Student Employment Supervisor Orientation 2016-2017 Academic Year
Office of Student Employment provides guidelines for student employment including necessary paperwork, application process, and restrictions for international students. Approval workflow, application procedures, and job limitations are outlined in detail to ensure smooth processing. It emphasizes legal compliance and proper documentation before students can start working on campus.
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S SUPERVISOR UPERVISOR O ORIENTATION RIENTATION FOR FOR S STUDENT TUDENT E EMPLOYMENT MPLOYMENT 2016 2016- - 2017 A 2017 ACADEMIC CADEMIC Y YEAR EAR 1 Office of Student Employment Office of Student Employment 121 White Hall 121 White Hall Phone: 792 Phone: 792- -3353 Fax: 223 3353 Fax: 223- -2580 2580
B BEFORE EFORE S STUDENTS TUDENTS C CAN AN W WORK ORK Working a student before they are processed and have Working a student before they are processed and have completed a job acceptance is completed a job acceptance is illegal. You will get a legal document in your email called, Notice of You will get a legal document in your email called, Notice of Employment when the student is cleared to work. Employment when the student is cleared to work. You must approve (online) a students employment position You must approve (online) a students employment position before they can be processed. before they can be processed. Completed Completed paperwork must be on file in the Office of Student Employment after you have approved their position, and before a student can be processed. 1. I~9 form 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) illegal. o International students must present additional paperwork authorizing them for work in the United States (see slide #4). 2 Fall 2016
H HOW OW STUDENTS STUDENTS APPLY o Students apply for positions online by selecting Student Employment Opportunities http://www.utica.edu/hr/studentemployment/ APPLYFOR Student Employment Opportunities at FORA AJOB JOB o Students then sign in with their UC username and password o Browse positions by department o All the available jobs are listed with a job description. To being the application process, they click apply in the right-hand corner. Note: Students can only apply for one job at a time (Students must have a minimum of 2.0 GPA and have no financial hold on your account in order to apply.) o When a student applies, the following: 1. You can approve the student for the position. (an application notice comes to your email) a) If a student has been a approved and has never worked on campus before, they need to bring completed employment paperwork and proper ID to the Office of Student Employment in White Hall room 121, as soon as possible. b) If a student has been approved and HAS worked previously, then they need to wait to be processed by Becky in order to receive the job acceptance email. 2. You can deny the student, which then allows them to start the application process again. Students are locked into the application until you accept or decline the application-its important that you do this in a timely manner. o Students may have one primary job. o Second positions are limited to: Resident Assistant, Phon a Thon, YSLPP Tutor, HEOP tutor, Writing Center Tutor, Math & Science Center Tutor, Ambassador, Lifeguarding, Van driving, note taking (scribing) and Blogging. Interns and Graduate Assistants may not may not hold a second position 3 Fall 2016
INTERNATIONAL INTERNATIONALSTUDENTS International students with an F-1 Visa can not exceed a total of 20 hours per week, while school is in session. Information required to fill out employment paperwork: 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. 5. Complete forms with a permanent USA address, if student doesn t have one, use the college s address (1600 Burrstone Road Utica, NY 13502) 6. Bring all completed forms, along with all required documents to student employment to be processed. Fall 2016 STUDENTSINFORMATION INFORMATION 4
J JOB OB A ACCEPTANCE CCEPTANCE 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. 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. 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. 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. Working a student before receiving the Notice of Employment is illegal. In Working a student before receiving the Notice of Employment is illegal. In order for student paperwork to be processed, supervisors must accept a order for student paperwork to be processed, supervisors must accept a student s employment position. student s employment position. 5 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. Fall 2016
S SCHEDULING CHEDULING 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. 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. A bi-weekly earnings reports will be provided to help you track earnings. Student employees are NOT exceeded their fund allotment. It is the supervisors responsibility to remove them from the work schedule NOT permitted to work once they have Once funds are depleted Once funds are depleted THE STUDENT MUST STOP WORKING THE STUDENT MUST STOP WORKING! ! 6 Fall 2016
P PAYROLL AYROLL 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 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 117 Hubbard Hall. Students will need two forms of ID. 7 Fall 2016
H HOW OWSTUDENTS STUDENTSENTER T THIS HISIS ISFOR FORYOU 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 ENTERHOURS HOURSON YOUTO TOASSIST ASSISTYOUR ONTIME TIMECARD YOURSTUDENTS STUDENTS CARD 8 Fall 2016
S STUDENT TUDENT T TIMESHEETS IMESHEETS Student Timesheets must be submitted and approved before the payroll deadline. Dates for submitting and approving for the fall can be found on the Student Employment website under ( ..\..\SE Payroll for Spring 2016.pdf) 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. 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?) A paper timesheet will need to be completed (see slide #10) 9 Fall 2016
L LATE ATE T TIMESHEETS IMESHEETS S SUBMISSIONS UBMISSIONS If a student missesthe 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. If a supervisor missesthe deadline for timesheet approval, a paper timesheet must be submitted. 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. 10 Fall 2016
D DISCIPLINARY ISCIPLINARY If you suspect a student has entered fraudulent hours on their timecard You may return it for correction You may choose to make changes to the timecard yourself You may leave a comment on the timecard Incident should be documented, and a conversation should be held with the student. 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. 11 I IMPORTANT MPORTANT !! !! Fall 2016
I IMPORTANT MPORTANT C COMMUNICATION OMMUNICATION Variations in work schedules for academic Variations in work schedules for academic holidays & exam periods. holidays & exam periods. Safety and health practices. Safety and health practices. Expectations of work ethic. Expectations of work ethic. Procedure for tracking hours. Procedure for tracking hours. Confidentiality Confidentiality FERPA FERPA Computer access & security Computer access & security Training skills needed to perform job Training skills needed to perform job Expectation and training of Job Description Expectation and training of Job Description Who is the student s supervisor? Who is the student s supervisor? Who is the alternate supervisor? Who is the alternate supervisor? To whom should the student direct problems & To whom should the student direct problems & questions? questions? Who should be contacted if there is a change in Who should be contacted if there is a change in schedule? schedule? Fall 2016 12
Thank Thank- -You 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 Office of Student Employment Room 121 White Hall Room 121 White Hall Phone: 792-3365 Fax: 315-223-2580 E-mail: resullivan@utica.edu 13 Fall 2016
