Transcript Supervisory Training - Bluegrass Community and Technical

Supervisory Training
New Employee
Hiring & Orientation Process
Bluegrass
Community and Technical College
Pre-Hire Documents and Procedures
• Budget in place
• Completed application, contract, budget worksheet (Leestown)
• Contact HR before first day of employment
Supervisors have
responsibilities related to all the above
New or Vacant Position
• Prepare a JAQ, go to the following website:
http://www.kctcs.edu/businessaffairs/FORMS/JAQ.doc
• Prepare an HR98 form (for approval NEW Positions
only)—include a brief job description/justification, go
to the following website:
http://www.kctcs.edu/businessaffairs/FORMS/HR98.doc
• Submit JAQ and HR 98 via e-mail attachment,
to Marilyn Childre for review and processing.
• New positions will be assigned a Band and
Classification title by KCTCS Wages &
Compensation
• Division Heads should send an e-mail list of no
less than three (3) potential Search
Committee members to Dr. Kerley for approval
with cc to Marilyn Childre.
JAQ
P osition Num ber
(for H R use only)
J o b A n a ly s i s Q u e s t i o n n a i r e
In str uc tio ns
The purpos e of t his q uestionnaire is to gat her inf ormatio n abo ut the job a nd its requirement s.
This information w ill b e us ed to ensu re the job is properly classified and g ra ded in the KC TC S
class ification and comp ensation p rogram. Ple ase p rovide resp onse s that acc urately repres ent
the way the job is c urrently f unct ionin g. The employee s hould co mple te se ction s I t hrough VI
w ith t he su pervis or c omplet ing t he rema ining sec tions . The employee and s upervisor a re
enc ourag ed to disc uss the job to f acilitate t he proc ess and ensure mutua l unde rstan ding.
I.
P os ition Ide ntific atio n
Employee
Superv isor
Jo b Title
Superv isor’s Tit le
C olleg e
D epartm ent
II.
G en er al Purpo se
Brief ly de scribe th e job’s prim ary p urpose in o ne or tw o se ntenc es.
HR98
FORM HR 98
Revised 17 Ma rch 20 04
N E W P OSIT IO N / R EC L ASSI FIC A TI ON / C HA N GE FO R M – RE G UL A R
Date:
College:
New Position
Change in Posi tion (SPC – New / Rev ised J ob Specifica tion I ssued
Recla ssifica tio n
CURRENT POSITIO N NUMBER:
Staff Position EEO Categ ory
Executive/Adm inistrativ e M an agerial
Profession al Non-Facu lty
Tech nical/Scientific
Office Clerical
Sk illed C rafts
Serv ice/M aintenance
Faculty Positio n EE O Ca tego ry
TC Teach ing Faculty (indicate b elo w):
Ins tru cto r
Asso ciat e Pro fesso r
Assistant Professo r
Pro fesso r
C C T each in g Facu lty (in dicate below):
Ins tru cto r
Asso ciat e Pro fesso r
Assistant Professo r
Pro fesso r
Contract Perio d
9 M on th
1 0 Mo nth
1 1 Mo nth
Posi tion Sta tus
Fu ll
Half
Part
1 2 Mon th
Oth er
F TE:
Effective Da tes:
Begin ning s:
E nd in g:
Propos ed Budgeted Sala ry :
Propos ed Budgeted Benefits:
TO TAL Propo sed Position Budget:
FUNDING SOURCE S:
POSIT ION J UST IFI CATIO N:
Fin /HR Business Unit:
HR Locatio n Cod e:
Fin Acct :
Fin Fu nd:
Fin Dept/Org :
REQUIRED INFORMATIO N –Reques t will be returned if submitted without this info rma tio n
HR Dep t ID:
Fin Program:
Fin C lass :
Fin Project/Grant:
B udg et L ev el Cap:
Fu nd in g En d Date:
Fun ds 11 & 1 2 only
Fu nd 1 2 only
REQ UIRED APP RO VALS
HR Director:
Date:
Co lleg e Bu siness Dean /Di rector:
Date:
Co lleg e Pres ident/CEO:
Date:
FOR HUMAN RESOURCE S USE ONLY:
ACTION:
Reclas sification
New
Ch an ge
Other
Title:
PS Job Code:
HR An alyst:
PS Position Nu mber:
Band :
Date:
New and Existing
Vacant Staff Positions:
Advertising
• HR will prepare job ad for posting in the
BCTC Job Website and submit to
Webmaster.
Resumes & Applications
• Applicant resumes and applications will be
sent to the Human Resources Office.
Search Committee:
• HR will prepare Search Committee packets,
notebook of applications and resumes, and
forward to the Search Committee Chair ,
along with the Employment Candidate
Referral/Disposition form
– that must be completed for each applicant after
the search is completed and final candidate has
been chosen-the forms along with the notebook
will be returned to HR.
• Interviews are scheduled and completed by
Search Committee, and top candidates are
identified.
• Search Committee conducts reference
checks and prepares Strengths/Weakness
form for each top candidate which will be
given to Dr, Kerley to review.
