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Administration & Finance Office

Headlines for the Weeks of July 21 & 28, 2014

Downtown Campus Scheduled Events

MONDAY, July 21

9:30am – 12:00pm

International Affairs – Visiting Delegation

Event Room

12:00pm – 1:00pm

Admissions – Admissions Tour

230

TUESDAY, July 22

11:45am – 1:30pm

Toastmasters – Club Meeting

520

12:00pm – 1:00pm

Admissions – Admissions Tour

230

4:30pm – 9:00pm

Knapp Entrepreneurship Center – 1st Round of Judging: 2014 City Treasurer's Business Plan Competition

305, 355

WEDNESDAY, July 23

12:00pm – 1:00pm

Admissions – Admissions Tour

230

THURSDAY, July 24

12:00pm – 1:00pm

Admissions – Admissions Tour

230

2:00pm – 3:30pm

Inteliquent, Inc. – Quarterly Employee Meeting

590

FRIDAY, July 25

12:30pm – 1:30pm

Admissions – Info Session and Tour

230

SATURDAY, July 26

NO EVENTS SCHEDULED

SUNDAY, July 27

NO EVENTS SCHEDULED

 

Summer Building and Library Hours

Building Hours

July 18 to July 28 (Read Period/Summer Exam Hours/Bar Study)

Sunday 9:30 am - 10:15 pm
Monday-Thursday 7:15 am - 11:15 pm
Friday 7:15 am - 10:15 pm
Saturday 7:30 am - 10:15 pm

July 29 to August 15 (Chicago-Kent Intersession and Stuart Summer Session C)

Sunday 11:00 am - 5:00 pm
Monday-Thursday* 7:15 am - 9:00 pm
Friday 7:15 am - 6:30 pm
Saturday 8:30 am - 5:30 pm

*On Wednesday, August 6, the building will close at 11:00 pm (summer exams for 10-week summer courses)

Library Hours

July 18 to July 28 (Read Period/Summer Exam Hours/Bar Study)

Sunday 10:00 am - 10:00 pm
Monday-Thursday 8:00 am - 11:00 pm
Friday 8:00 am - 10:00 pm
Saturday 9:00 am - 10:00 pm

July 29 to August 15 (Chicago-Kent Intersession and Stuart Summer Session C)

Sunday CLOSED
Monday-Thursday 8:00 am - 6:00 pm
Friday 8:00 am - 5:00 pm
Saturday 9:00 am - 5:00 pm

Bookstore Hours

Monday - Thursday:   9am - 6pm

Friday:   9am - 2pm

Saturday - Sunday: closed


DTC Cashier Hours

Cashier Window Schedule
 
DTC
Hours
Monday
Open
10:00-1:00 & 2:00-6:00
Tuesday
Closed
CLOSED
Wednesday
Closed
CLOSED
Thursday
Open
10:00-1:00 & 2:00-6:00
Friday
Closed
CLOSED

Spak Summer Hours 2014

May 27 to July 23 8 am to 6 pm
July 24 to August 8 Closed
August 11 to 15 8 am to 3 pm
After August 18 Resume regular hours (8 am to 6 pm)

 

Bike Rental Program

Share CyCKles Bicycle Rentals

IIT Chicago-Kent offers a bicycle rental program to members of the law school community (students, faculty and staff). For more information please visit

http://www.kentlaw.iit.edu/the-c-k-experience/living-and-studying-in-chicago/bike-rental

Chicago-Kent Student Hiring Procedures


Faculty - Must see the Faculty Assistant (Alison Steiner, asteiner2@kentlaw.iit.edu or x6-5119) prior to starting the hiring process

Staff - Individual departments are responsible for completing the hiring process
Online Electronic Student Payroll System
Electronic Payroll Authorization Form (EPAF)

All Payroll Authorizations (PAs) must be completed in the Online Electronic Student Payroll System. The University will no longer accept a paper PA for hiring Student Assistants.

