Transcript Temporary Employment Paperwork

Understanding the Process from A-Z

Regular-Benefitted Employees-This process is done through
HR
Eligible for benefits
 Accrue Leave
 Yearly contract
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Temporary Employees
No Leave accruals, no benefits
 Employment length varies
 Submits hourly timesheets
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Adjunct Instructors
No Leave accruals, no benefits except tuition waiver
 Employment length varies, per semester basis
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Work Study Students
Student Workers
 Documentation processed through Financial Aid
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Supplemental Compensation Form
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Additional duties above original contract
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Faculty Overloads
Professional teaching Adjunct
Portfolio Reading
Lead Instructor
Providing additional services, require additional pay.
Personnel Transaction Form
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Employment Contract
All temp employees should have one
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Adjunct Instructors
Non-credit instructors
Tutors
There are “How To” manuals on the SJC
website, under Human Resources on the left of
the page. Below is the link.
http://www.sanjuancollege.edu/pages/5370.asp
 Each
supplemental that is submitted needs
to include
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Job Title
Department
Date(s) work is to be performed
Brief Description of Services
Account number with appropriate object code
Pay information, time/credit hours,
hours/credits/fixed amount, and rate of pay
Supplemental
is submitted
via Datatel
Supervisor/Hiring
Manager approves
via Datatel in
MTDL
Supplemental
is sent back
to HR to be
processed for
Payroll
Supplemental is
automatically
sent to HR for
review
Supplemental is
picked up for
employee
signature
HR routes to
required
approver(s)
Supplemental
comes back to
HR to be
printed
There are “How To” manuals on the SJC
website, under Human Resources on the left of
the page. Below is the link.
http://www.sanjuancollege.edu/pages/5370.asp
 Basic
Employee Information is required
Datatel ID, if you enter this, the rest of their
information will automatically populate the fields.
If you don’t have it then enter the information
below:
 First and Last names
 Address
 Phone Number
 SSN & birthdate, if you have it
Follow “How To” manual for entering the rest
of the information needed
PT is
submitted
via Datatel
Supervisor/
Hiring Manager
approves via
Datatel in MTDL
screen
Signed PT is
sent back to
HR to be
processed
for payroll
If employee
is a new hire,
complete the
new hire
packet
PT is
picked up
for
employee
signature
PT is
automatically
sent to HR for
approval
PT comes
back to HR
to be
printed
HR routes
the PT to
the
required
approver(s)
 Required
for ALL NEW EMPLOYEES and
returning employees who haven’t worked for
SJC in the past 12 months
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Direct Deposit Form
W-4
NMERB Enrollment Form
I-9
Emergency Contact Information Sheet
Anti-Harassment/Drug Free School/Injured on
the Job/ and Computer Usage policies.
Criminal Background Check
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Submit Personnel Transaction Form to Human Resources
Have new employee complete New Hire Packet:
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Direct Deposit Form
W-4
NMERB Enrollment Form
Emergency Contact Information
Anti-harassment receipt certification
Drug Free Schools and Communities receipt certification
What to Do If Injured on the Job receipt certification
Computer Resources Acceptable Use Policy
Background Check Authorization form if position meets criteria
Submit signed PT to Human Resources with completed New
Hire Packet
The I-9 form can be completed once employment has been
offered.
 Optional
 Must
attach voided check or print out from
their bank with the account and routing
number, to avoid errors
 Bank information must be completed and the
form must be signed
 Can be split between 2 or more accounts
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Employee must state exact dollar amount they
would like to put in each account
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Forms that say, “Split in half, etc.” or have a
percentage listed, will be returned
 Required
by Federal Government
 Please make sure the form is signed boxes 1 –
5 are completed
 DO NOT UNDER ANY CIRCUMSTANCES OFFER
“TAX ADVICE”
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Employees will often ask, how many dependents
should I claim? Should I file single?
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Offering this advice could make you liable if there is
an error in reporting.
Make the employee accountable to read the top
portion of the form that includes basic directions, and
notes.
 This
form is REQUIRED for all employees who
work 10 or more hrs/wk or teach 3 or more
credits per semester
 Verify that the top portion of the form has
been filled out completely, and that at least
one box has been checked.
 Make sure that the updated form is being
used. Revision date of 02/06/12.
 Secure signature at the bottom of form.
 Do not provide any information in the
Employer Certification Section. HR will
complete this section.
 Required
by the Federal Government.
 New form was issued, for use as of 5/7/13
 Section 2 should not be completed by
employee
 If you complete Section 2, you have to also
complete the Certification section
 If you are not sure about documentation,
PLEASE CALL Savana Vigil at x3429 for
assistance.
 Attach a copy (front & back) of the
documentation used to complete Section 2
 Form
is required for all employees.
 Must provide a contact name and number.
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If unsure about address, it can be provided later.
 Physician
information is highly recommended
but not required, as well as allergies, and
medical conditions.
 Inform employee that if there are changes in
information to contact HR with updates.
 Form
is required for all employees.
 Employee should retain the policy. Do not
submit back to HR.
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The receipt certification states that the
employee has received a copy of the policy.
 Ensure
that the Receipt Certification is
signed, and dated by the employee.
 Advise employee to keep this policy in a
personal file for reference.
 Form
is required for all employees
 Employee keeps the yellow copy, HR gets the
white copy.
 Employee must sign and date
 The employee should keep this policy in a
personal file for reference.
 Criminal
Background Checks are now
required for ALL employees.
 Must be ran before employee can start
working.
 We can only require the “Top Candidate” to
complete the authorization form.
 The department will be contacted once the
check is ran.
 For questions regarding the Criminal
Background Checks, contact Debbie
Hernandez at ext. 3609 or email her at
[email protected].
 Accessing
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Only If You Have Direct Deposit
Follow printed directions.
 Hourly
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Timesheets
All paper timesheets should say 2009
Contact Payroll Office to schedule web entry
training
 Payroll
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Pay Advices On The Web
Office Contact Information
Juanita Pacheco, Account Tech, 566-3245
Carol Carreon, Payroll Supervisor, 566-3543
 Commonly
used object codes
Object Code
Descriptions
5222
Adjunct Instructors-Credit
5224
Faculty Overload
5233
Non Credit Instructors
5240
Other Faculty Comp.
5340
Professional
5668
Pooled temporary funds
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Adjunct Tuition Waivers are not the same as Staff
Waivers
Adjunct Waivers do not require a supervisor signature
The waiver MUST HAVE the department and account
number on it prior to coming to HR for approval
Adjuncts are eligible for one waiver per semester
taught
These waivers may be transferred to a “qualified”
family member if the adjunct instructor is not going
to use the waiver themselves
If the waiver is being transferred, HR must have
appropriate documentation; Birth Certificate,
Marriage Certificate, Adoption Papers, Affidavit of
Domestic Partnership, etc.
Due to the Affordable Care Act, temporary
employees and Adjunct Instructors will be
limited to 29 physical hours per week. This will
be effective January 1, 2014.
 Adjunct Instructors –
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1 credit hour = 3 physical hours
1 hour face-to-face + 2 prep hours = 3 physical hours
Example: 3 credit hour class = 9 physical hours
Example: 4 credit hour class = 12 physical hours
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Temporary employees can still have more than
one position but they cannot work more than a
TOTAL of 29hrs for all positions combined.
 Please check to see if the employee is working in
another department.
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