Supervisor Orientation for Student Employment 2014- 2015 Academic Year

1. Supervisor Orientationfor Student Employment2014- 2015 Academic Year Fall 2014 Office of Student Employment 250 White Hall Phone: 792-3353 Fax: 223-2580

2. 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. • Completedpaperwork 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 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) • International students must present additional paperwork authorizing them for work in the United States (see slide #4). Fall 2014

3. How STUDENTS apply for a job • 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. • Interns and Graduate Assistants may not hold a second position Fall 2014

4. international students information • International students may apply for a job 3 weeks after the employment application process begins. • 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: • Apply for employment position. • Be accepted by supervisor. • Go to the Office of International Education and report supervisor name so a Letter of Verification can be sent. • Obtain a Social Security Number, if student doesn’t already have one. • Complete forms with a permanent USA address, if student doesn’t have one, use the college’s address (1600 Burrstone Road Utica, NY 13502) • Bring all completed forms, along with all required documents to student employment to be processed. Fall 2014

5. Job Acceptance • 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 order for student paperwork to be processed, supervisors must accept a student’s employment position. • 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 2014

6. 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. • 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 NOTpermitted 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! Fall 2014

7. Payroll • 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 (117 Hubbard Hall) with 2 forms of ID. Fall 2014

8. 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 Fall 2014

9. Student Timesheets • Student Timesheets must be submitted and approved before the payroll deadline. • Dates for submitting and approving can be found here and on the Student Employment website under (2014 Fall Pay Schedule.) • 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) Fall 2014

10. Late Timesheets Submissions • If a studentmissesthe 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 supervisormissesthe 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. Fall 2014

11. Important !! Disciplinary 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. Fall 2014

12. 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 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? Fall 2014

13. 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: resullivan@utica.edu Fall 2014