U.S. Citizens

Required paperwork for new students who have never worked for the University:

Required paperwork for rehiring students who have worked for the University:

  • EPAF completed by hiring department

All forms can also be obtained from the Office of Administration and Finance, Suite 265.

**Budgetary Approval is the responsibility of the hiring department.

Note: All paperwork MUST be completed and submitted to the Office of Administration and Finance, Suite 265, prior to the student's first day of employment. For a student to perform a service without proper employment authorization is a violation. Both the individual and the employer are subject to possible sanctions by the Department of Labor and/or the INS.


International Students

Hiring General Eligibility Requirements:

  • F-1 or J-1 must have full-time enrollment
  • Dependents of F-2 cannot be employed
  • Dependents of J-2 may be employed with proper USCIS authorization
  • OPT (Optional Practical Training)

International Students With SSN

Documents needed to complete the employment packet:

All original hard copies of the above paperwork must be submitted to the Office of Administration and Finance, DTC 265, to be copied and forwarded to the Student Employment Office, SEO, MC, Galvin Library Upper Level.

International Students Without SSN

  • An EPAF must be completed online by the hiring department.
  • Once the EPAF is completed, the system will automatically send an email containing an Employment Letter to the individual who entered the EPAF.
  • The letter must be completed and signed then given to the student who will take the Employment Letter to the International Student's Office, MB 405, for their signature and approval.
  • The student will take the applicable paperwork to the Social Security Administration Office, who will issue a receipt for applying for a Social Security Card.
  • The receipt is taken to the Student Employment Office, SEO, MC, Galvin Library Upper Level

NOTE: International Students MUST NOT work until this process is completed and approval is given by the International Center.

Graduated International Students
  • Not eligible for on-campus employment (includes TA/RA)
  • Students hired for work related to field of study (OPT status) must be processed through Human Resources.

**If your student assistant is an International Student, a PA must be completed for each term.

Please contact the Office of Administration & Finance, DTC 265, if you have questions.

SUMMER 2014 CHICAGO-KENT STUDENT AND PT TEMP HIRING EMPLOYMENT PROCEDURES

PAYROLL AUTHORIZATIONS
A new Payroll Authorization must be completed for all student and Part-Time (PT) Temporary "non-benefits eligible" employees who will continue to work for you after May 24th.  (Note: this year the "Summer Term" runs from May 25 through August 16, 2014). 
           
STUDENT Payroll Authorizations:  Should be done on-line through the EPAF (Electronic Payroll Authorization Form) system in the MyIIT portal listing Dawn Rupcich as an approver. Use "sub"-Account "6307" FOR ALL STUDENT EMPLOYEES (FWS AND NON-FWS).

The payroll authorization should be filled out completely listing May 25th or thereafter (if the official hire date is later in the term) as the "Effective Date" of employment and must be submitted on or before work begins.

FEDERAL WORK STUDY (FWS)
FWS funding for community service positions is available for the summer term.  These positions are funded 100% by the federal government.  There are two very important things to note for FWS employment for the summer term as follows:

  1.  FWS is for IIT Approved Community Service positions only and is NOT available for hiring of faculty research assistants or general departmental employment during the summer term.
  1. Unlike general student employment during the summer (where a student must be enrolled for 3-credit hours to qualify for "student status"), students who qualify for FWS community service positions through their financial aid award do NOT need to be enrolled for classes during the summer term.  To qualify for FWS during the summer, a student must be considered a "matriculating" student which is defined as a student who is registered or plans to register for the fall 2014 term and who has been offered and accepted FWS for the summer term(s).

When using the EPAF system for FWS students under "Employee Type" pick Student Employee and under "Position Control #" pick Student Assistant.

PT TEMPORARY NON-BENEFITS ELIGIBLE STAFF PROCEDURES

As was announced in the Fall, IIT OHR has changed the policy for hiring PT temporary non-benefits eligible staff.  PT temporary non-benefits eligible staff can be hired on IIT's payroll (you may recall that in the past few years, we were required to hire PT staff through an employment agency).
 
