VP/high-level approval.

• Reduction of paper forms from the integration of offline processes  into the portal.

• An Inbox for departments to track when onboarding is launched, background checks are completed, and candidates are hired.

 

Learn how to work smarter with the FSU Smart Onboarding portal!
Training sessions and resources are available for Department Representatives.

Current Training Sessions

• To register, log into myFSU and navigate to: Employee Self Service > Learning and Development > Request Training Enrollment. Follow the prompts to search and submit your request.

Training Resources

• Training Slides
• Quick Reference Guide

The initial discussion with a top candidate should always include an anticipated start date, job details, and next steps.

• Explain that next steps are the background check and the University's onboarding process.
• The start date can be confirmed and a formal offer made once the background check has been processed and the department has received a “clear to proceed” notification from Human Resources.

All new hires, rehires, additional jobs, and courtesies are appointed through the onboarding process.

• Candidates will be appointed through one of the following electronic methods:
  • A standard advertised opening for Faculty, Staff, or OPS
  • One of the Express pools:
    
    • Faculty Express
    • GA Express
    • OPS Express
    • InternFSU Express
    • Courtesy Express
  • Non-advertised job openings for positions exempt from advertising (e.g., Visiting appointments, 0.5 FTE or less, candidates named in a grant, approved waivers of advertisement, etc.)

Note: Work Study and 1-Time Pays are not currently processed through Onboarding.

There are two paths for candidates to log into the onboarding portal.

• Paths:
  • External Path: If the job offer does not have an employee ID in the FSU Offer – Additional Info section, the candidate will receive an email once Onboarding is launched with the subject of “Welcome to FSU.” The email will direct them to log in: a) as a New User to the Onboarding system by registering, or b) as a Returning User to the Onboarding system with their previous onboarding credentials (these are not their myFSU credentials).
  • Internal Path: If the job offer has an employee ID in the FSU Offer – Additional Info section, the candidate will receive an email once Onboarding is launched with the subject of “FSU Onboarding Invitation.” The link will direct them to log in with their myFSU credentials.
• Place express appointments on the correct path to ensure a smooth login and Onboarding process for candidates (reference training guides > Recruiting Activities).
• Share the corresponding instructions with candidates, so they know what to expect when they receive their onboarding invitation.

How can you ensure your employees are paid on time?  

• 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. Lags in submission or approval of actions and incomplete appointment documentation will delay processing and result in delays in pay and system access. 
  • Job Offers and Start Dates: 
    • Job Offers must be submitted 2-3 weeks in advance of the anticipated start date for all appointments. 
    • If Job Offers are received outside of the 2-3 week guideline, Human Resources will work with the department to determine an appropriate start.
  • Why is 2-3 Weeks Required?
    • Sufficient time for candidate steps, including smart onboarding invitation, background check initiation, and document submission. 
    • Time required to obtain all required approvals for job offer, Employment of Relatives, Outside Employment, and Dual Compensation. 
    • Time required for completing department onboarding steps, the criminal history background, and submitting all the necessary work authorization and onboarding documents.
    • To be compliant with University Policies and Procedures, ensuring work does not begin until onboarding and all required approvals are complete.
  • Payroll Deadlines:
    • Complete Smart Onboarding appointments are due according to Smart Onboarding Deadlines Calendar. 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. 
    • Other Personnel Actions (pPAF, ePAF, Additional/One Time Payment Requests) must be received by the deadline for personnel actions. 
  • Meeting Payroll Deadlines helps to ensure that:
    • New employees can obtain appropriate system, building, and email access on their first day of work.
    • Employees receive timely and accurate paychecks. 
    • New employees can make timely benefit selections (if applicable).

The Background Check Process is initiated within the onboarding portal.

• In accordance with University Policy 4-OP-C-7-B11, work shall not begin until after any required pre-employment screenings are completed and approval received from the Office of Human Resources. 
• Departments should still initiate a request through the background check portal for personnel actions not tied to an OMNI Job Offer (promotions, laterals, demotions, reassignments, transfers, and changes in assignment via ePAF, Federal Work Study, Volunteer, or additional duties or compliance without a personnel action).

The I-9 process must be completed in accordance with the federal deadlines. Section 1 must be completed on or before the first day of work and Section 2 is due by the third business day.

Email: HR-Onboarding@fsu.edu or Phone: 850-644-6034