Utica CollegeSTUDENT EMPLOYMENT

JOB ACCEPTANCE

We welcome you to the Utica College Student Employment Program.

The Office of Student Employment is located in Room 250 of Addison Miller White Hall.

This orientation will guide you through our program and procedures. Employment at Utica College is not guaranteed.

Students may have only ONE work-study job with the exception of tutoring, Phon-a-thon and Ambassador .

Utica College student employees are hired at-will and may be terminated if circumstances warrant dismissal.

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.

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WELCOME!!

2013 - 2014 Academic Year

We Have A New Job Application Process!Go to http://www.utica.edu/hr/studentemployment/

Click Student Employment OpportunitiesSign in with your UC username and passwordBrowse positions by departmentApply for a job!

(You must have a minimum of 2.0 GPA and have no financial hold on your account in order to apply.)When your supervisor has approved your position, you

will be notified by email to fill out employment paperwork if you have never worked at UC. Once paperwork is complete, Student Employment will

process your job and you will receive the JOB ACCEPTANCE email.

After completing your job acceptance, contact your supervisor to begin working. It is illegal to work

before you have completed your job acceptance. Your timesheet will become available

within 30 minutes of accepting your job.

Completed paperwork must be on file in the Office of Student Employment (Room 250 White Hall) after supervisor approval for a job position.

No paperwork will be accepted until a supervisor has accepted your job position.

It is illegal to begin working before you have completed a job acceptance.

You can download the forms from the Student Employment webpage or they are available in the office

1. I-9 form we need to see your ORIGINAL ID DOCUMENTSsee list of acceptable documents here

(http://www.uscis.gov/sites/default/files/files/form/i-9.pdf)Photo copies and faxes are not acceptable!

2. Federal W-4 Tax form 3. State IT-2104 Tax form4. Direct Deposit form (we strongly encourage students to use

this benefit)

Once you have completed your job acceptance and have been processed, you may contact your supervisor for a work schedule and begin working. 2013 - 2014

Academic Year

BEFORE we can pay you we need:

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International Student Information International students cannot apply for a job until 3 weeks

after the employment application begins. Required information to fill out employment paperwork are:

◦ 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: 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 sent.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 done and completed forms, along with all required documents to student employment to be processed.

1. Go to UC Home page- www.utica.edu 2. 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 2013 - 2014 Academic Year

HOW TO ENTER HOURS WORKED ON TIME CARD

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 will not be placed anywhere for one year. I will be eligible to reapply for employment one year from the date of termination.

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STUDENT EMPLOYMENT ACCEPTANCE

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.

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.

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STUDENT CONFIDENTIALITY AGREEMENT

No more paper

timesheets! Directions for webtime entry are

on the SE website.

Don’t forget to enter your bannerweb

password when you submit your

timesheet for approval.

Webtime 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

Know your

alternate

supervisor

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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.Click Here To View Pay Schedule

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MANAGING YOUR HOURS

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EMPLOYMENT DO’S AND DON'TS

• 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 can be sent to your UC e-mail if you prefer by following the directions provided in this link:

http://www.utica.edu/hr/media/Directions_for_Viewing_Your_Direct_Deposit_Paystub.pdf

yment by check will need to be picked up in Student Financial Services -117 Hubbard Hall- with 2 forms of ID.2013 - 2014 Academic Year

WHY CHASE YOUR MONEY?

Payment by check will need to be picked up in Student Financial Services -117 Hubbard Hall-

with 2 forms of ID.

We thank you for your cooperation in making the Student Employment program of Utica College a success and hope you enjoy your

work experience.

Rebecca Sullivan, Student Employment Coordinator

Office of Student EmploymentRoom 250 White HallPhone: 792-3365 Fax: 315-223-2580E-mail: resullivan@utica.edu

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THANK YOU!!