Transcript Supervisor Orientation - Welcome to Utica College

SUPERVISOR ORIENTATION
FOR
STUDENT EMPLOYMENT
2014- 2015 ACADEMIC YEAR
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Office of Student Employment
250 White Hall
Phone: 792-3353 Fax: 223-2580
Fall 2014
BEFORE STUDENTS CAN WORK
Working a student before they are processed and have
completed a job acceptance is illegal.
 You will get a legal document in your email called, “Notice of
Employment” when the student is cleared to work.
 You must approve (online) a students employment position
before they can be processed.
 Completed paperwork must be on file in the Office of Student Employment
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after you have approved their position. And before a student can be processed.
1. I~9 form we need to see ORIGINAL DOCUMENTS
see list of acceptable documents here
(http://www.uscis.gov/sites/default/files/files/form/i-9.pdf)
2. Federal W~4 Tax Form
3. State IT~2104 Tax Form
4. Direct Deposit form (STRONGLY recommended, but not mandatory)
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International students must present additional paperwork authorizing them for
work in the United States (see slide #4).
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HOW STUDENTS APPLY FOR A JOB
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Students apply for positions online by selecting Student Employment Opportunities
at http://www.utica.edu/hr/studentemployment/
Sign in with your UC username and password
Browse positions by department
All the available jobs are listed with a job description. Click apply. Note you can
only apply for one job at a time (You must have a minimum of 2.0 GPA and have
no financial hold on your account in order to apply.)
You will receive an email notifying you if you have been accepted for the position.
a. Once you have been accepted bring completed employment paperwork
and proper ID to the Office of Student Employment in White Hall room 250, as
soon as possible.
b. If you have been accepted and HAVE worked previously, wait to receive
your job acceptance email. Once completed this will create a time sheet for you in
banner web.
c. If you are denied, you may apply for a new position.
Students may have one primary job.
Second positions are limited to: Resident Assistant, Phon a Thon, YSLPP Tutor, HEOP
tutor, Writing Center Tutor, Math & Science Center Tutor, Ambassador, Life
guarding, Van driving, note taking (scribing) and Blogging.
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Interns and Graduate Assistants may not hold a second position
Fall 2014
INTERNATIONAL STUDENTS INFORMATION
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International students may apply for a job 3 weeks after the
employment application process begins.
Information required to fill out employment paperwork:
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Passport and Visa
I-94 Admission number with the printout, which is found online at
https://i94.cbp.dhs.gov
I-20
Social Security Number
Students Must:
1.
Apply for employment position.
2.
Be accepted by supervisor.
3.
Go to the Office of International Education and report
supervisor name so a Letter of Verification can be sent.
4.
Obtain a Social Security Number, if student doesn’t already
have one.
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Complete forms with a permanent USA address, if student
doesn’t have one, use the college’s address (1600 Burrstone
Road Utica, NY 13502)
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Bring all completed forms, along with all required documents
to student employment to be processed.
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JOB ACCEPTANCE
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You can either accept or decline students once they have applied for a
position. Please do this as quickly as possible as students are hung up in the
portal until you take action. They can only apply for one job at a time.
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When you approve a student, they are notified by email that employment
paperwork needs to be completed. If they have worked in previous
consecutive semester, paperwork will not need to be resubmitted.
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Once paperwork has been processed, Student Employment will activate the
student’s job and they will receive the JOB ACCEPTANCE email. This is a legal
document and must be completed by the student.
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After a student completes the mandatory job acceptance, you will receive a
legal document called Notice of Employment via email that indicates the
student has been cleared for work.
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Working a student before receiving the Notice of Employment is illegal. In
order for student paperwork to be processed, supervisors must accept a
student’s employment position.
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Student timesheets will become available within 30 minutes of a student
completing the job acceptance in banner web. Using electronic time cards is a
condition of employment.
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SCHEDULING
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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.
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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.
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A bi-weekly earnings reports will be provided to help you track
earnings.
