Supervisory Training

New Employee Hiring & Orientation Process

Bluegrass Community and Technical College

Pre-Hire Documents and Pre-Hire Documents and ProceduresProcedures

• Budget in placeBudget in place

• Completed application, contract, budget worksheet Completed application, contract, budget worksheet (Leestown)(Leestown)

• Contact HR before first day of employmentContact HR before first day of employment

Supervisors have Supervisors have

responsibilities related to all the aboveresponsibilities related to all the above

New or Vacant PositionNew or Vacant Position

• Prepare a JAQ, go to the following website: Prepare a JAQ, go to the following website:

http://www.kctcs.edu/businessaffairs/FORMS/JAQ.dochttp://www.kctcs.edu/businessaffairs/FORMS/JAQ.doc

• Prepare an HR98 form (for approval NEW Positions Prepare an HR98 form (for approval NEW Positions only)—include a brief job description/justification, go only)—include a brief job description/justification, go to the following website:to the following website:

http://www.kctcs.edu/businessaffairs/FORMS/HR98.dochttp://www.kctcs.edu/businessaffairs/FORMS/HR98.doc

• Submit JAQ and HR 98 via e-mail Submit JAQ and HR 98 via e-mail attachment, to Marilyn Childre for review attachment, to Marilyn Childre for review and processingand processing. .

• New positions will be assigned a Band and New positions will be assigned a Band and Classification title by KCTCS Wages & Classification title by KCTCS Wages & CompensationCompensation

• Division Heads should send an e-mail list of Division Heads should send an e-mail list of no less than three (3) potential Search no less than three (3) potential Search Committee members to Dr. Kerley for Committee members to Dr. Kerley for approval with cc to Marilyn Childreapproval with cc to Marilyn Childre..

JAQPosition Num ber

(for HR use only)

J ob A na lys is Ques tio n na ire

Instructions

The purpose of this questionnaire is to gather information about the job and its requirements. This information will be used to ensure the job is properly classified and graded in the KCTCS classification and compensation program. Please provide responses that accurately represent the way the job is currently funct ioning. The employee should complete sections I through VI with the supervisor complet ing the remaining sections. The employee and supervisor are encouraged to discuss the job to facilitate the process and ensure mutual understanding.

I. Position Identification Employee Supervisor

Job Title Supervisor’s Tit le

College Department

II. General Purpose Brief ly describe the job’s primary purpose in one or two sentences.

HR98

FORM HR 98 Revised 17 March 2004

NEW POSITION / RECLASSIFICATION / CHANGE FORM – REGULAR

Date: College:

New Position Reclassification Change in Posi tion (SPC – New / Revised Job Specification I ssued CURRENT POSITIO N NUMBER: Staff Position EEO Category

Executive/Adm inistrative Managerial Office Clerical Professional Non-Faculty Skilled C rafts Technical/Scientif ic Serv ice/Maintenance

Faculty Position EE O Category

TC Teaching Faculty (indicate below): Ins tructor Assistant Professor Associat e Professor Professor

C C Teaching Faculty (indicate below):

Ins tructor Assistant Professor Associat e Professor Professor

Contract Period

9 M onth 10 Month 11 Month 12 Month Other Posi tion Status

Full Half Part FTE: Effective Dates:

Beginnings: Ending: Propos ed Budgeted Salary: Propos ed Budgeted Benefits: TO TAL Proposed Position Budget:

FUNDING SOURCE S:

POSIT ION JUST IFI CATIO N:

REQUIRED INFORMATIO N –Reques t will be returned if submitted without this information Fin /HR Business Unit: HR Dept ID: HR Location Code: Fin Program: Fin Acct : Fin C lass : Fin Fund: Fin Project/Grant: Funds 11 & 12 only Fin Dept/Org: B udget Level Cap: Funding End Date: Fund 12 only REQ UIRED APPRO VALS

HR Director: Date:

College Business Dean/Di rector: Date:

College Pres ident/CEO: Date: FOR HUMAN RESOURCE S USE ONLY: ACTION: Reclas sification New Change Other

Title:

PS Job Code: PS Position Number: Band: HR Analyst: Date:

New and Existing Vacant Staff Positions:

Advertising• HR will prepare job ad for posting in the

BCTC Job Website and submit to Webmaster.

Resumes & Applications• Applicant resumes and applications will

be sent to the Human Resources Office.

