Utica College STUDENT EMPLOYMENT ORIENTATION

We welcome you to the Utica College Student Employment Program.  Student Employment Office is located in Rm 121 of Addison Miller White Hall.  This orientation will guide you through our program and procedures. Employment at Utica College is not guaranteed. Utica College student employees are hired at-will and may be terminated if circumstances warrant dismissal.  You may have one primary job with the exception of RA, Phon-a-Thon, Tutoring, Lifeguarding, Ambassador, Van Driving, Note-Taking (scribing) and Blogging.  Interns and Graduate Assistants may ONLY have ONE position on campus.  Student employee positions, by design, are temporary positions. Therefore, student employees are not eligible for vacation pay, health benefits, sick time, overtime or unemployment insurance.  Unless otherwise noted, assignments are for the academic year and do not carry over into Summer employment. You must apply for Summer jobs when the portal for summer opens, even if you will be working in the same office as during the academic year Academic Year

Our Job Application Process!  Go to  Click Student Employment Opportunities on the upper left hand side  Sign in with your UC username and password  Browse positions by department  Apply for a job!  You can only apply for one position at a time, so choose wisely. If you are not accepted for that position, you can then apply again.  You must have a minimum of 2.0 GPA and have no financial hold on your account in order to apply. Contact us if you have a problem. When your supervisor has approved your position, you will be notified by to fill out employment paperwork if you haven’t done so. Once paperwork is complete, Student Employment will process your job and you will receive the JOB ACCEPTANCE . ~ After completing your job acceptance, contact your supervisor to begin working. YOU MAY NOT work before you have completed your job acceptance. Your timesheet will become available within 30 minutes of accepting your job. When your supervisor has approved your position, you will be notified by to fill out employment paperwork if you haven’t done so. Once paperwork is complete, Student Employment will process your job and you will receive the JOB ACCEPTANCE . ~ After completing your job acceptance, contact your supervisor to begin working. YOU MAY NOT work before you have completed your job acceptance. Your timesheet will become available within 30 minutes of accepting your job.

 Your completed paperwork must be on file in the Office of Student Employment (Room 121 White Hall)  You can download the forms from the Student Employment webpage or they are available in the SE office 1.I-9 form we need to see your ORIGINAL ID DOCUMENTS see list of acceptable documents herehere Photo copies and faxes are not acceptable! 1.Federal W-4 Tax withholding form 2.State IT-2104 Tax withholding form 3.Direct Deposit form (we strongly encourage students to use this benefit) with a canceled check or letter from the bank Academic Year

 International students with an F-1 Visa can not exceed a total of 20 hours per week, while school is in session.  Required information to fill out employment paperwork are: ◦ Passport and Visa ◦ I-94 Admission number with the printout, which is found online at ◦ 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 written. 4.Obtain a Social Security Number if you don’t already have one. 5.Complete forms with a permanent USA address, if you don’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.

1. Go to UC Home page Click on Banner Web in browser bar 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 Academic Year

 Employment Responsibility -I understand I am responsible for completing all required documents as listed previously before beginning my work assignment at Utica College.  Schedule - I understand that the supervisor is responsible for setting hours to be worked in conjunction with my class schedule. Once scheduled, it is my responsibility to work those hours unless other arrangements are mutually agreed upon between my supervisor and me. I agree to arrive at work on time and to contact my supervisor should it be necessary to be absent on my scheduled day.  Resignation – I understand that if I should willingly terminate my employment, reject an offer of employment, or otherwise fail to earn the full amount in my fund; I will lose that portion not earned. In some instances, reassignments may be a possibility; however such requests may not be made to the Office of Student Employment until two weeks following the start date of the work assignment.  Termination – I understand that I may be dismissed from the Student Employment program due to unsatisfactory job performance. Further, I understand that if I am terminated from employment due to failure to meet job expectations, I may not be placed anywhere for one year. I will be eligible to reapply for employment one year from the date of termination Academic Year

During the course of my Student Employment program at Utica College, I hereby acknowledge that I have access to information that is of a confidential nature, including but not limited to, medical records, financial information and student records, which are prohibited from disclosure under state and federal law. (FERPA)FERPA I hereby agree that I shall not transfer, disclose, discuss, copy or otherwise transmit, either verbally or in writing, or by electronic communication any information which I obtain during the course of my Student Employment, unless said disclosure or transfer is required as part of my performance of my duties and responsibilities. I further agree and understand that the information I obtain during the Student Employment program is to remain confidential and my failure to keep all information confidential will result in the disciplinary action, including but not limited to, suspension and/or expulsion under the student judicial code Academic Year

No more paper timesheets! Directions for web time entry are on the SE website.SE website Don’t forget to enter your bannerweb password when you submit your timesheet for approval. Web time Entry is DATE DRIVEN Your timesheet must be completed and approved on time for you to get paid. You will only be able to submit the current pay period. You cannot submit or make changes to a previous time period, But you can VIEW past timesheets. COMPLETE AND SUBMIT YOUR TIMESHEETS ONLINE Don’t miss the deadline Academic Year Using the electronic payroll system is a condition of employment at Utica College

 You are NOT permitted to work once you have exceeded your fund allotment.  It is the responsibility of both you and your supervisor to keep track of your remaining funds. (A BI-MONTHLY REPORT WILL BE GIVEN TO YOUR SUPERVISOR FOR THIS PURPOSE). Ask your supervisor about your remaining hours often. Student payroll is processed every 2 weeks. Dates for payroll, submitting and approving can be found on the Student Employment website by clicking herehere Academic Year

Do ask questions when you are unsure of something. Be sure to know the expectations of your employer. Do give sufficient notice if you need to call in absent due to illness or other reasons. Do be on time for work. Do not leave your cell phone on during working hours or use instant messaging while at work. No texting! Do submit your timesheet by the deadline. Late timesheets will be delayed until the next pay period. Check your timesheet for accuracy before submitting. Falsification of timesheets will result in termination of your employment here at Utica College. Do dress appropriately for your job. No PJ’s, please! Once your work is complete, your supervisor may allow study time.

 We strongly recommend Direct Deposit for all employees. Authorization forms can be picked up in our office or you can download the form on the UC Student Employment site.  Bring a voided check or documentation from your bank with the bank routing number and your account number to our office.  Your paystub will be sent to your UC follow the directions provided in this link: DIRECT DEPOSIT DIRECTIONS yment by check will need to be picked up in Student Financial Services -117 Hubbard Hall- with 2 forms of ID Academic Year

We thank you for your cooperation in making the Student Employment program of Utica College a success and hope you enjoy your work experience. Caren Summers, Student Employment Coordinator Office of Student Employment Room 121 White Hall Phone: (315) Fax: (315) Academic Year