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Student employees are NOT permitted to work once they have
exceeded their fund allotment. It is the supervisors responsibility to
remove them from the work schedule
Once funds are depleted
THE STUDENT MUST STOP WORKING!
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PAYROLL
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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.
When approving time be especially aware of holidays and dates the
college is closed. Do not approve these days if submitted unless
student really did work.
The student pay schedule can be found here and on the Student
Employment website. Student payroll is processed every 2 weeks.
Direct Deposit paystubs are sent via email. Direction on how to set
up and view Direct Deposit Paystubs can be found here and on the
Student Employment website. Direct Deposit requires processing
time therefore first time earnings will be paid in check form and
must be picked up in Student Financial Services. Please have two
forms of ID.
Paper checks can be picked up at Student Financial Services
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(117 Hubbard Hall) with 2 forms of ID.
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HOW STUDENTS ENTER HOURS ON TIME CARD
1. Go to UC Home page- www.utica.edu
2. Click on Banner Web under Login
3. Click on “enter secure area”
4. Enter your user name and password
5. Click on “employee”
6. Click on “timesheet”
7. Look and confirm the correct pay period is showing in the date box
8. Click on “timesheet”
9. Select “enter hours” on the day you want to enter hours on
10. Enter time in and out using the AM and PM arrow and time format (12:00-2:15 etc)
You may have multiple entries for one day; (example – you worked 9:30 am- 11:00
am and then again from 2:00pm – 3:30 pm.)
11. Click on “save”
12. To clear your record and start over you can click on the restart button-this will
clear every entry you have made.
13. To make a correction to one day you can use the delete button to delete the entry to
that day.
14. When complete click on “submit for approval”
15. You will be required to log in again using your secure user name and password
16. You will see a “submitted successfully” message when you have completed
the process
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STUDENT TIMESHEETS
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Student Timesheets must be submitted and approved before the
payroll deadline.
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Dates for submitting and approving can be found here and on the
Student Employment website under (2014 Fall Pay Schedule.)
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If your student has not submitted their timesheet for approval by
the deadline, you WILL NOT be able to view it. Please call the
payroll office or student employment if you feel you need
assistance.
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If you do not see a timesheet, ask the student if they submitted it
correctly. (Did they log in and log out?) (Did they submit it before
the deadline?)
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A paper timesheet will need to be completed (see slide #10)
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Fall 2014
LATE TIMESHEETS SUBMISSIONS
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If a student misses the deadline for timesheet submission,
they must fill out a paper timesheet for the missed pay
period. Students must get a timesheet from their supervisor.
Timesheets must be filled out in ink and signed by the
supervisor. Once a timesheet is signed students should
not have access to it. All paper timesheets need to be sent to
Payroll via intercampus mail.
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If a supervisor misses the deadline for timesheet approval, a
paper timesheet must be submitted.
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There will be no checks processed in between payroll cycles.
Paper timesheets can be found here
Be sure to approve student submitted timesheets by the
deadline to ensure your employees are paid on time.
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DISCIPLINARY
If you suspect a student has entered fraudulent hours on their timecard
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You may return it for correction
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You may choose to make changes to the timecard yourself
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You may leave a comment on the timecard
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Incident should be documented, and a conversation should be held with the
student.
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If this behavior continues Student Employment should be notified and the
student may be terminated and subject to review by the Utica College
Judicial System.
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 is defined as unwelcome
sexual advances, requests for sexual favors, and other verbal or physical
conduct of a sexual nature.
IMPORTANT !!
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IMPORTANT COMMUNICATION
 Variations
in work schedules for academic
holidays & exam periods.
 Safety and health practices.
 Expectations of work ethic.
 Procedure for tracking hours.
 Confidentiality –FERPA
 Computer access & security
 Training
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skills needed to perform job
Expectation and training of Job Description
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?
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Thank-You
We thank you for your
cooperation in making the
Student Employment program
of Utica College a success.
Rebecca Sullivan, Student Employment Coordinator
Office of Student Employment
Room 250 White Hall
Phone: 792-3365 Fax: 315-223-2580
E-mail: [email protected]
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Fall 2014