Payroll Resources

Welcome to Northern Arizona University!

For International Hourly & Part-Time Employees


Congratulations on your new position with NAU!  Below you will find the appropriate steps you need to take to ensure a smooth onboarding process.  The instructions vary depending on your visa type, so please be sure to pay close attention to the instructions relevant to you.  You can utilize our Onboarding Guide to assist with all necessary steps.

Please also be sure to read all of the information below.

First Steps

Due Date:  3 business days after start date

**Please note that a delay in your paycheck may occur if this step is not completed.**

J-1 International Students Accordion Open

As a J-1 international student beginning on-campus employment with NAU you MUST work with International Student & Scholar Services and Human Resources to ensure you a) have prior authorization for each position, hours and location you intend to work on campus, and b) properly complete required paperwork.

  1. If you do not already have a Social Security Number (SSN), your first step is to apply for a SSN.  Information on how to apply can be found at this website:  https://nau.edu/isss/j1-social-security-number/.  If you have any questions about applying for an SSN or any employment related questions, please email International Student & Scholar Services at isss@nau.edu.
  2. Every J-1 international student requires specific authorization for every on-campus job, reflecting the position, hours and location. If you wish to change or add a position, you must get authorization from International Student & Scholar Services in writing prior to making the change. To submit a request for authorization, please complete the On-campus Authorization request on iNAU.
  3. Once you have applied for (or already have) a Social Security Number, you will need to go to Human Resources to provide specific documents. You will need to provide:
    1. Immigration document: DS-2019
    2. Letter of authorization from ISSS
    3. Passport
    4. Visa
    5. I-94
    6. Social Security Card or Social Security Card Receipt

Human Resources will have you complete paperwork, including your new hire packet, and initiate specific tax information.

Helpful locations

  • International Student & Scholar Services, Center for International Education – Building 2 on North Campus; 523 Knoles Dr, Flagstaff, AZ 86011
  • Social Security Administration, Flagstaff – US Social Security Administration; 2715 S Woodlands Village Blvd, Flagstaff, AZ 86001
  • Human Resources – Building 91 on North Campus; 411 S Beaver St, Flagstaff, AZ 86011

F-1 International Students Accordion Closed

As an F-1 international student beginning on-campus employment with NAU, you may need to work with International Student & Scholar Services and you must work with Human Resources to ensure the hiring process is properly completed.

  1. If you do not already have a Social Security Number (SSN), your first step is to apply for a SSN.  Information on how to apply for an SSN can be found here: https://nau.edu/isss/j1-social-security-number/.  If you have questions about applying for an SSN or any employment related questions, please email International Student & Scholar Services at isss@nau.edu.
  2. Once you have applied for (or already have) a Social Security Number, you will need to go to Human Resources to provide specific documents. You will need to provide:
    1. Immigration document: Form I-20
    2. Passport
    3. Visa
    4. I-94
    5. Social Security Card or Social Security Card Receipt

Human Resources will have you complete paperwork, including your new hire packet, and initiate specific tax information.

Helpful locations

  • International Student & Scholar Services, Center for International Education – Building 2 on North Campus; 523 Knoles Dr, Flagstaff, AZ 86011
  • Social Security Administration, Flagstaff – US Social Security Administration; 2715 S Woodlands Village Blvd, Flagstaff, AZ 86001
  • Human Resources – Building 91 on North Campus; 411 S Beaver St, Flagstaff, AZ 86011

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Correspondence to Expect & Action Items

New Hire Packet from Equifax Accordion Closed

Due Date:  Start Date

**Please note that you cannot begin working for NAU if this step is not completed.**

  • Look for an email with the subject line “Welcome to Northern Arizona University”.
  • This email contains a link with instructions on how to start your online hire packet.
  • The initial login information remains active for 72 hours.  If you have not logged in and reset your password within the 72-hour window, please reach out to the NAU HR Office at 928-523-2223 to have your PIN reset and a new email sent.

*Check your junk/spam inbox if invitation is not received within 24 hours, then reach out to your HR onboarding contact.

