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DETERMINING EMPLOYMENT TYPE Regular-Benefitted Employees-This process is done
through HR Eligible for benefits Accrue Leave Yearly contract
Temporary Employees No Leave accruals, no benefits Employment length varies Submits hourly timesheets
Adjunct Instructors No Leave accruals, no benefits except tuition waiver Employment length varies, per semester basis
Work Study Students Student Workers Documentation processed through Financial Aid
WHICH FORM SHOULD I USE? Supplemental Compensation Form
Additional duties above original contract Faculty Overloads Professional teaching Adjunct Portfolio Reading Lead Instructor
Providing additional services, require additional pay.
Personnel Transaction Form Employment Contract All temp employees should have one
Adjunct Instructors Non-credit instructors Tutors
INITIATING A SUPPLEMENTALThere are “How To” manuals on the SJC website, under Human Resources on the left of the page. Below is the link.
http://www.sanjuancollege.edu/pages/5370.asp
SUPPLEMENTAL COMPENSATION FORMS
Each supplemental that is submitted needs to include Job Title DepartmentDate(s) work is to be performedBrief Description of ServicesAccount number with appropriate object
codePay information, time/credit hours,
hours/credits/fixed amount, and rate of pay
SUPPLEMENTAL COMPENSATION FORM PROCESS
Supplemental is submitted via
DatatelSupervisor/Hiring
Manager approves via
Datatel in MTDL
Supplemental is automatically sent to HR for
review
HR routes to required approver(s)
Supplemental comes back to
HR to be printed
Supplemental is picked up for
employee signature
Supplemental is sent back to HR to be processed
for Payroll
INITIATING A PERSONNEL TRANSACTION FORMThere are “How To” manuals on the SJC website, under Human Resources on the left of the page. Below is the link.
http://www.sanjuancollege.edu/pages/5370.asp
PERSONNEL TRANSACTION FORMS
Basic Employee Information is requiredDatatel ID, if you enter this, the rest of their information will automatically populate the fields. If you don’t have it then enter the information below:First and Last namesAddressPhone NumberSSN & birthdate, if you have it
Follow “How To” manual for entering the rest of the information needed
AFTER THE PERSONNEL TRANSACTION FORM IS SUBMITTED
PT is submitted via Datatel
Supervisor/ Hiring Manager
approves via Datatel in MTDL
screen
PT is automatically sent to HR for
approval
HR routes the PT to the
required approver(s)
PT comes back to HR to be
printed
PT is picked up for
employee signature
Signed PT is sent back to HR to be
processed for payroll
If employee is a new hire, complete the new hire packet
NEW HIRE PAPERWORK Required for ALL NEW EMPLOYEES and
returning employees who haven’t worked for SJC in the past 12 monthsDirect Deposit FormW-4NMERB Enrollment Form I-9Emergency Contact Information SheetAnti-Harassment/Drug Free School/Injured
on the Job/ and Computer Usage policies.Criminal Background Check
NEW TEMPORARY EMPLOYEE CHECKLIST
Submit Personnel Transaction Form to Human Resources Have new employee complete New Hire Packet:
Direct Deposit Form W-4 NMERB Enrollment Form Emergency Contact Information Anti-harassment receipt certification Drug Free Schools and Communities receipt certification What to Do If Injured on the Job receipt certification Computer Resources Acceptable Use Policy Background Check Authorization form if position meets criteria
Submit signed PT to Human Resources with completed New Hire Packet
The I-9 form can be completed once employment has been offered.
DIRECT DEPOSIT FORM Optional Must attach voided check or print out
from their bank with the account and routing number, to avoid errors
Bank information must be completed and the form must be signed
Can be split between 2 or more accountsEmployee must state exact dollar amount
they would like to put in each account Forms that say, “Split in half, etc.” or have a
percentage listed, will be returned
FORM W-4 Required by Federal Government Please make sure the form is signed
boxes 1 – 5 are completed DO NOT UNDER ANY CIRCUMSTANCES
OFFER “TAX ADVICE”Employees will often ask, how many
dependents should I claim? Should I file single? Offering this advice could make you liable if
there is an error in reporting. Make the employee accountable to read the top
portion of the form that includes basic directions, and notes.
