Supervisor Orientationfor Student Employment

2010 – 2011 Academic Year

Office of Student EmploymentUtica College

Fall 2010

Completed paperwork must be on file in the Office of Student Employment. Please notify us if their contact info (cell phone) has changed.

1. I-9 form (we need to see ORIGINAL IDENTIFICATION

DOCUMENTS)2. Federal and State Tax forms3. Direct Deposit form (STRONGLY recommended!)4. Online Confidentiality Form (must be completed

EACH academic year)

5. Application for first time employees

International students must present additional paperwork authorizing them for work in the United States

BEFORE YOUR STUDENT BEGINS WORK

Fall 2010

A Notice of Employment

(NOE)(generated by SE) This will be e-mailed to you

and your student employee. They must follow the link for the student orientation.

Please save a copy in a folder in your

computer.

Timesheets will now be completed

online. Please contact SE if you have any questions at all

about this process.

792-3353or Caren Summers

cbsummers@utica.edu

PLEASE NOTE:

In order to accommodate more students, we must limit students to

ONE job at a time.

Fall 2010

Important !!

Disciplinary◦Any instance of fraudulent timesheets will result in immediate termination.

◦(3) written warnings may be required before a student can be terminated for inappropriate behavior other than fraud.

Fall 2010

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 of student workers by employers is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.

Fall 2010

Manage Your Student Worker Hours

Student employees are NOT permitted to work once they have exceeded their fund allotment. We will provide you with bi-weekly earnings reports to help you track their awards.

Fall 2010

Webtime is date driven. Timesheets

must be submitted and approved before the

cutoff dates.

Only the current pay period can be accessed

for editing, but past timesheets can be

viewed.

If your student has not submitted their timesheet for approval by entering their Bannerweb log on after clicking “submit”,

you WILL NOT be able to view it.

If you do not see a timesheet, ask the

student if they submitted it correctly.

Fall 2010

LATE TIMESHEETS• Will be held until the

following pay cycle.

• To be sure your employees are paid on time….be sure to approve their submitted timesheets by the deadline.

There will be no checks cut in between payroll cycles.

Fall 2010

Variations in work schedules for academic holidays & exam periods

Safety and health practicesStudent’s responsibility for College facilities & equipment

Performance standards (make your

expectations clear)

Procedure for tracking hoursAbout webtime entry

Share with your employees:

Fall 2010

Confidentiality of filesSystem access & security procedures

Training in skills needed to perform job

Appropriate dress in the workplace

Supervisory personnel◦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 2010

SchedulingSince 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.

Remember: Once funds are depleted THE STUDENT MUST STOP WORKING.

Follow the recommended weekly guideline on the Notice of EmploymentFederal 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.

Fall 2010

TimesheetsStudent payroll is processed every 2 weeks. Click here for pay schedule

http://www.utica.edu/finance/hr/studentemployment/media/SE%20PAY%20SCHEDULE%202010%20FOR%20WEB.pdf

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.

Paper checks will be delivered to your department office for distribution on payday.

If unclaimed after 2 weeks you must send them via campus mail to the Office of General Accounting.

Do not hold them!!

Fall 2010

We thank you for your cooperation in

making the Student Employment

program of Utica College a success.

Contact us if you need us.

Thank-You

Becky Caren

Fall 2010