Search Committee:Search Committee:

• HR will prepare Search Committee HR will prepare Search Committee packets, notebook of applications and packets, notebook of applications and resumes, and forward to the Search resumes, and forward to the Search Committee Chair , along with the Committee Chair , along with the Employment Candidate Employment Candidate Referral/Disposition form Referral/Disposition form

– that must be completed for each applicant that must be completed for each applicant after the search is completed and final after the search is completed and final candidate has been chosen-candidate has been chosen-the forms along the forms along with the notebook will be returned to HR.with the notebook will be returned to HR.

• Interviews Interviews are scheduled and completed are scheduled and completed by Search Committee, and top candidates by Search Committee, and top candidates are identifiedare identified..

• Search CommitteeSearch Committee conducts reference conducts reference checks and prepareschecks and prepares Strengths/Weakness Strengths/Weakness form for each top candidate which will be form for each top candidate which will be given to Dr, Kerley to review.given to Dr, Kerley to review.

• For Staff positions below the “Director” level, For Staff positions below the “Director” level, Committee Committee Chair and/or appropriate Vice President schedules an Chair and/or appropriate Vice President schedules an appointment with Dr. Kerley to discuss top candidates’ appointment with Dr. Kerley to discuss top candidates’ strengths and weaknesses and reference outcomesstrengths and weaknesses and reference outcomes..

• For positions “Directors” or above, For positions “Directors” or above, Committee Chair Committee Chair schedules appointments for candidates to meet with Dr. Kerley schedules appointments for candidates to meet with Dr. Kerley for a final interviewfor a final interview..

• • Committee ChairCommittee Chair will notify Human Resource Coordinator of will notify Human Resource Coordinator of

Dr. Kerley’s selectionDr. Kerley’s selection..

• Disposition FormDisposition Form Committee Chair returns all applications Committee Chair returns all applications and the Disposition Form to Human Resources (disposition form and the Disposition Form to Human Resources (disposition form & resumes for review in EEO audits and disputes).& resumes for review in EEO audits and disputes).

Salary Recommendation and Salary Offer:Salary Recommendation and Salary Offer:

• A Salary Recommendation will be prepared by HR A Salary Recommendation will be prepared by HR and approved by Dr. Kerley, Marilyn Childre, and and approved by Dr. Kerley, Marilyn Childre, and Juan Castro, before any salary offers are made to Juan Castro, before any salary offers are made to the selected candidatethe selected candidate..

• Supervisor Supervisor makes salary offer and advises new makes salary offer and advises new hires that his/her start date will either be on the hires that his/her start date will either be on the 11stst of the month or the 16 of the month or the 16thth day of the month day of the month..

New Hire Forms, I-9, Benefits Orientation, New Hire Forms, I-9, Benefits Orientation,

• Supervisor requires new hire toSupervisor requires new hire to meet with HR, preferably a week meet with HR, preferably a week prior to start , to complete I-9, tax forms, direct deposit, etc., prior to start , to complete I-9, tax forms, direct deposit, etc., and sign up for benefits orientation. and sign up for benefits orientation.

• New Hires will need to bring:New Hires will need to bring: Documentation to support I-9. (See documentation listing)Documentation to support I-9. (See documentation listing)

• Foreign nationalsForeign nationals will be required to go to payroll and bring will be required to go to payroll and bring their VISA and other documents (i.e. EAD card, their VISA and other documents (i.e. EAD card, I-120, or DS-I-120, or DS-2019)2019)

• Note:Note: New Hires New Hires cannot cannot begin work unless the I-9 has been begin work unless the I-9 has been certified to be compliant withcertified to be compliant with FEDERAL LAW – NO FEDERAL LAW – NO EXCEPTIONS!!!EXCEPTIONS!!!

• Supervisor Supervisor schedules meeting with Dr. schedules meeting with Dr. Kerley prior to, and no later than the first Kerley prior to, and no later than the first day of work to sign Term Contract and day of work to sign Term Contract and receive Salary Letter.receive Salary Letter.

• Supervisor Supervisor completes completes ITS New Employee ITS New Employee FormForm as soon as new hire is identified. as soon as new hire is identified.

• HR entersHR enters new employees data to activate new employees data to activate Payroll in PeopleSoft.Payroll in PeopleSoft.

Employment Contract:Employment Contract:

• Staff Employment ContractStaff Employment Contract is prepared by is prepared by HR.HR.

