New Employee Orientation and Resource
Guide
2015-2016
Getting Started at SPSCC
Table of Contents
Rev. 9.3.15
Exempt Staff Organizational Chart ........................................................................ 1
Security & Transportation ................................................................................................ 2
E2 Campus Alerts......................................................................................................... 2
How do I Report a Crime?/Behavioral Intervention Team(BIT)................ 2
Human Resources ....................................................................................................... 3
Required Employment Forms ................................................................................. 3
Required Trainings..................................................................................................... 3
Staff ID Number and Personal Identification Number ................................... 4
Time and Leave Reporting ....................................................................................... 5
Payroll ............................................................................................................................. 5
Employee Earnings History ..................................................................................... 6
Payroll Deductions................................................................................................................ 7
Employee Benefits ...................................................................................................... 7
Professional Development & Training Funds ................................................... 9
Union Contracts ......................................................................................................... 10
Leave .............................................................................................................................. 10
Holiday Schedule ....................................................................................................... 11
Campus Resources .................................................................................................... 11
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Information Directory
Main Campus: (360) 754-7711
Voicemail Ext: 5669
Benefits ................................................................................................................................................. 5433
Bookstore............................................................................................................................................. 5303
Cafeteria/Food Services ................................................................................................................ 5330
College Relations ............................................................................................................................. 5205
Custodial Service .............................................................................................................................. 5222
Day Care Center ................................................................................................................................ 5660
Disability Support ............................................................................................................................ 5306
Diversity & Equity Center ............................................................................................................. 3157
Emergency ................................................................................................................................ 5299/911
Espresso Mia Bldg. 22 .................................................................................................................... 5223
Espresso Mia Bldg. 27 .................................................................................................................... 5337
Foundation ......................................................................................................................................... 5430
Hawks Prairie Campus; 1401 Marvin Rd NE, Lacey WA ................................................ 5750
Helpdesk – Information Services .............................................................................................. 5544
Human Resources ............................................................................................................................ 5500
Information (General); Campus Operator ............................................................................ 5200
Institutional Research ................................................................................................................... 5369
Library .................................................................................................................................................. 5271
Lost & Found ...................................................................................................................................... 5299
Pay Fees, Fines, etc. ............................................................................................................ 5246/5265
Payroll................................................................................................................................................... 5374
Room Scheduling ............................................................................................................................ 5333
Student/Staff ID Cards .................................................................................................................. 5303
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General Information
Parking/Transportation
Illegally Parked Vehicles: All vehicles must park in legal parking spaces (between the white lines) and/or
designated spaces/areas. Vehicles parked illegally will be ticketed, impounded, or immobilized with a
vehicle wheel lock.
Public Transportation (STAR Pass)
The College, in conjunction with Intercity Transit will provide you with a free STAR Bus Pass. Once you
have obtained your Staff ID card from the Bookstore, you may get a star pass from the Human Resources
office. Part Time Faculty/Staff must have permission from their supervisor to obtain a star pass, simply
have your supervisor email Human Resources and state they will be responsible to collect your star pass
when you leave employment.
Are there alternate ways to get to campus?
There are bike lockers on campus and personal lockers for your use in Building 31 as well as numerous
bike racks in various locations throughout campus. The city transit bus is also available to use for
students and employees and there are several bus stops on campus to get picked up or dropped off at.
E2 Campus Alerts
https://spscc.edu/staff
E2 Campus Alerts notify you of campus closures, late starts and security alerts. You can receive text
and/or email alerts. To sign up go to the link above or the Security website.
How do I Report a Crime?
All employees and students should immediately report any crime, suspicious circumstance/person or
emergency to the Security Office or 911 Dispatch Center.
Behavioral Intervention Team- Red Flag Report
https://spscc.edu/staff
The Behavioral Intervention Team (BIT) monitors unusual student interactions or behaviors that occur
on campus. Based upon referrals and reports, the Behavioral Intervention Team plans and implements
intervention strategies to assist students before a crisis arises.
