Transcript Supervisor Orientation

Supervisor Orientation
for Student Employment
2010 – 2011 Academic Year
Office of Student Employment
Utica College
Fall 2010
BEFORE YOUR STUDENT BEGINS WORK
 Completed paperwork must be on file in the Office of
Student Employment. Please notify us if their contact info
(cell phone) has changed.
1.
2.
3.
4.
I-9 form (we need to see ORIGINAL IDENTIFICATION DOCUMENTS)
Federal and State Tax forms
Direct Deposit form (STRONGLY recommended!)
Online Confidentiality Form (must be completed EACH academic
year)
5. Application for first time employees
International students must present additional paperwork authorizing them for
work in the United States
Fall 2010
A Notice of
Employment
(NOE)
(generated by SE)
This will be e-mailed
to you and your
student employee.
They must follow the
link for the student
orientation.
Timesheets will
now be
completed
online.
Please contact SE
if you have any
questions at all
about this
process.
792-3353
Please save a copy
in a folder in your
computer.
or Caren Summers
[email protected]
Fall 2010
PLEASE
NOTE:
In order to
accommodate
more
students, we
must limit
students to
ONE
job at a
time.
 Disciplinary
◦ Any instance of fraudulent timesheets will
result in immediate termination.
◦ (3) written warnings may be required
before a student can be terminated for
inappropriate behavior other than fraud.
Important !!
Fall 2010
 It
is the intent of Utica College to protect all
employees and students from sexual
harassment. Sexual harassment is a violation
of Title VII of the Civil Rights Act of 1964.
 Sexual
harassment of student workers by
employers is defined as unwelcome sexual
advances, requests for sexual favors, and
other verbal or physical conduct of a sexual
nature.
Fall 2010
Student employees are NOT permitted
to work once they have exceeded
their fund allotment. We will provide
you with bi-weekly earnings reports
to help you track their awards.
Manage Your Student Worker Hours
Fall 2010
Webtime is date driven.
Timesheets must be
submitted and
approved before the
cutoff dates.
If your student has not
submitted their timesheet
for approval by entering
their Bannerweb log on
after clicking “submit”,
you WILL NOT be able to
view it.
Only the current pay
period can be accessed
for editing, but past
timesheets can be
viewed.
If you do not see a
timesheet, ask the
student if they
submitted it correctly.
Fall 2010
LATE TIMESHEETS
• Will be held until
the following pay
cycle.
• To be sure your employees
are paid on time….be sure
to approve their submitted
timesheets by the deadline.
There will be no checks cut in between payroll cycles.
Fall 2010
Share with your employees:
 Variations
in work schedules for
academic holidays & exam periods
 Safety and health practices
 Student’s responsibility for College
facilities & equipment
 Performance standards
 Procedure for tracking hours
 About webtime entry
(make your expectations clear)
Fall 2010
 Confidentiality of files
 System access & security
 Training in
procedures
skills needed to perform job
 Appropriate dress in the
 Supervisory personnel
workplace
◦ Who is the student’s supervisor?
◦ Who is the alternate supervisor?
◦ To whom should the student direct
problems & questions?
◦ Who should be contacted if there is a
change in schedule?
Fall 2010
Scheduling

Since the student worker’s primary job is to succeed
academically as a Utica College student, we recommend
that you limit scheduling excessive hours during the
academic semester. Remember: Once funds are
depleted THE STUDENT MUST STOP
WORKING.

Follow the recommended weekly guideline on the Notice of Employment

Federal regulations require that the amount of work
study money a student earns be monitored and cannot
exceed his/her approved need. Similarly, payroll
earnings must be monitored.
Fall 2010
Timesheets


Student payroll is processed every 2 weeks.
Click here for pay schedule
http://www.utica.edu/finance/hr/studentemployment/media/SE%20
PAY%20SCHEDULE%202010%20FOR%20WEB.pdf

Students will record time in and out on their timesheet and must show
a 30 minute unpaid break if they work over 6 hours. Please have them
enter time in increments of 15 minutes.

Paper checks will be delivered to your department office for
distribution on payday.

If unclaimed after 2 weeks you must send them via campus mail to the
Office of General Accounting.
Do not hold them!!
Fall 2010
Thank-You
We thank you for your
cooperation in making
the
Student Employment
program of Utica College
a success.
Contact us if you need us.
Fall 2010