TEMPORARY STAFF HIRED ON IIT'S PAYROLL
In addition to the Temporary Justification and the Job Description forms, you must also follow the next four steps:

  • A background check is required prior to hiring PT temporary staff.  IIT OHR handles this process and before you submit the PA you will need to email Griselda Mora at gmora1@iit.edu and send her the full name and email address of the person you wish to hire.  Depending on the new hires background this background check process can take anywhere from 3 days to 2 weeks to complete.  Please be sure to take into consideration the time it will take for the background check to be complete when setting a start date.  Employees whose background checks have not cleared are not allowed to begin working.

 

PLEASE NOTE THAT PT TEMPORARY EMPLOYMENT THROUGH IIT CANNOT LAST LONGER THAN ONE (1) YEAR
 
All paperwork should be submitted to the Office of Administration and Finance, Suite 265.

TEMPORARY STAFF THAT ARE HIRED THROUGH AN EMPLOYMENT AGENCY

 

PAYROLL AUTHORIZATIONS AND ALL FORMS MUST BE SUBMITTED BEFORE ANYONE BEGINS WORK

It should be noted that for new hires, pursuant to federal law and IIT Policy, the Payroll Authorization and other tax, I-9 and Direct Deposit Authorization Forms must be submitted to the Office of Administration and Finance for processing before anyone begins working for you.  There have been a few recent cases in which the required paperwork was submitted after the student/PT Temp began working.  This puts the institution at risk with the federal government and could result in the possible termination of federal financial aid.  Therefore, please be sure to adhere to this critical policy.

Below lists the criteria for Student Worker status vs PT Temporary status for the summer term:

STUDENT EMPLOYEE STATUS (use "sub"-Account "6307")
In order for a student to qualify for "student status" under IRS regulations (i.e., exempt from FICA tax), the student must be registered for at least THREE (3) credit hours during the summer term.

PT TEMPORARY/NON STUDENT STATUS (use "sub"-Account "6325")
Use "sub"-Account "6325" for PT Temporary staff.  You should also use "6325" for student employees that are not registered for at least three (3) credit hours during the summer 2014 term since they are considered a PT Temporary employee.  FICA taxes will be taken out of PT Temporary employee paychecks and the employer FICA match will be charged to your account (the FICA rate is currently 7.65%).

FWS Community Service Employment Paperwork:
Two (and possibly three) Payroll Authorizations may need to be completed for FWS Community Service positions, dependent upon the start date.
 
A Payroll Authorization needs to be done for those students who begin their FWS Community Service jobs anytime during the pay period May 25th through May 31ST.  You should use FOAP 100000-2593-6307-3100.

A Payroll Authorization needs to be done for the start of the summer payroll term which covers the first portion of the summer session which falls under the 2013-14 financial aid award year.  The start date should be June 1st (or thereafter if a student begins work after June 2nd) and list June 30th as the end date.  You should use FOAP 100000-2593-6307-3100.
           
The second portion of the summer session falls under the 2014-15 financial aid award year.  Another Payroll Authorization will need to be completed with a start date of July 1st and an end date of August 16th, 2014.  For the second portion, you should use FOAP XXXXX (which is a different Fund number than the first portion of summer to distinguish between the two different FA award terms).

STUDENT PAY RATES
The student pay rate through May 31, 2014 is $10.00 per hour.  
Beginning June 1, 2014 the student pay rate will be $11.00 per hour.
Beginning June 1, 2015 the student pay rate will be $12.00 per hour

STUDENT ONLINE TIME ENTRY
Time entry is done using IIT's online time entry for all students and staff.   For all pay periods, time worked must be entered into the electronic time sheet and submitted for approval by 10:00 am on the first Monday after the pay period ends.

Instructions for Web Time Entry can be found at:
http://www.kentlaw.edu/students/student-timesheet-instructions.pdf

If you have any problems accessing the myIIT portal, please contact IIT OTS Support Desk at 73375.