NMERB ENROLLMENT FORM This form is REQUIRED for all employees
who work 10 or more hrs/wk or teach 3 or more credits per semester
Verify that the top portion of the form has been filled out completely, and that at least one box has been checked.
Make sure that the updated form is being used. Revision date of 02/06/12.
Secure signature at the bottom of form. Do not provide any information in the
Employer Certification Section. HR will complete this section.
I-9 COMPLIANCE Required by the Federal Government. New form was issued, for use as of 5/7/13 Section 2 should not be completed by
employee If you complete Section 2, you have to
also complete the Certification section If you are not sure about documentation,
PLEASE CALL Savana Vigil at x3429 for assistance.
Attach a copy (front & back) of the documentation used to complete Section 2
EMERGENCY INFORMATION Form is required for all employees. Must provide a contact name and
number. If unsure about address, it can be provided
later. Physician information is highly
recommended but not required, as well as allergies, and medical conditions.
Inform employee that if there are changes in information to contact HR with updates.
ANTI-HARASSMENT/DRUG FREE SCHOOL/INJURED ON THE JOB POLICIES
Form is required for all employees. Employee should retain the policy. Do
not submit back to HR.The receipt certification states that the
employee has received a copy of the policy. Ensure that the Receipt Certification is
signed, and dated by the employee. Advise employee to keep this policy in a
personal file for reference.
COMPUTER USAGE POLICY Form is required for all employees Employee keeps the yellow copy, HR
gets the white copy. Employee must sign and date The employee should keep this policy in
a personal file for reference.
CRIMINAL BACKGROUND CHECK Criminal Background Checks are now
required for ALL employees. Must be ran before employee can start
working. We can only require the “Top Candidate”
to complete the authorization form. The department will be contacted once
the check is ran. For questions regarding the Criminal
Background Checks, contact Debbie Hernandez at ext. 3609 or email her at [email protected].
PAYROLL OFFICE NOTES Accessing Pay Advices On The Web
Only If You Have Direct DepositFollow printed directions.
Hourly TimesheetsAll paper timesheets should say 2009Contact Payroll Office to schedule web entry
training Payroll Office Contact Information
Juanita Pacheco, Account Tech, 566-3245Carol Carreon, Payroll Supervisor, 566-3543
ACCOUNT NUMBER OBJECT CODES Commonly used object codes
Object Code Descriptions
5222 Adjunct Instructors-Credit
5224 Faculty Overload
5233 Non Credit Instructors
5240 Other Faculty Comp.
5340 Professional
5668 Pooled temporary funds
ADJUNCT TUITION WAIVERS Adjunct Tuition Waivers are not the same as Staff
Waivers Adjunct Waivers do not require a supervisor signature The waiver MUST HAVE the department and account
number on it prior to coming to HR for approval Adjuncts are eligible for one waiver per semester
taught These waivers may be transferred to a “qualified”
family member if the adjunct instructor is not going to use the waiver themselves
If the waiver is being transferred, HR must have appropriate documentation; Birth Certificate, Marriage Certificate, Adoption Papers, Affidavit of Domestic Partnership, etc.
29HR/WEEK LIMIT Due to the Affordable Care Act, temporary
employees and Adjunct Instructors will be limited to 29 physical hours per week. This will be effective January 1, 2014.
Adjunct Instructors – 1 credit hour = 3 physical hours
1 hour face-to-face + 2 prep hours = 3 physical hoursExample: 3 credit hour class = 9 physical hoursExample: 4 credit hour class = 12 physical hours
Temporary employees can still have more than one position but they cannot work more than a TOTAL of 29hrs for all positions combined.
Please check to see if the employee is working in another department.