• For Staff positions below the “Director” level, Committee Chair
and/or appropriate Vice President schedules an appointment with
Dr. Kerley to discuss top candidates’ strengths and weaknesses and
reference outcomes.
• For positions “Directors” or above, Committee Chair schedules
•
appointments for candidates to meet with Dr. Kerley for a final
interview.
• Committee Chair will notify Human Resource Coordinator of Dr.
Kerley’s selection.
• Disposition Form Committee Chair returns all applications and the
Disposition Form to Human Resources (disposition form & resumes
for review in EEO audits and disputes).
Salary Recommendation and Salary Offer:
• A Salary Recommendation will be prepared by HR and
approved by Dr. Kerley, Marilyn Childre, and Juan
Castro, before any salary offers are made to the
selected candidate.
• Supervisor makes salary offer and advises new hires
that his/her start date will either be on the 1st of the
month or the 16th day of the month.
New Hire Forms, I-9, Benefits Orientation,
• Supervisor requires new hire to meet with HR, preferably a
week prior to start , to complete I-9, tax forms, direct deposit,
etc., and sign up for benefits orientation.
• New Hires will need to bring:
Documentation to support I-9. (See documentation listing)
• Foreign nationals will be required to go to payroll and bring their
VISA and other documents (i.e. EAD card, I-120, or DS-2019)
• Note: New Hires cannot begin work unless the I-9 has been
certified to be compliant with FEDERAL LAW – NO
EXCEPTIONS!!!
• Supervisor schedules meeting with Dr. Kerley
prior to, and no later than the first day of work
to sign Term Contract and receive Salary
Letter.
• Supervisor completes ITS New Employee Form
as soon as new hire is identified.
• HR enters new employees data to activate
Payroll in PeopleSoft.
Employment Contract:
• Staff Employment Contract is prepared by
HR.
• Salary Letter is prepared by HR and sent
with Staff Employment Contract to Dr. Kerley
for signatures when he meets with new hire
on his/her first day of work if not sooner.
Job offer is pending the completion of I-9,
tax forms, and direct deposit.
New Hire Forms:
I-9
W-4 Federal Tax Form
K-4 State Tax Form
Direct Deposit – with voided check or
documentation from Banking institution
Drug Free Policy
ITS New Hire Form
Sexual Harassment Training (annual requirement for
all employees)
Computer Usage Agreement
I
KCTCS Bluegrass District
ITS New Employee Form
To be completed by the hiring official and submitted to:
Bluegrass District Personnel and Payroll Office,
Suite 208, Oswald Bldg,
Cooper Drive, Lexington KY. 40506
Supervisor:
____________________ Position Number: ___
Job Title:
Division/Area:
__________
________________
_________________
Faculty or Staff:
New Hire
Room/Bldg:________________________
________________
Replacement Position
_________
___
____
Full/Part time:
________________
if so, who is new employee replacing?
______
Hardware (Please check all that apply)
•Telephone
• Computer
Account information (Please check all that apply)
•Electronic Mail
•Peoplesoft
• WWW Account
• Long Distance Access
•Course Management Platform (Angel)
›Email distribution lists (please identify lists below):
__
_
______
To be completed by Bluegrass Payroll/Personnel Office and submitted to ITS,
MB130A, Fax 257-4988:
Employee Name:
____________________
Start Date: __________________
Employee SS#:
____________________
FORM PR95
Revised 06/06/2005
KCTCS
Authorization Agreement for Direct Deposit
As an employee of KCTCS, please take
advantage of the convenience and security of
having your pay automatically deposited in your
personal bank account. By having your pay
automatically deposited you can ….

Eliminate trips or mailings to the bank
to deposit paychecks.

Be assured your pay will be deposited
on payday even when you are on
vacation or out of town.

Eliminate the danger of lost or stolen
checks.
It will take 1- 2 paychecks for direct deposit
to take effect. During the interim, you should
pick up a paycheck/paycard from your local
payroll office.
Direct deposit service is available to you as long
as your bank is a member of the National
Automated Clearing House Association
(NACHA). Your bank or credit union should be
able to verify their membership in the NACHA.
Obtaining the benefits of direct deposit services
takes only three steps:
1. Complete the authorization agreement as
listed below.
2. ATTACH A VOIDED CHECK FOR
ALL ACCOUNTS YOU SELECT.
Contact your local payroll office if you do
not have a void check.
3. Forward this agreement to your local payroll
department representative.
Employee Name _______________________________ Employee ID Number
Action (check one)
_________________
New Enrollment ____ Change in Accounts _______ Stop Direct Deposit _____
________________________________________________________________________
Direct Deposit # 1
Bank Name/Address ___________________________________________________
Routing Number ____________________________ Account Number _____________________________
Savings ___or Checking ____(check one) Percent of pay ______ OR Dollar amount __________
______________________________________________________________________________________
Action (check one)
Direct Deposit # 2
New Enrollment ____ Change in Accounts _______ Stop Direct Deposit _____
Bank Name/Address ___________________________________________________
Routing Number ____________________________ Account Number _____________________________
Savings ___or Checking ____(check one) Percent of pay ______ OR Dollar amount __________
______________________________________________________________________________________
I hereby authorize KCTCS to deposit my net pay (or specific dollar amount) to my account at the financial
institution indicated above. I also authorize withdrawal transactions from my account in the event of an
overpayment or erroneous deposit.
