2. Supervisor Orientation for Student Employment 2016- 2017 Academic Year Office of Student Employment 121 White Hall Phone: 792-3353 Fax: 223-2580 1

3. 2 SE website Power Point Federal Workstudy and College Payroll Deadlines/Timesheets Changes: Student Interns, Position Request, Budgets Recognizing Students We will cover:

4. 3 LIFE CYLE OF A NEW JOB 1.Student applies for a job through online portal 2.Student is accepted for the job - by you, the supervisor 3.Position is accepted by Office of Student Employment 4.Student receives an e-mail that they were accepted and need to complete their paperwork If they have worked for UC within past 12 months: NO NEED FOR NEW PAPERWORK Otherwise, bring original documents and forms to Office of SE 1.After completed paperwork is returned to SE, Student Employment creates an employee record and activates job in banner 2.Student receives e-mail to complete job acceptance 3.Supervisor receives e-mail that student is cleared for work at Utica College

5. Students are not allowed to begin working until they have been completely processed through Student Employment and have completed their job acceptance. You must approve (online) a student’s employment position before they can be processed. You will then get a “Job Acceptance Completed” document in your email indicating the student is cleared to work. 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. (Not necessary if student has worked at UC within prior 12 months) 1. I~9 form we need to see ORIGINAL DOCUMENTS see list of acceptable documents herehere 2. Federal W~4 Tax withholding form 3. State IT~2104 Tax withholding 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 #8). 4 B EFORE S TUDENTS C AN W ORK

6. 5 NO-your student CANNOT work before being processed! Two reasons: 1.Any employee who begins work without proper documentation puts the College at risk for Department of Labor fines. 2.Our liability exposure is increased if an employee is injured on the job and has not been authorized to work. Why not keep working when funding runs out? Two reasons: 1.There are strict government regulations in place for how federal work-study money is to be utilized, once the money is gone, it’s gone. 1.You are limited by your department budget. If you want your student to continue working throughout the academic year, make sure they budget the hours to fit their funds. There will be no additional money awarded.

7. 6 Does it matter if I hire a student with federal work-study funds or a student with UC payroll funds? Yes: Students who qualify for federal work-study funding have a higher unmet need as well as a larger earning potential. FWS is a part of their total financial package they receive upon acceptance. The UC payroll fund budget does not enable us to give students with payroll jobs as much money. If the job in your office requires a student to put in longer hours, consider hiring one with FWS funding. You can indicate that applicants need FWS to apply for your position on the job application.

8. 7 New positions have to be approved by Leadership. Complete section 1 on a Position Request form, which can be found on the SE website and return it to the Office of SE.

9. Applying For a Job  Students apply for positions online by selecting Student Employment Opportunities at http://www.utica.edu/hr/studentemployment/ http://www.utica.edu/hr/studentemployment/  Sign-in with UC username and password  Browse positions by department. All the available jobs are listed with a job description. To begin the application process, click “apply” in the right-hand corner. *Note: Students can only apply for one job at a time, need a minimum of 2.0 GPA and cannot have a financial hold on their account in order to apply. They need to have accepted their FWS award.  Once a student applies and you approve them, the student will receive an email notifying him/her that you have accepted them for the position. a. Once approved, 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. Returning students who have worked previously, still need to reapply for the position and be accepted, but unless they have not worked in over a year, they do not need to complete paperwork with new ID. c. If a student is not accepted for a job, then they can apply for a new position.  Students may have only one primary job at a time.  Second positions are limited to: RA, Phon-a-Thon, Tutoring, Ambassador, Lifeguarding, Van Driving, Note-Taking (scribing) and Blogging.  Interns and Graduate Assistants may not hold a second position. 8

10. International Students International students may apply for a job 3 weeks after the employment application process begins. They do not qualify for FWS funding. 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 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 generated. 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. 9

11. You can either accept or decline students once they have applied for a position. Please do this as quickly as possible as students cannot move forward 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 last worked within ONE year, 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. They need to view the attached power point presentation in order to accept the job. After a student completes the mandatory job acceptance, you will receive a job acceptance notice via email that indicates the student has been cleared for work. Working a student before receiving an approved job acceptance is not allowed. In order for student paperwork to be processed, supervisors must accept a student’s employment position in the portal. Student timesheets will become available within 30 minutes of a student completing the job acceptance in banner web. Using bannerweb time cards is a condition of employment. 10 J OB A CCEPTANCE