• Salary LetterSalary Letter is prepared by HR and sent is prepared by HR and sent with Staff Employment Contract to Dr. Kerley with Staff Employment Contract to Dr. Kerley for signatures when he meets with new hire for signatures when he meets with new hire on his/her first day of work if not sooner. Job on his/her first day of work if not sooner. Job offer is pending the completion of I-9, tax offer is pending the completion of I-9, tax forms, and direct depositforms, and direct deposit..

New Hire FormsNew Hire Forms: :

I-9I-9

W-4 Federal Tax FormW-4 Federal Tax Form

K-4 State Tax FormK-4 State Tax Form

Direct Deposit – with voided check or Direct Deposit – with voided check or documentation from Banking institutiondocumentation from Banking institution

Drug Free PolicyDrug Free Policy

ITS New Hire Form ITS New Hire Form

Sexual Harassment Training (annual Sexual Harassment Training (annual requirement for all employees)requirement for all employees)

Computer Usage AgreementComputer Usage Agreement

I

KCTCS Bluegrass District ITS New Employee Form

To be completed by the hiring official and submitted to: Bluegrass District Personnel and Payroll Office,

Suite 208, Oswald Bldg, Cooper Drive, Lexington KY. 40506

Supervisor: ____________________ Position Number: ___ __________ Job Title: ________________ ____ Division/Area: _________________ Room/Bldg:________________________ Faculty or Staff: ________________ Full/Part time: ________________ Replacement Position _________ if so, who is new employee replacing? New Hire ___ ______ Hardware (Please check all that apply)

Telephone� � Computer Account information (Please check all that apply)

Electronic Mail � WWW Account� Long Distance Access�

Peoplesoft� � Course Management Platform (Angel)

›Email distribution lists (please identify lists below):� __ _ ______ To be completed by Bluegrass Payroll/Personnel Office and submitted to ITS, MB130A, Fax 257-4988: Employee Name: ____________________ Start Date: __________________ Employee SS#: ____________________

FORM PR95 Revised 06/06/2005

KCTCS Authorization Agreement for Direct Deposit

As an employee of KCTCS, please take advantage of the convenience and security of having your pay automatically deposited in your personal bank account. By having your pay automatically deposited you can ….

Eliminate trips or mailings to the bank to deposit paychecks.

Be assured your pay will be deposited on payday even when you are on vacation or out of town.

Eliminate the danger of lost or stolen checks.

It will take 1- 2 paychecks for direct deposit to take effect. During the interim, you should pick up a paycheck/paycard from your local payroll office.

Direct deposit service is available to you as long as your bank is a member of the National Automated Clearing House Association (NACHA). Your bank or credit union should be able to verify their membership in the NACHA. Obtaining the benefits of direct deposit services takes only three steps: 1. Complete the authorization agreement as

listed below. 2. ATTACH A VOIDED CHECK FOR

ALL ACCOUNTS YOU SELECT. Contact your local payroll office if you do not have a void check.

3. Forward this agreement to your local payroll department representative.

Employee Name _______________________________ Employee ID Number _________________ Action (check one) New Enrollment ____ Change in Accounts _______ Stop Direct Deposit _____ ________________________________________________________________________ Direct Deposit # 1 Bank Name/Address ___________________________________________________ Routing Number ____________________________ Account Number _____________________________ Savings ___or Checking ____(check one) Percent of pay ______ OR Dollar amount __________ ______________________________________________________________________________________ Action (check one) New Enrollment ____ Change in Accounts _______ Stop Direct Deposit _____ Direct Deposit # 2 Bank Name/Address ___________________________________________________ Routing Number ____________________________ Account Number _____________________________ Savings ___or Checking ____(check one) Percent of pay ______ OR Dollar amount __________ ______________________________________________________________________________________ I hereby authorize KCTCS to deposit my net pay (or specific dollar amount) to my account at the financial institution indicated above. I also authorize withdrawal transactions from my account in the event of an overpayment or erroneous deposit. _____________________________________ ________________ Employee Signature Required Date