NOTE: If your student fails to input and submit his/her timesheet by 10:00 am on the Monday when timesheets are due, they will run the risk of not getting paid on the scheduled pay date.

If you have questions concerning completion of the on-line time entry after you have read the instructions and logged in, please contact Juan A. Solomon II, Suite 265, x 65100, or by email jsolomo3@kentlaw.iit.edu.

 

2013-14 BIWEEKLY PAY CALENDAR

Pay Period #
First Day of Pay Period (Start Date)
Last Day of Pay Period (End Date)
Submission Deadline
Pay Date
1
12/22/2013
1/4/2014
1/6/2014
1/10/2014
2
1/5/2014
1/18/2014
1/20/2014
1/24/2014
3
1/19/2014
2/1/2014
2/3/2014
2/7/2014
4
2/2/2014
2/15/2014
2/17/2014
2/21/2014
5
2/16/2014
3/1/2014
3/3/2014
3/7/2014
6
3/2/2014
3/15/2014
3/17/2014
3/21/2014
7
3/16/2014
3/29/2014
3/31/2014
4/4/2014
8
3/30/2014
4/12/2014
4/14/2014
4/18/2014
9
4/13/2014
4/26/2014
4/28/2014
5/2/2014
10
4/27/2014
5/10/2014
5/12/2014
5/16/2014
11
5/11/2014
5/24/2015
5/26/2014
5/30/2014
12
5/25/2014
6/7/2014
6/9/2014
6/13/2014

 

Spring 2014 Discount Parking for DTC Faculty, Staff & Students

(Revised 02/6/2014)

INTERPARK, INC. located at 525 West Monroe (entrance on CLINTON between Adams and Monroe) is offering discounted parking rates $22 per 12-hour day for members of the DTC community (between 6am - 6pm).

STANDARD PARKING located at PRESIDENTIAL TOWERS continues to provide discounted parking rates $14 per 12-hour day for members of the DTC community.

Faculty, staff and students who wish to take advantage of the parking discounts may pick up the parking permit for the Spring/Summer 2014 semester from:

Faculty and Staff

  • Office of Administration and Finance, Suite 265

Students

  • Barnes & Noble Bookstore, C-60

If you do not currently have an IIT Photo ID, please stop by the DTC Registrar's office, Suite 220 for Chicago-Kent and the Stuart School.

STANDARD PARKING RATES located at PRESIDENTIAL TOWERS
(Rooftop Parking ONLY) Monroe, Jefferson and Madison Streets (Enter on Jefferson)

IIT DTC Discount Daily Rate:
*$14 per 12-hour day.
*MUST
be purchased in packets of 5 @ $70
Current Normal Rate:
$36 per 12-hour day.
Monthly Pass:
$175 (One time $50 activation fee for new monthly passes)

The daily rate will be honored provided you follow these instructions:

  1. IIT DTC faculty, staff & students must present IIT DTC I.D. card
  2. Place the IIT DTC parking permit in the lower left front windshield of car NOTE: Permit MUST be displayed at all times when your vehicle is parked in the parking garage
  3. Payment must be made by credit card, cashier's check or money order. (NO cash or personal checks accepted.

    Also offered at the garage Monday through Friday: Early Morning Special - In by 9am out by 7pm $16/day

    Contact Davina Mitchell at (312) 775-7372 or dmitchell@ssplus.com

 

INTERPARK, INC. PARKING RATES 525 W. Monroe Street
(entrance on CLINTON between Monroe & Adams) The garage is an enclosed, heated 2-level facility.

IIT DTC Discounted Daily Rate:
*$22 per 12 hour day (between 6am - 6pm)
*
Pre-Paid validations sold in sets of 10 @ $200
Current Normal Rate: $30 per 12 hour day
MONTHLY PASS (discounted only for evening parking per below)

Monthly Evening Parking: All IIT DTC faculty, staff and students have the option to park between 3pm-6am M-F with in/out privileges for $40 per month. Automatic credit card or direct debit payment option is required for this option.

The daily rate will be honored provided these instructions are followed:

  1. IIT DTC faculty, staff & students must present IIT I.D. card
  2. Place the IIT DTC parking permit in the lower left front windshield of car. NOTE: Permit MUST be displayed at all times when vehicle is parked in the parking garage
  3. Major credit and debit cards are accepted for payment.
  4. Contact Same Asare at (312) 444-9319 or Sam.Asare@intpark.com

DEFIBRILLATOR AT THE DOWNTOWN CAMPUS!!!

The Downtown Campus has an Automated External Defibrillator (AED) to make early defibrillation immediately available in cardiac emergencies.

WHAT IS SUDDEN CARDIAC ARREST (SCA)?
Sudden cardiac arrest (SCA) can happen anywhere, to anyone, at anytime, without warning, without symptoms, and regardless of age or health. SCA is most often caused by an electrical malfunction that makes the heart quiver ineffectively. Defibrillation, an electric shock across the heart, is the only effective treatment for this malfunction. It stops the ineffective quivering and allows a coordinated heart rhythm to resume. Surviving SCA is largely dependent on how quickly the patient is defibrillated.

TYPICAL INDICATIONS THAT SOMEONE IS EXPERIENCING SCA:

  • An abnormal or racing heart beat
  • Feeling faint or dizzy due to loss of blood flow
  • Abnormal breathing
  • Loss of blood pressure and pulse
  • Loss of consciousness
  • Unresponsive

WHEN SCA STRIKES, EVERY MINUTE COUNTS.
Every minute counts when sudden cardiac arrest strikes. The new HeartStart AED unit is located at the front lobby desk where it will be readily accessible to emergency responders. Everyone at the IIT Downtown Campus can make a lifesaving difference in a medical emergency by immediately calling 911 and the DTC Security Officer on duty (ext 6-5030 using a campus phone or 312-906-5030 using a cell phone). Be sure to specifically identify the location of the victim so a trained responder can be dispatched to the scene.

DTC STAFF TRAINING:
A group of staff at the DTC have received CPR/AED training from the American Red Cross program; those trained include all of the engineering and Public Safety Officers, three library staff members and several other staff at both Chicago-Kent and Stuart. If you believe a person is experiencing SCA, please attempt to locate a trained responder by calling security as noted above. However, it is important to note that the HeartStart AED that we purchased is specifically designed to be used by virtually anyone. It actually walks the user/responder through the process with verbal instructions and other commands during the entire process. The unit has a safety feature that analyzes the victim before allowing an electric shock to be administered. In an emergency situation and in the absence of a trained user, an AED user who acts in good faith and without compensation is protected from civil liability under Illinois' Automated External Defibrillator Act, except for willful and wanton misconduct.

Please contact Dawn E. Rupcich, Assistant Dean or Rob Ulcigrai, Chief Engineer if you have any questions.

Downtown Campus Safety Tips

Do not travel alone in public areas, or stand alone at the bus stop, or corner. Keep alert for person(s) following you. Be wary of strangers offering assistance. Don't openly wear or display jewelry or handbags. The Downtown Campus of IIT provides year-round security officer escorts after 5:00 PM weekdays and on weekends. 

Shuttle Bus Schedule

Updated bus route schedules can be obtained at: http://www.iit.edu/directory/shuttlebus.html

For questions regarding the shuttlebus schedule and service please e-mail shuttlebus@iit.edu.

Office of Administration and Finance Business Hours

Monday-Friday: 8:30am - 5:00pm

Reserving a Room at the Downtown Campus

Faculty, staff, students and student organizations can reserve rooms at the Downtown Campus for meetings, study, speaker events, etc. An electronic form is available online. When completing the room reservation form online, the email field must be completed with an "@iit.edu" email address only; otherwise the request will NOT go through. An email will be sent to you confirming your reservation within 24 business hours

 

CALENDARS

.: Main Chicago-Kent event
   calendar

.: Academic calendar

.: CLE calendar

.: Alumni event calendar

.: Admissions calendar

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