Utica College
Student Employment
STUDENT
ORIENTATION
2016-2017
We welcome you to the Utica College Student Employment Program.

The Office of Student Employment is located in
Room 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 atwill and may be terminated if circumstances warrant dismissal.

You may have one primary job with the exceptions of Resident Assistant,
Phon a Thon, YSLPP Tutor, HEOP tutor, Life guarding, 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.
2016- 2017 Academic Year
Our Job Application Process!
Go to http://www.utica.edu/hr/studentemployment/
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.
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 email
to fill out employment paperwork.
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.
2016 - 2017 Academic Year

After supervisor approval for a job position, completed paperwork must
be on file in the Office of Student Employment (Room 250 White Hall)

No paperwork will be accepted until a supervisor has accepted your job
position.

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 DOCUMENTS
see list of acceptable documents here
(http://www.uscis.gov/sites/default/files/files/form/i-9.pdf)
Photo copies and faxes are not acceptable!
1.
2.
3.
Federal W-4 Tax form
State IT-2104 Tax form
Direct Deposit form (we strongly encourage students to use this benefit)

Once you have been processed and have completed your job acceptance, you
may contact your supervisor for a work schedule and begin working.

It is illegal to begin working before you have been processed by student
employment and completed a job acceptance.
2016 - 2017 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
https://i94.cbp.dhs.gov
◦ I-20
◦ Social Security Number

Students Must:
1.
2.
3.
4.
5.
6.
Apply for employment position.
Be accepted by supervisor.
Go to the Office of International Education and report supervisor name so a
Letter of Verification can be sent.
Obtain a Social Security Number if you don’t already have one.
Complete forms with a permanent USA address, if you don’t have one use the
college’s address (1600 Burrstone Road Utica, NY 13502)
Bring all completed forms, along with all required documents to student
employment to be processed.
2016 - 2017 Academic Year
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
2016 - 2017 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.
2016 - 2017 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)
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.
2016 - 2017 Academic Year
COMPLETE AND SUBMIT YOUR
TIMESHEETS ONLINE
Know
your
alternate
supervisor
No more paper
timesheets! Directions
for web time entry are
on the SE website.
Web time Entry is
DATE DRIVEN
Your timesheet must
be completed and
approved on time
for you to get paid.
2016 - 2017 Academic Year
Using the electronic
payroll system is a
condition of
employment at Utica
College
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.
Don’t forget to
enter your
bannerweb
password when
you submit your
timesheet for
approval.


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 submitting and approving for the fall can be found on
the Student Employment website under ..\..\SE Payroll for
Spring 2016.pdf
2016 - 2017 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.
2016 - 2017 Academic Year

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
Payment by check will need to be picked up in Student Financial
yment byServices
check will
to be
picked
in Student
-117need
Hubbard
Hallwith 2up
forms
of ID.
Financial Services -117 Hubbard Hall- with 2 forms of ID.
2016 - 2017 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.
Rebecca Sullivan, Student Employment Coordinator
Office of Student Employment
Room 121 White Hall
Phone: 792-3365 Fax: 315-223-2580
E-mail: resullivan@utica.edu
2016 - 2017 Academic Year