FOR ADDITIONAL ACCOUNTS PLEASE USE A SEPARATE FORM PLEASE READ THE DIRECTIONS ON HOW TO COMPLETE THE DIRECT DEPOSIT FORM

Authorized to Certify US citizen’s Authorized to Certify US citizen’s I-9’sI-9’s

• Marilyn Childre Marilyn Childre Sally SoardSally Soard• Frank Dalzell Frank Dalzell Eloise PittEloise Pitt• Karen Manley Karen Manley Amie MorganAmie Morgan• Amy Spears Amy Spears Christy Smith Christy Smith • Tri Roberts Tri Roberts Sherry RainesSherry Raines• Jane Goatley Jane Goatley Deb CoxDeb Cox• Ellen Biddle Ellen Biddle Arlene RossArlene Ross• Craig DundonCraig Dundon Deanna McCordDeanna McCord

• Human Resources Department will handle all Foreign Human Resources Department will handle all Foreign Nationals in U.S. on a VISANationals in U.S. on a VISA

Information Sheets for New Part-Information Sheets for New Part-Time and Temporary Hires.Time and Temporary Hires.• Part-time/Temporary Employees – Information to be completed Part-time/Temporary Employees – Information to be completed

by supervisor: hourly rate, position number, hire date.by supervisor: hourly rate, position number, hire date.

• Part-time Employee paper work needed:Part-time Employee paper work needed:– I-9I-9– W-4 and K-4W-4 and K-4– Direct DepositDirect Deposit– Application completed by employeeApplication completed by employee– Drug Free FormDrug Free Form– Computer usage agreementComputer usage agreement– Sexual Harassment – to be completed onlineSexual Harassment – to be completed online

Human Resources will Human Resources will notnot accept incomplete paper work. Items accept incomplete paper work. Items 1-6 above MUST be submitted at the same time. 1-6 above MUST be submitted at the same time.

DeadlinesDeadlines

• Contract Deadlines will be issued by HR/Payroll (Flowchart)Contract Deadlines will be issued by HR/Payroll (Flowchart)

• Human Resource Deadlines via email. (Open Enrollment, Human Resource Deadlines via email. (Open Enrollment, New Employee Benefits, New Benefit Options)New Employee Benefits, New Benefit Options)

• Payroll Deadlines (Payroll Calendar)Payroll Deadlines (Payroll Calendar)

TimesheetsTimesheets• For non-exempt (hourly), timesheets are due to the Payroll Office by 4 For non-exempt (hourly), timesheets are due to the Payroll Office by 4

p.m. on payday, unless noted otherwise, example December (Christmas p.m. on payday, unless noted otherwise, example December (Christmas Holiday).Holiday).

All employees are paid semi-monthly on the 15All employees are paid semi-monthly on the 15thth and 30 and 30thth....

• Supervisors are required to keep track of the hours worked for employees Supervisors are required to keep track of the hours worked for employees under their supervision. By signing employee timesheets, you are under their supervision. By signing employee timesheets, you are verifying that they are correct and true number of hours worked are listed verifying that they are correct and true number of hours worked are listed on the timesheet, and the timesheet is accurate.on the timesheet, and the timesheet is accurate.

• Always ensure timesheet is complete and accurate. Make sure the “Begin Always ensure timesheet is complete and accurate. Make sure the “Begin Date” and “End Date” corresponds with the pay schedule. Exceptions Date” and “End Date” corresponds with the pay schedule. Exceptions must be entered on the timesheet and an absence form attached.must be entered on the timesheet and an absence form attached.

• No social security numbers are required on the timesheet. The employee No social security numbers are required on the timesheet. The employee

ID number is required, and can be found on the left upper corner of a pay ID number is required, and can be found on the left upper corner of a pay stub,stub,

which can be view in EE self serve.which can be view in EE self serve.

• FAILURE TO COMPLY WITH TIMESHEET DEADLINES WILL RESULT IN DELAY FAILURE TO COMPLY WITH TIMESHEET DEADLINES WILL RESULT IN DELAY OF PAY. (OF PAY. (NO EXCEPTIONSNO EXCEPTIONS..LATE TIMESHEETS WILL NOT BE PROCESSED ..LATE TIMESHEETS WILL NOT BE PROCESSED UNTIL THE NEXT PAY CYCLE.)UNTIL THE NEXT PAY CYCLE.)

Absence Record/RequestAbsence Record/RequestForm PR 90Form PR 90

• For ALL faculty and staff, absence records for planned events For ALL faculty and staff, absence records for planned events (vacation, medical leave, funeral, etc) should be submitted to the (vacation, medical leave, funeral, etc) should be submitted to the Payroll Office prior to the leave. Absence records for unplanned Payroll Office prior to the leave. Absence records for unplanned leave (sick, etc) should be submitted upon return to work.leave (sick, etc) should be submitted upon return to work.