Staff and faculty can report any Red Flag Behaviors by visiting the Faculty & Staff page and clicking on
Resources in the lower left menu and then on the Red Flag Report icon on the right side of the page. For
more information on Red Flag Behaviors or the BIT Team contact the Security Office at ext. 5299.
State Whistleblower Program
https://spscc.edu/staff/hr/forms
The Whistleblower Act provides an avenue for state employees to report suspected improper
governmental action under Chapter 42.40 RCW. The Legislative intent is to encourage state employees to
report improper governmental actions. The law makes retaliation against people who file whistleblower
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assertions unlawful and authorizes remedies should it occur. Information to file a report is located on the
Human Resource Forms webpage.
The State Auditor’s Office investigates and reports assertions of improper governmental action. The
Human Rights Commission investigates asserted retaliatory actions. The procedures are different for
assertions that are brought against judicial officers of the Supreme Court of Appeals.
Campus Security Act
The Department of Education and the Jeanne Clery Act require all colleges to provide information to
students and employees about its campus safety policies, procedures and statistics on certain crimes.
How to request office and building keys
To request keys you will need to get your supervisor’s approval and complete the Key Authorization
Form. Contact the Security Office for more information.
College Policies
https://spscc.edu/policy
College policies and procedures are published online on the college website accessed through the Faculty
& Staff webpages.
Human Resources Office
Required Employment Forms
https://spscc.edu/staff/hr/gettingstarted
IRS Form W-4
Upon hire, all new employees, including student workers, are required to complete a W-4. All employees
should review their W-4 filing status and taxes withheld and compare this to anticipated or actual tax
liability. If your income, filing status, or name changes, please submit an updated W-4 form as soon as
possible. Tax is withheld in accordance with the current rates established by the Internal Revenue Service.
Any employee filing Exempt status must fill out a new W-4 at the beginning of each new tax year. The W-4
form may be obtained by contacting the HR office or downloading the W-4 form.
Form I-9, U.S. Citizenship and Immigration Services
The College is required by the Department of Homeland Security to complete and maintain a Form I-9 for
each employee. This form is used to verify your identity and establish that you are eligible to work in the
United States. The Form I-9 requires certain original documents that are used to establish identity and
employment authorization such as your passport or driver’s license and social security card. Please
contact the Human Resources Office immediately if you have not completed this form.
Required Trainings at SPSCC:
Please refer to the guidelines on our website New Employee Orientation for further training details
FERPA
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Under the guidelines of the 1974 Family Educational Rights and Privacy Act (FERPA), students have
certain rights with respect to the education records. Read the FERPA Student Records Disclosure
Guidelines on our website under Getting Started. All employees are required to read the policy and sign.
Sexual Harassment
It is the policy of South Puget Sound Community College to maintain a work and academic community
that is free from sexual harassment. Sexual harassment violates state and federal law and will not be
tolerated by this institution. An individual in violation of this policy will be subject to informal or formal
disciplinary action up to and including dismissal from employment.
All full and part time employees are required to complete this training. All new employees are required
to complete this training within the first month of their employment.
Ethics
South Puget Sound Community College expects all employees to observe the highest standards of ethical
conduct. Each employee is expected to place the college’s interest above his or her own self-interest in all
education, business, and other work-related matters where there is any actual or potential conflict or the
appearance of a conflict.
The Washington State Executive Ethics Board Training enhances the ability of South Puget Sound
Community College employees to make ethical decisions and maintain the high standards of conduct
required of all State of Washington employees. This training introduces College employees to ethics in
the workplace so they are able to apply ethical concepts and principals to their SPSCC responsibilities.
All full and part time employees are required to complete this training. All new employees are required
to complete this training within the first month of their employment.
Supervisor Checklist
Print out the Departmental New Hire Checklist and review this with your supervisor. Once you have
completed all the steps, you and your supervisor will sign and then route the form to Human
Resources. The Departmental New Hire Checklist covers: attendance, job expectations, equipment &
property use, safety & security, compensation, employee training, department functions, and personal
concerns.
