The Florida 4046 form is an address change form used by new hires eligible for personnel information exemption and by former employees requesting an address change after 45 days from their job separation. Current employees and those who have recently separated must update their address through Employee Self-Service (ESS). Completing this form ensures that your address is accurately recorded and that you may be eligible for confidentiality protections under Florida law.
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When it comes to managing employee information, the Florida 4046 form plays a crucial role for both new hires and former employees of the Broward County School Board. This form is specifically designed for individuals who are eligible for personnel information exemption and need to update their address more than 45 days after leaving their position. Current employees and those who have recently separated from their jobs must use the Employee Self-Service (ESS) system for address updates. The form requires essential details such as the employee's name, personnel number, and both a permanent and alternate address. Importantly, it also addresses the confidentiality of certain employee information under Florida's Public Records law, which allows for the public release of most personnel records while protecting specific data. Employees who meet certain criteria can request an exemption from public disclosure by submitting a Personnel Information Exemptions Form. This ensures that their personal details remain confidential. To complete the 4046 form correctly, both an alternate and a confidential address must be provided; failure to do so may result in the employee not being recognized as confidential. The process is straightforward, but understanding the implications of the information provided is essential for maintaining privacy and compliance.
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA
ADDRESS CHANGE FORM
This form is to be used by new hires eligible for personnel information exemption and by former employees requesting an address change more than 45 days after their job separation date. Current employees and recently separated employees must update their
address via Employee Self-Service (ESS).
EMPLOYEE NAME:PERSONNEL #:
PERMANENT (HOME)/ALTERNATE ADDRESS: This information may be released to the public under Florida Statute 119.071
PERMANENT ADDRESS:
CITY
STATE
ZIP CODE
HOME PHONE # (Include Area Code):
OTHER PHONE # (Include Area Code):
CONFIDENTIAL ADDRESS: Florida Public Records law (Florida Statute 119.071) requires government agencies to make available upon request for public inspection most written communications and records, including personnel information about employees except for Social Security number and other specific information. However, some employees are exempt from having selected personnel information disclosed due to their job responsibilities or family relationships. To be exempt from this disclosure, eligible employees must request this exemption and declare their status by completing and submitting a Personnel Information Exemptions Form to Personnel Records Department.
Only those employees falling into one of the identified categories on the Personnel Information Exemptions Form are eligible to have selected personnel information exempt from public release – if none of the categories apply to you, you are not eligible to
request this exemption.
After the personnel exemption is identified, the Confidential Address will be entered. You must provide BOTH an Alternate
Address (above) and a Confidential Address (below). If both addresses are not provided, you will not be recorded as a confidential employee.
CONFIDENTIAL ADDRESS:
CONFIDENTIAL PHONE # (Include Area Code):
OTHER CONFIDENTIAL PHONE # (Include Area Code):
EMPLOYEE SIGNATURE:
DATE:
Submit completed, signed form to the Personnel Records Department
Form #4046 (Rev 4/12)
Personnel Records Department
Address Change Form 0311
To complete the Florida 4046 form, individuals must provide accurate personal information and submit the form to the appropriate department. This process is essential for ensuring that the School Board of Broward County has up-to-date records for employees requesting an address change or applying for personnel information exemption.
The Florida 4046 form is designed for use by new hires who are eligible for personnel information exemption and by former employees who need to change their address more than 45 days after leaving their job. Current employees and those who have recently separated from their positions must update their address through the Employee Self-Service (ESS) system instead of using this form.
This form should be utilized by:
Current employees and those who have recently separated are not eligible to use this form for address changes.
The form requires the following information:
Both an alternate address and a confidential address must be provided for the employee to be recorded as confidential.
A confidential address is an address that is not publicly disclosed under Florida's public records law. Certain employees, due to their job responsibilities or family relationships, may qualify for this confidentiality. To be eligible for this exemption, employees must complete a Personnel Information Exemptions Form and submit it to the Personnel Records Department.
If both the alternate address and the confidential address are not provided, the employee will not be recorded as a confidential employee. This means that their information may be subject to public disclosure under Florida Statute 119.071.
After completing and signing the form, it should be submitted to the Personnel Records Department. Ensure that all required fields are filled out accurately to avoid delays in processing your address change.
Florida Statute 119.071 outlines the public records law in Florida, requiring government agencies to make most written communications and records available for public inspection. However, it provides exemptions for certain personnel information, protecting the privacy of eligible employees. The statute specifies which information is exempt from public disclosure and outlines the process for requesting such exemptions.