Background Check Invitation Accordion Closed

Due Date:  As soon as invitation is received

**Background checks may take time to process, which can affect your anticipated start date. Completing your invitation promptly increases the likelihood of a smooth onboarding process.**

  • Verify in your original Welcome Email if a Background Check will be needed.  If not, skip this step.
  • Look for an email with the subject line “Action Required from NAU – Background Screening Instructions”. The email will come from noreply@us.sterlingcheck.app.
  • This invitation must be completed within 3 days.
  • Please note that you will need to enter in your current local address as well as any previous addresses you have had in the past 7 years (including international addresses).
  • NAU requires a minimum of a criminal conviction investigation and an employment investigation for all regular full-time and safety and security sensitive (SSS) positions. It is imperative that you complete the background check invitation as soon as possible.

*Check your junk/spam inbox if invitation is not received within 24 hours, then reach out to your HR onboarding contact.

Safety/Security Sensitive Position Accordion Closed

Due Date:  Appointment must be scheduled within 1 week of start date

  • Verify in your original Welcome Email if your position is Safety/Security Sensitive (SSS) & if fingerprints will be needed.  If not, skip this step.
  • If your position is Safety/Security Sensitive, you will need to be fingerprinted in addition to the above mentioned background check.
  • Fingerprint appointments in Flagstaff can be scheduled by using our online Fingerprint appointment scheduler.
  • Fingerprint appointments in Phoenix can be scheduled using our online Fingerprint appointment scheduler.
  • You are encouraged to bring your I-9 documents with you at the time of your fingerprinting session, so you can be served in a timely manner.
  • If your NAU position is REMOTE, you will need to contact your HR Services onboarding contact so that a remote fingerprint kit can be sent.

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Other Helpful Information for New Employees

This list of helpful information has been created to assist employees who are new to Northern Arizona University.  Included are key items and references that may be needed during the initial period of employment.

Getting Started on your First Day Accordion Closed

  • Obtain your user ID and password
    • This provides you access to your email, online services, online training, etc.
    • One you have your employee ID# (which you can get from your department), you can contact the ITS Solution Center at 928-523-3335 to obtain your user ID and password.
    • You can also submit a service ticket through ServiceNow.
  • Learn how to enter your time in your timesheet
    • You can find detailed instructions for “clocking in” and “clocking out” to enter your hours in your timesheet on our website.
    • For more detailed information about our Time and Labor system, you can refer to our Time and Labor webpage.

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Parking Information Accordion Closed

For Flagstaff Mountain Campus Employees:

New employees may obtain a two-week temporary permit at no fee to ensure they are permitted to park on their first day of work. Email ask.parking@nau.edu and include your offer letter, start date, license plate, state, make, model, and color.

Note: the permit is virtual, based on the license plate, and therefore required to park with the license plate facing the drive aisle in employee lots only.

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Required Training Accordion Closed

  • Complete the following required training within 30 days of your start date utilizing a “learning path” through our partner Udemy.
  • Upon completion of all of the required training, submit the Acknowledgement of Completion form so your training record can be updated.
  • Please use this link to access your required training learning path:  https://nau.udemy.com/learning-paths/1683644/
  • The Learning Paths Include:
    • Departmental Orientation videos (Subjects may vary per learning path)
    • Preventing Harassment & Discrimination: Clery Act and Title IX and Accommodating People with Disabilities Training
    • Information Security Essentials
    • CERT:  Conduct, Ethics, Reporting and Transparency Disclosure
    • Loss Prevention Training
    • (Mandatory for some) FERPA Online Training
    • Optional:  Diversity, Diversity and Bias Prevention Training
    • Other relevant resources and information, as needed.

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Orientation Programs Accordion Closed

 

At NAU, we offer a few orientation programs for new employees.  Information on the orientations listed below, including dates and registration instructions, can be found on our website:

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Authorized Driver Accordion Closed

 

 

Pursuant to the Motor Vehicle Use for University Business policy, in order to be authorized to drive on University business, employees, or authorized volunteers who wish to become Authorized Drivers must follow the steps below.  Driving on University business includes driving that is a regular part of your job, driving between campuses, and driving between locations on NAU’s mountain campus.

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Helpful Resources to New Employees Accordion Closed

 

 

Explore NAU Accordion Closed

 

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Welcome to Human Resources
Location
Building 91
Centennial Building
411 S Beaver Street
Flagstaff, Arizona 86011