What is a Staff ID Number? (SID)
All employees are issued a SID after HR processes your new hire paperwork. This ID number is issued
and mailed to your home address. Your pin number will be assigned once your Staff ID number is in
place.
What is a PIN number and what do I use it for?
Your PIN number is assigned to use with your Staff ID Number. You can use your PIN number to access
the Employee Earnings History, Time and Leave Reporting (TLR) and the Instructor Briefcase. If for any
reason you lose or misplace your PIN, please contact the Human Resources Office.
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Time & Leave Reporting (TLR) System
https://spscc.edu/staff/hr/tlr
The Time & Leave Reporting (TLR) system is an electronic time reporting system that is designed to be
used by both overtime eligible and overtime ineligible employees at SPSCC. Most Classified, Part-Time
Hourly, and Student employees of SPSCC are overtime eligible and must record all hours worked on the
TLR system. Administrators, Classified, Exempt, and Full-Time Faculty also use the TLR to report the
leave they have taken.
Overtime Eligible Employees
The Fair Labor Standards Act (FLSA) requires records to be kept on total hours worked each day and
each workweek for overtime eligible employees to determine when they are eligible to receive overtime
compensation. Overtime-eligible employees who have prior approval and work more than forty (40)
hours in a workweek will be compensated at the overtime rate. Employees who work unauthorized
overtime hours may be subject to corrective action. By submitting your electronic timesheet you are
certifying that the hours reported accurately reflect the hours you have worked and/or the leave you
have taken.
Overtime Ineligible Employees
https://spscc.edu/staff/hr/tlr
Overtime ineligible employees are typically professional classified, faculty, or administrative/exempt
staff. Overtime exempt employees do not report hours worked, but use this system to report all leave
taken. These employees will need to input their leave hours for each pay period they have leave
transactions. This is required for all vacation, sick, personal holidays, and/or personal leave hours. By
submitting your leave electronically, you are certifying that the information you have reported accurately
reflects the hours you have taken leave.
The TLR system can be accessed from on or off campus. Information on the webpage includes topics such
as: user guides, a due date calendar, and who to contact if you have further questions
Payroll
https://spscc.edu/staff/hr/payroll
The Payroll Office is located in the Human Resources office. Please visit the HR/Payroll webpage for more
information.
How do I enroll in direct deposit?
Enrolling is easy! Employees can have their earnings automatically deposited to an account at a financial
institution of their choice. The Electronic Funds Transfer form should be completed and returned to the
Human Resources Office for processing. If you elect to deposit into a checking account, please attach a
voided check. If you elect to deposit into a savings account, please have your financial institution
complete or verify your form before submitting to the Human Resources Office.
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When do I get paid?
South Puget Sound Community College abides by the State of Washington laws and payroll schedule and
issues semi-monthly paychecks. Official pay dates are the 10th and 25th of each month.
Pay Periods
1st-15th
16th-31st
Payday
25th of current month
10th of next month
If the 10th or 25th payday falls on a Saturday, payday will be the preceding Friday. If the 10th or 25th
falls on a Sunday, payday will be the following Monday unless Monday is a federal banking holiday, then
payday will be the preceding Friday.
How do I get my paycheck?
You can sign up for direct deposit or have your check mailed to you. Direct deposit is highly
recommended because it is convenient, safe, and secure. Direct deposit ensures your check will arrive on
payday. The College makes every effort to ensure your mailed check will arrive on payday but we cannot
guarantee mail delivery.
What if I don’t get paid?
Contact the Payroll Office at 360-596-5374. If your check is mailed, please wait 10 business days before
contacting payroll. Sign up for Direct Deposit to avoid having to wait for your money. If your check is
normally direct deposited, contact payroll immediately.
Note: If you are an hourly employee or student employee who is paid based upon a timesheet, please login to
TLR (Time and Leave Reporting) and verify you have submitted your timesheet.
What if I am overpaid?
Notify the Payroll Office. State of Washington laws prohibit you from keeping any overpaid funds. See
RCW 49.48.200, RCW 49.48.210.
Employee Earnings History
https://secure.spscc.ctc.edu/cis/ppms/earn/
The Employee Earnings Application allows you to view the earnings and deductions associated with your
most recent payroll check or any payroll check issued to you within the last two years. You may also view
your year-to-date earnings, year-to-date deductions and leave balances.
To view your history on line, click Faculty & Staff, click Human Resources Office, and then click Payroll.
Scroll down until you see Employee Earnings History. Click the secure link to the website.
Once you click the link you will be prompted to enter a case sensitive user name and password the user
name is: access and the password is: spscc - once you type this in, there will be a blue hyperlink that says
“Proceed to Login” and you will be required to enter your Employee SID or Employee ID (SSN) and your
Employee PIN. If you do not have your Employee PIN or need assistance, please contact the Human
Resources office at 596-5500.
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Payroll Deductions
The College offers the following payroll deduction options. For represented faculty and staff, union dues
are automatically deducted through payroll deduction upon joining.
Homeowners & Auto Insurance
The State of Washington has negotiated group rates for its employees through Liberty Mutual Insurance.
This could mean up to 12% in discounted auto and home rates. By enrolling with Liberty Mutual, you will
be able to have the insurance cost deducted from your semi-monthly paychecks. Learn more at the PEBB
website. http://www.hca.wa.gov/pebb/pages/auto_home.aspx
Combined Fund Drive
https://spscc.edu/alumni-donors/foundation/giving
Each fall the annual Washington State Combined Fund Drive campaign is kicked off. By completing the
payroll deduction form you can direct any dollar amount to one or more specific charities. The
deductions begin in January and continue until you take positive action to change either the designee or
dollar amount during the next campaign. Learn more about Combined Fund Drive.
Gifts to SPSCC Foundation
https://spscc.edu/alumni-donors/foundation/giving
Employees may authorize scholarship or development deductions through payroll deduction. To learn
more about the program please contact the College Foundation Office.
Guaranteed Education Tuition (GET) Plan
http://www.get.wa.gov/
The Washington Guaranteed Education Tuition Program, or GET, is a qualified tuition program under
Section 529 of the Internal Revenue Code. GET offers Washington families a safe, affordable and easy way
to save for college. Since GET began in 1998, Washington families have opened more than 44,000
accounts valued at over $436 million. For questions regarding the GET program, please contact the
benefits manager in HR.
Employee Benefits
https://spscc.edu/staff/hr/benefits
South Puget Sound Community College has an excellent benefit package including health, dental and life
insurance, retirement and optional deferred compensation program.
For additional information on your benefits package visit the College’s benefits website.
Employee Assistance Program
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http://www.dop.wa.gov/EAP/Pages/default.aspx
The College contracts with the Washington State Employee Assistance Program (EAP) to provide
employee assistance. All services are confidential between you and the EAP personnel. No information is
released to your employer. Detailed information regarding the employee assistance plan is available by
calling 360-753-3260 or 1-877-313-4455 or visiting their website.
Medical/Dental Insurance
www.pebb.hca.wa.gov
New full-time employees become eligible for insurance benefits immediately if you begin employment
the first day of the month. If you start during the month, you become eligible the first day of the following
month. http://www.hca.wa.gov/pebb/Pages/new_employee_k12.aspx
Open Enrollment
The PEBB Program’s open enrollment is in November each year and this is your chance to make changes
to your PEBB account effective January 1.
Open enrollment allows you to:
 Change your medical and dental plan.
 Enroll or disenroll dependents.
 Enroll or reenroll in the flexible spending account (FSA) or Dependent Care Assistance Program
(DCAP).
 Waive medical coverage if you have other comprehensive group medical coverage.
Changing medical and dental plans
During open enrollment you can make most plan changes online by going to www.pebb.hca.wa.gov
and selecting Change My Coverage. Or you can complete and submit the Employee Enrollment/Change
form (found on PEBB’s forms page) to your Human Resources office.
Enrolling or disenrolling dependents
http://www.hca.wa.gov/pebb/Pages/how_to.aspx
If you are adding a family member to your account, you must use the Employee Enrollment/Change form
and submit it along with dependent verification documents—you cannot add family members
online. The forms are available on PEBB’s website or from your Human Resources office.
To disenroll a family member, you can either go online using Change My Coverage or complete and submit
the Employee Enrollment/Change form to your Human Resources office.
For more information
If you’d like to explore the medical and dental plan options, go to PEBB’s website and look at the
information available in the Learn More About 2015 section.
Medical Flexible Spending Accounts (FSA)
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Full time employees, faculty and adjunct faculty may participate in the Medical Flexible Spending Account
plan. The College offers an optional flexible spending account for out-of-pocket medical expenses. This is
a calendar year plan whereby employees can set aside pretax dollars to pay for out-of-pocket medical
expenses. This is a “use it or lose it” IRC governed plan. Employees can set aside between $240 and
$2,500 per calendar year. Medical expense reimbursements can be requested for the employee, their
spouse, and their IRS dependents. Eligible Employees can begin participation the first day of the month
following employment.
Medical Flexible Spending Accounts (FSA)
Dependent Care Assistance Program (DCAP)
To enroll or reenroll in the FSA or DCAP programs, go to Flex plan services website:
http://pebb.flex-plan.com/home/default.aspx
Deferred Compensation Plan:
https://washington.gwrs.com/login.do
http://www.sbctc.edu/college/_hr-benefits-connection-SBVIP.aspx
Employees of the College can participate in the State’s deferred compensation plan through payroll
deduction. This (457) plan allows an employee to set aside additional pretax earnings for retirement
savings. Employees can participate in the supplemental 403(b) retirement plans in addition to
participation in the State plan.
Retirement Plans
Department of Retirement Systems PERS Plan 2 and 3 www.drs.wa.gov
TIAA CREF http://www.sbctc.ctc.edu/college/_hr-benefits-connection-SBRP.aspx
Professional Development & Training Funds
Professional Development Funds & Advanced Degreed Funds
This program supports individual participation in conferences, workshops, college classes, seminars, and
research designed to accomplish professional development needs or the individual and/or college goals.
$350 is designated per eligible employee each fiscal year.
Classified, Administrative & Exempt employees are also eligible for advanced degree funds. Prior
approval of all course credits is required. A maximum of 12 quarter credits or equivalent are allowed per
academic year funded at $200.00 per credit. Funding is on a reimbursement basis upon verification of
successful course completion.
Corporate and Continuing Education Employee Development Program
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The Corporate and Continuing Education programs provide training opportunities to all college
employees at a discounted rate with the Internal Space Available Program. To view the list of courses
available at the Lacey Campus visit the HR Forms page.
Union Contracts
https://spscc.edu/staff/hr/forms
Classified employees are covered by the Washington Federation of State Employees (WFSE) and Faculty
members are covered by the American Federation of Teachers (AFT).
Leave
Full Time Classified Employees: Full time classified employees accrue one 8 hour personal leave day
each fiscal year after 4 months of continuous employment
Full time classified employees accrue one 8 hour personal holiday each calendar year after 4 months of
continuous employment.
Vacation
Full time classified employees accrue vacation based on their years of continuous state employment.
After 6 continuous months of state employment, employees will be credited with the vacation leave they
have accrued during the previous 6 months according to the rate schedule. New employees will not be
able to use their vacation leave until they have completed 6 continuous months of employment. Please
see the chart below to determine how much vacation leave you will accrue.
Full Years of Service
During 1st Year of Continuous State Employment
During 2nd Year of Continuous State Employment
During 3rd & 4th Years of Continuous State Employment
During 5th, 6th, & 7th Years of Total State Employment
During 8th, 9th, & 10th Years of Total State Employment
During 11th Year of Total State Employment
During 12th Year of Total State Employment
During 13th Year of Total State Employment
During 14th Year of Total State Employment
During 15th Year of Total State Employment
During 16th & Succeeding Years of Total State Employment
Monthly Rates
8 Hours
8 Hours, 40 Minutes
9 Hours, 20 Minutes
10 Hours
10 Hours, 40 Minutes
11 Hours, 20 Minutes
12 Hours
12 Hours, 40 Minutes
13 Hours, 20 Minutes
14 Hours
14 Hours, 40 Minutes
Hours Per Year
96
104
112
120
128
136
144
152
160
168
176
Full Time Classified and Administrative/Exempt employees accrue 8 hours of sick leave per month.
Sick leave is available for use to all employees immediately after they earn it. Sick leave can be used for
personal illness, injury, or disability, death, childcare emergencies, preventative health appointments,
and more. Please review your faculty/staff agreement for additional uses.
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Full Time Administrative Exempt Employees accrue 16 hours of vacation per month. Vacation leave is
available immediately after it is earned.
Full time administrative exempt Employees accrue one 8 hour personal holiday each calendar year after
4 months of continuous employment.
Faculty Leave Accruals:
Professors shall be granted twelve days upon the first day on which their initial assignment begins. After
three quarters of employment, professors shall accumulate such leave at a rate of one day for each
calendar month during which they are employed for either a contractual day or on a part-time basis for
summer school provided the total does not include more than twelve days during any given twelve
month period.
Personal leave days shall not exceed three days per year. Please refer to the faculty contract for
additional information.
Holiday Schedule for Admin/Exempt & Classified Employees
Holiday
New Year’s Day
Martin Luther King, Jr. Day
President’s Day
Memorial Day
Independence Day
Labor Day
Veterans Day
Thanksgiving
Christmas Day
2015
January 1, 2015
January 19, 2015
February 16, 2015
May 25, 2015
July 3, 2015
September 7, 2015
November 11, 2015
November 26 & 27, 2015
December 25, 2015
Campus Resources
Clipper Café/Percival Dining Room
A variety of fresh hot and cold food is available in the Student Union Building. Offering a choice of
restaurants and menus, the Clipper Café or the Percival Dining Room will fulfill your dietary needs. From
daily fresh-baked breakfast rolls and cookies to gourmet soups and entrees, the choice is yours. For the
“on-the-run” student, a variety of salads, sandwiches, and grilled items are offered. For leisurely dining,
enjoy the Percival Dining Room. Treat yourself to the best dining experience in Olympia. Foods for both
restaurants are prepared by Culinary Arts and Baking and Pastry Arts students, the future chefs of
America. For your catering needs, call (360) 596-5347.
Child Care
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South Puget Sound Community College’s Child Development Center, located in Building 20, was founded
in 1989. The YMCA currently runs the year-round preschool program and accepts children ages three
months to six years. Full-time, part-time, and pre-arranged drop-in care is available and flexible enough
to accommodate most parents. The children are also served breakfast, lunch, an afternoon snack, and
dinner, which all meet USDA nutrition guidelines. Childcare hours are from 6:45 a.m. to 10 p.m. Monday Thursday; 6:45 a.m. - 6 p.m. Friday during fall, winter, and spring quarters. You can contact the center at
(360) 596-5660.
Requests for Public Records
South Puget Sound Community College is considered an agency of the State of Washington. Records are
open for public review (with some exceptions such as student’s educational records and certain items in
employees’ personnel file.) Any member of the community may ask to see or obtain a photocopy of any
existing college document that is part of the public record.
For information on how to request access to public records, contact the Human Resources Office at (360)
596-5360. For the Washington State rules on access to public records, go to www.pdc.wa.gov
SPSCC Hours of Operation
Olympia Campus Business Hours
Monday and Tuesday 7:30 A.M. – 5:30 P.M.; Wednesday - Friday 7:30 A.M. - 5:00 P.M.
Lacey Campus Business Hours
Monday – Thursday 7:30 A.M. – 7:00 P.M.; Friday 7:30 A.M. - 5:00 P.M.
Olympia Campus Summer Hours
Monday – Thursday 7:30 A.M. – 5:30 P.M.; Friday – Closed
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