_____________________________________ ________________
Employee Signature Required
Date
FOR ADDITIONAL ACCOUNTS PLEASE USE A SEPARATE FORM
PLEASE READ THE DIRECTIONS ON HOW TO COMPLETE THE DIRECT DEPOSIT FORM
Authorized to Certify US citizen’s
I-9’s
•
•
•
•
•
•
•
•
Marilyn Childre
Frank Dalzell
Karen Manley
Amy Spears
Tri Roberts
Jane Goatley
Ellen Biddle
Craig Dundon
Sally Soard
Eloise Pitt
Amie Morgan
Christy Smith
Sherry Raines
Deb Cox
Arlene Ross
Deanna McCord
• Human Resources Department will handle all Foreign Nationals in
U.S. on a VISA
Information Sheets for New PartTime and Temporary Hires.
•
Part-time/Temporary Employees – Information to be completed by
supervisor: hourly rate, position number, hire date.
•
Part-time Employee paper work needed:
– I-9
– W-4 and K-4
– Direct Deposit
– Application completed by employee
– Drug Free Form
– Computer usage agreement
– Sexual Harassment – to be completed online
Human Resources will not accept incomplete paper work. Items 1-6
above MUST be submitted at the same time.
Deadlines
• Contract Deadlines will be issued by HR/Payroll (Flowchart)
• Human Resource Deadlines via email. (Open Enrollment, New
Employee Benefits, New Benefit Options)
• Payroll Deadlines (Payroll Calendar)
Timesheets
• For non-exempt (hourly), timesheets are due to the Payroll Office by 4 p.m.
on payday, unless noted otherwise, example December (Christmas Holiday).
All employees are paid semi-monthly on the 15th and 30th..
• Supervisors are required to keep track of the hours worked for employees
under their supervision. By signing employee timesheets, you are verifying
that they are correct and true number of hours worked are listed on the
timesheet, and the timesheet is accurate.
• Always ensure timesheet is complete and accurate. Make sure the “Begin
Date” and “End Date” corresponds with the pay schedule. Exceptions must
be entered on the timesheet and an absence form attached.
• No social security numbers are required on the timesheet. The employee ID
number is required, and can be found on the left upper corner of a pay
stub,
which can be view in EE self serve.
• FAILURE TO COMPLY WITH TIMESHEET DEADLINES WILL RESULT IN
DELAY OF PAY. (NO EXCEPTIONS..LATE TIMESHEETS WILL NOT BE
PROCESSED UNTIL THE NEXT PAY CYCLE.)
Absence Record/Request
Form PR 90
• For ALL faculty and staff, absence records for planned events
(vacation, medical leave, funeral, etc) should be submitted to the
Payroll Office prior to the leave. Absence records for
unplanned leave (sick, etc) should be submitted upon return to
work.
• Please complete the Absence Record/Request with all
information, i.e. Employee Name and Employee ID, From Date,
Time, To Date, Time and # of hours, not days.
• The forms are available in the Payroll Office (OB 208) or on the
KCTCS website under forms (Payroll – Form PR 90).
• If you need assistance, please call Lauri Bodenbender or Judy
Brown in the Payroll Office.
Direct Deposit
Form PR 95
• As of July 1, 2005, Direct Deposit is now MANDATORY
for all full-time and part-time employees with the
exception of Federal Work Study students. The form
should be turned into Payroll in a timely manner.
• Please complete the “Authorization Agreement for
Direct Deposit” form (Form PR95) and attach a “voided
check” and submit to the Payroll Office (OB208).
• If you need assistance, please call or email Lauri
Bodenbender or Judy Brown in the Payroll Office.
Taxes (Federal and State)
• If you need to change or need assistance in filling out the
Federal (W-4) and State (K-4), please stop by the Payroll Office
(OB 208).
Employee Self-Service
• Employee leave balances should appear in the Employee
Self-Service under “Payroll.” We also have the “shadow
system” if you think your balances for sick and vacation
are incorrect.
• Questions about Employee Self-Service “Payroll” panel
only for leave balances and policy, needs to be
addressed by the Payroll Office staff (Lauri
Bodenbender or Judy Brown).
• You can find the self-service link on the KCTCS web
page.
http://employees.kctcs.edu
Summary
Need to hire a New Employee?
A.
B.
C.
D.
E.
F.
G.
H.
I.
Budget in place
J. New Hire meets with HR specialist to complete I-9,
Complete JAQ
tax forms, direct deposit, ITS form, and
Complete an HR 98
sign up for benefits.
Advertising by HR
K. Calendar of HR and Payroll Deadlines
Search Committee
L. Timesheet Process
Interviews with Candidates
M. Absence Record/Request
Search Committee chair discusses
N. Direct Deposit form
top candidates with Dr. Kerley –Dr. Kerley
O. W-4 & K-4
Schedules appointments for “Director” and
P. Employee Self Serve
above.
Salary Recommendation and offer
Disposition form, Applications, and Binder
returned to HR