12. 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 through the PYRPIRK reports. A bi-weekly earnings report (PYRPIRK) will be provided to help you track earnings. Student employees are NOT permitted to work once they have exceeded their fund allotment. It is the supervisor’s responsibility to remove them from the work schedule immediately. Once funds are depleted THE STUDENT MUST STOP WORKING! 11

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14. Payroll Students will record time in and out on their timesheet, which is to include any unpaid breaks they took during a shift of over 6 hours. All shifts of over 6 hours require a 30 minute unpaid meal period. Hours should be entered 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 the student did work. The student pay schedule can be found here on the Student Employment website. Student payroll is processed every 2 weeks, paydays are Friday.here Direct deposit paystubs are sent via email. Directions 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 by check and must be picked up in Student Financial Services (Room 117 Hubbard Hall) with two forms of ID.here 13

15. 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 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 worked 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 “save” 12. To clear the record and start over click on the restart button-this will clear every entry made. 13. To make a correction to one day use the delete button to delete the entry on that day. 14. When complete click on “submit for approval” 15. UC log in using your secure user name and password is required to submit 16. “submitted successfully” appears with a yellow triangle when completed 14

16. Student Timesheets must be submitted and approved in Bannerweb prior to the submission and approval deadlines. Deadline dates for submitting and approving can be found here and on the Student Employment website under (2016 Fall Pay Schedule.)here 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 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?) 15 S TUDENT T IMESHEETS

17. 16 If you make a change to a timesheet, also add a comment explaining what you are changing and why.

18. Late Timesheet Submissions Once professionally employed, there is no option of missing deadlines if one is to be successful. Allowing your students to continually miss payroll deadlines does not help prepare them for life after Utica College, so it is not in their best interest. Is it within 2 days of the deadline? If the student misses the deadline to submit their webtime entry and contacts you within 2 days of the deadline, tell them to email you the exact days and times they worked. Forward that email with the words “I approve these hours” to payroll@utica.edu and the payroll department will manually enter the hours into payroll. Do not give out a paper timesheet at this point.payroll@utica.edu Is it more than 2 days after the deadline passed? If more than 2 days have passed since the deadline, the payroll is probably already processed. Your student will have to complete a paper timesheet with the exact hours and dates worked. YOU will then either hand deliver the timesheet to the payroll office or send it inter-campus mail to payroll – NOT to the office of Student Employment. The hours will be processed in the following payroll. WARNING: DO NOT GIVE THE TIMESHEET TO YOUR STUDENT TO DELIVER. Unfortunately, hours have been known to change on the journey from a supervisor to payroll. What if “I” miss the deadline? If the supervisor misses the deadline to approve, please contact the Payroll Office and ask how to proceed x3135. Supervisors who chronically miss approval deadlines risk losing their student employee help. Chronic failure to approve in a timely manner will be reported to management. Best practice suggests a recurring reminder to approve be placed on your google calendar. Be sure to approve student submitted timesheets by the deadline to ensure your employees are paid on time. 17

19. Important !! D ISCIPLINARY If you suspect a student has entered incorrect hours on his/her timecard You may return it for correction (and add a comment so the student knows the problem) You may choose to make changes to the timecard yourself (and add a comment explaining your action) If you suspect fraud is taking place, 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. Unacceptable behavior on the job should also be documented in writing. It is the intent of Utica College to protect all employees and students from sexual harassment. Sexual harassment is a violation of Title IX of the Civil Rights Act. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature. 18

20. Variations in work schedules for academic holidays & exam periods. Safety and health practices. Expectations of work ethic. Procedure for tracking hours. Confidentiality –FERPA Confidentiality –FERPAFERPA Computer access & security Training skills needed to perform job 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? 19 I MPORTANT C OMMUNICATION S

21. We thank you for your cooperation in making the Student Employment program of Utica College a success. Caren Summers, Student Employment & Wellness Coordinator Office of Student Employment Room 121 White Hall Phone: 792-3365 Fax: 315-223-2580 E-mail: cbsummers@utica.educbsummers@utica.edu 20 Thank-You