• Please complete the Absence Record/Request with all Please complete the Absence Record/Request with all information, i.e. Employee Name and Employee ID, From Date, information, i.e. Employee Name and Employee ID, From Date, Time, To Date, Time and # of hours, not days.Time, To Date, Time and # of hours, not days.

• The forms are available in the Payroll Office (OB 208) or on the The forms are available in the Payroll Office (OB 208) or on the KCTCS website under forms (Payroll – Form PR 90).KCTCS website under forms (Payroll – Form PR 90).

• If you need assistance, please call Lauri Bodenbender or Judy If you need assistance, please call Lauri Bodenbender or Judy Brown in the Payroll Office.Brown in the Payroll Office.

Direct DepositDirect DepositForm PR 95Form PR 95

• As of July 1, 2005, Direct Deposit is now MANDATORY As of July 1, 2005, Direct Deposit is now MANDATORY for all full-time and part-time employees with the for all full-time and part-time employees with the exception of Federal Work Study students. The form exception of Federal Work Study students. The form should be turned into Payroll in a timely manner.should be turned into Payroll in a timely manner.

• Please complete the “Authorization Agreement for Please complete the “Authorization Agreement for Direct Deposit” form (Form PR95) and attach a Direct Deposit” form (Form PR95) and attach a “voided check” and submit to the Payroll Office “voided check” and submit to the Payroll Office (OB208). (OB208).

• If you need assistance, please call or email Lauri If you need assistance, please call or email Lauri Bodenbender or Judy Brown in the Payroll Office.Bodenbender or Judy Brown in the Payroll Office.

Taxes (Federal and State)Taxes (Federal and State)

• If you need to change or need assistance in filling out the If you need to change or need assistance in filling out the Federal (W-4) and State (K-4), please stop by the Payroll Federal (W-4) and State (K-4), please stop by the Payroll Office (OB 208).Office (OB 208).

Employee Self-ServiceEmployee Self-Service

• Employee leave balances should appear in the Employee leave balances should appear in the Employee Self-Service under “Payroll.” We also Employee Self-Service under “Payroll.” We also have the “shadow system” if you think your have the “shadow system” if you think your balances for sick and vacation are incorrect.balances for sick and vacation are incorrect.

• Questions about Employee Self-Service “Payroll” Questions about Employee Self-Service “Payroll” panel only for leave balances and policy, needs to panel only for leave balances and policy, needs to be addressed by the Payroll Office staff (Lauri be addressed by the Payroll Office staff (Lauri Bodenbender or Judy Brown).Bodenbender or Judy Brown).

• You can find the self-service link on the KCTCS web You can find the self-service link on the KCTCS web page.page.http://employees.kctcs.eduhttp://employees.kctcs.edu

SummarySummary

Need to hire a New Employee?Need to hire a New Employee?

A.A. Budget in placeBudget in place J. New Hire meets with HR specialist to complete I-9,J. New Hire meets with HR specialist to complete I-9,

B.B. Complete JAQComplete JAQ tax forms, direct deposit, ITS form, tax forms, direct deposit, ITS form, and and

C.C. Complete an HR 98Complete an HR 98 sign up for benefits.sign up for benefits.

D.D. Advertising by HRAdvertising by HR K. Calendar of HR and Payroll DeadlinesK. Calendar of HR and Payroll Deadlines

E.E. Search CommitteeSearch Committee L. Timesheet ProcessL. Timesheet Process

F.F. Interviews with CandidatesInterviews with Candidates M. Absence Record/RequestM. Absence Record/Request

G.G. Search Committee chair discussesSearch Committee chair discusses N. Direct Deposit formN. Direct Deposit form

top candidates with Dr. Kerley –Dr. Kerleytop candidates with Dr. Kerley –Dr. Kerley O. W-4 & K-4O. W-4 & K-4

Schedules appointments for “Director” and Schedules appointments for “Director” and P. Employee Self ServeP. Employee Self Serve

above.above.

H.H. Salary Recommendation and offerSalary Recommendation and offer

I.I. Disposition form, Applications, and BinderDisposition form, Applications, and Binder

returned to HRreturned to HR