Failing to provide a complete name. Ensure your full name is listed accurately to avoid processing delays.
Not including a personnel number. This number is essential for identifying your record in the system.
Leaving out the permanent address. Both a permanent and an alternate address are required for proper documentation.
Forgetting to include contact numbers. Make sure to provide both home and alternate phone numbers with area codes.
Neglecting to complete the confidential address section. This is necessary for employees seeking confidentiality.
Not signing the form. A signature is required to validate your request and process it.
Submitting the form without a date. Always include the date to indicate when the request was made.
Failing to check eligibility for the personnel information exemption. Review the criteria before submitting your request.
Not providing both alternate and confidential addresses. Both are necessary to be recorded as a confidential employee.
Submitting the form to the wrong department. Ensure it is sent to the Personnel Records Department for processing.
When dealing with personnel matters, several forms and documents may accompany the Florida 4046 form. Each of these documents plays a crucial role in ensuring that the employee's information is accurately recorded and protected. Below is a list of some common forms used alongside the Florida 4046 form.
Understanding these documents can help employees navigate their responsibilities and rights effectively. Each form serves a distinct purpose, contributing to a smoother process for managing personal information and benefits within the workplace.
The Florida 4046 form is similar to the Employee Change of Address form used by various organizations across the United States. This document serves a similar purpose, allowing employees to update their personal information with their employer. Both forms require the employee's name, previous address, and new address, ensuring that communication remains seamless. Additionally, they often include sections for emergency contact information, further enhancing the employer's ability to reach the employee when necessary.
Another comparable document is the IRS Form 8822, which is used to notify the Internal Revenue Service of a change of address. Like the Florida 4046 form, this IRS form requires personal details such as the taxpayer's name and old and new addresses. Both documents emphasize the importance of keeping records updated to ensure that official communications are received without delay, particularly for tax-related matters.
The Voter Registration Change of Address form also shares similarities with the Florida 4046 form. This document is essential for maintaining accurate voter rolls. Just as the Florida 4046 requires an employee to provide both a permanent and an alternate address, the voter registration form often asks for previous and new addresses to ensure that voters receive ballots and notifications relevant to their new location.
Additionally, the DMV Change of Address form serves a similar function. When individuals move, updating their address with the Department of Motor Vehicles is crucial for maintaining accurate records for driving licenses and vehicle registrations. This form typically includes sections for both the old and new addresses, mirroring the structure of the Florida 4046 form in its effort to keep information current.
The Change of Address Notification form used by banks is another document that parallels the Florida 4046 form. This bank-specific form allows customers to update their address for account statements and communications. Both forms stress the importance of providing updated information to ensure that all correspondence reaches the individual, thereby preventing potential issues with account management.
In the realm of healthcare, the Patient Information Change form resembles the Florida 4046 form. Patients must update their personal information, including address changes, to ensure that healthcare providers can contact them regarding appointments and medical records. Both forms require similar personal details, emphasizing the importance of accurate information in maintaining effective communication.
The Change of Address form utilized by utility companies is also akin to the Florida 4046 form. Customers are required to inform their utility providers of any address changes to ensure that billing statements and service notifications are sent to the correct location. Both documents facilitate the transition of services and responsibilities associated with a new address.
Similarly, the Address Change form for insurance companies serves a comparable purpose. Clients must notify their insurers of any changes to their addresses to ensure that policy documents and communications are received without interruption. This form, like the Florida 4046, typically requires both previous and new address information, highlighting the importance of keeping personal records up to date.
Lastly, the Change of Address form for subscription services is another document that mirrors the Florida 4046 form. Whether for magazines, newspapers, or online services, subscribers need to update their addresses to continue receiving their products. Both forms focus on the necessity of accurate address information to maintain uninterrupted service and communication.
Things to Do When Filling Out the Florida 4046 Form:
Things Not to Do When Filling Out the Florida 4046 Form:
There are several misconceptions regarding the Florida 4046 form that can lead to confusion. Understanding the facts can help ensure that individuals complete the form correctly and receive the appropriate protections. Below are six common misconceptions:
Clarifying these misconceptions can help individuals navigate the process more effectively and ensure that their personal information is handled with the utmost care and respect.
When filling out the Florida 4046 form, keep these key takeaways in mind: