Current Fiscal Year 1st Quarter Archived Annoucements

August 2007

Electronic Pay Advices
As of the September 15, payroll advices for exempt employees will be available only electronically via Payroll's "View Your Paycheck" application.

Also, you can access your Electronic Paycheck via the link located on the Payroll tab in Employee Essentials. Users are required to sign in using a Kerberos NetID and password. 
 
The following PDF documents are available on the Payroll Web site to assist users:

• One-Page Printing Instructions  
• Understanding Your Electronic Paycheck  

 

 

 09/05: New 2005 University Mileage Rates
 09/05: Time Away From Work Policy Revisions
 08/05: Foreign Travel
 08/05: Student Academic Year Reminders
 08/05: Transaction Review and Action Guidelines

---

August 2005:

 Foreign Travel

When turning in reimbursement requests involving foreign travel, travelers should also remit a credit card billing statement. Conversion exchange rates can change on a daily basis and submitting a credit card billing statement with receipts that reflect the exchange rate charges. When the statement is submitted with the receipts, travelers can avoid requesting an addendum to their reimbursement. This way travelers receive the full refund, all at the same time, rather than in two separate payments.

Also, some banks and financial institutions are now charging currency conversion fees on credit cards, and by providing a statement, travelers can be reimbursed for the fee incurred.  If you have questions regarding this process, please contact your FTS for assistance.

 Student Academic-Year Reminders

ADD/DROP PERIOD: Starts early Wednesday 8/24/2005 and ends late Friday 9/16/2005. 
ELIGIBILITY:  A noticeable number of returning students are appearing as "not eligible" for employment in the SE Client / Personal Data tab / Employment Eligible field.  

Typically, these students are not fully registered.  Most have a Bursar hold or other holds; some are on a university leave of absence or have withdrawn.  This means you cannot hire these students into new jobs.  Or, if they are still working in a summer job -- they should stop working until they are fully registered. 

Allowing an individual to work without being paid on a regular basis is a violation of  the Fair Labor Standards Act, so please adhere to this policy.  The sooner the student takes care of business, the sooner s/he can return to work.  It's o.k. to hold a job for the student until s/he is fully registered, but please do not allow non-registered students to work.

I-9 EMPLOYMENT ELIGIBILITY VERIFICATION FORMS:  Over 500 new students completed I-9 forms during New Student Registration on Friday August 19, 2005.   We are processing those forms as quickly as possible.  Students who completed I-9 forms during New Student Registration should have received a confirmation card to show employers.   Those students should not complete another I-9.  Continuing students who completed an I-9 at a previous job will display a date in the I-9 field on the Personal Data tab.

• An I-9 must be completed before the student is allowed to work.  
• If the student does not have original documentation, s/he must obtain it before you complete the I-9 and before s/he starts working.  No exceptions please...you will be violating federal law and Cornell policy.
• A copy of the I-9 can be faxed to Student Employment at 5-5022 to speed processing.
• The original must follow via campus mail.  Please keep a copy on file in your office.

I-9 forms are completed at the department level for:

• U.S. citizens
• Permanent residents
• Foreign nationals with F1 visa status

I-9 forms are completed at ISSO (International Students and Scholars Office) for:

• Foreign national students who do not have F1 visa status (i.e., A2, J1, J2, G4, etc)
• Absolutely do not allow these individuals to work until ISSO has confirmed their eligibility to work and has completed the I-9 form.  
• If you allow these individuals to work, you may jeopardize their visa status and eligibility to remain in the U.S.
• The I-9 must be fully completed...which includes all signatures and dates.
• All students must complete the box "I attest under, penalty of perjury, that I am (check one of the following):".  If the student is a foreign national, s/he must note an Alien # or Admission #, and must have a date in the "...authorized to work __ __ __" field.  
• If the student is an alien, but does not know his/her alien or admission # -- send the individual to ISSO for assistance.
  

Most I-9 forms are returned because the date is missing in the "CERTIFICATION" field in Section 2.   Please be sure to note the date the student starts working in that field.

STUDENT JOB POSTINGS:   New student job postings are pouring in, and we are activating these as quickly as possible.  Due to the high volume of new jobs coming to us, please allow us three business days to get your job posted before calling to check on its status.   

Remember that you can check Bear Access / Student Services / Student Jobs and Internships to see if your job(s) is active.   We encourage you also to review the posting for accuracy, and notify us if changes are needed.   Please notify us as soon as you fill your jobs so we can deactivate the posting.  It helps us if you reference the PID # found at the bottom of the job description when you contact us to make changes, to deactivate or reactive a job.   We also need the contact's first/last name.

 Transaction Review and Action Guidelines

Please take an opportunity to read the "Transaction Review and Action Guidelines  "

---

July 2005:

 Scheduling Voice / Data Service before Fall '05

As expected, CIT Network and Communication Services is at their peak voice and data service request season.  The majority of their work dates have been reserved, and the earliest dates available now are on or after August 16.

To accommodate more of your fall semester needs, they are offering after-hours, evening and weekend services.  If the date that you have requested is already reserved, the service analysts will offer this option to you.  Please note that they are offering these services only when requests cannot be accommodated otherwise, and that labor rates for evening and weekend work will reflect the additional costs of overtime.  The technicians also require your assistance in accessing buildings and floors or rooms that are locked outside of standard university business hours.

If you have any questions, please feel free to contact CIT Network and Communication Services at 4-NCS1 or ncs-os@cornell.edu .

 Online Exempt Time Tracking

Starting in July, the University Business Service Center will begin using a new, web-based system for reporting and tracking vacation and sick time taken by exempt employees, including Family Health Care and Personal Leave.  In the past, exempt staff have received and sent email and spreadsheets to their UBSC support person.  The new web-based system will allow employees to record time themselves.  The system also keeps track of leave accruals (balances).  Detailed instructions and information for those affected will follow in mid-July.