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Administration & Finance Office

Headlines for the Week of July 6, 2020

Downtown Campus Scheduled Events

Monday, July 6, 2020

NO EVENTS SCHEDULED

 

 


 

Building and Library Hours

The REVISED SPRING SEMESTER hours will go into effect on MONDAY, March 23, 2020.  The building and library hours are as follows:

 

BUILDING HOURS

Sunday CLOSED
Monday - Friday 7:30 am – 6:00 pm
Saturday CLOSED

 

LIBRARY HOURS (Already in effect as of March 17, 2020)

NOTE:  If you need reference assistance or have questions, library staff will be available to assist remotely.  Please contact the library staff via email at refreq@kentlaw iit.edu or by phone at 312-906-5600 from 8:30 am thru 5:00 pm, Monday thru Friday

 

Sunday CLOSED
Monday - Friday CLOSED
Saturday CLOSED

 

 


Bookstore Hours

Monday - Sunday CLOSED

 


Spakateria Hours

Monday - Sunday

CLOSED
 

 


Chicago-Kent Student Employment Procedures

A new Payroll Authorization must be completed for all Student and Part-Time (PT) Temporary “non-benefits eligible” employees who will either begin or continue to work for you after Friday, May 15th. The procedure and corresponding dates for each employee type is outlined below.

Supervisors can begin entering Summer Electronic Payroll Authorization Forms (EPAFs). NOTE: If the EPAF pre-fills a start date, it can be edited but no earlier than the current day’s date of entry.

REGULAR STUDENT EMPLOYEMENT PROCEDURES (w/Summer term enrollment

The Payroll Authorization should be done on-line through the EPAF (Electronic Payroll Authorization Form) system in the myIIT portal listing Approver 1/Supervisor as the name of the person who will approve bi-weekly time sheets and Dawn Rupcich as Approver 2/Budget Manager. Use Salary Account code 6307 FOR NON-FWS, REGULAR STUDENT EMPLOYMENT.

When using the EPAF system for regular student employment under “Position Control #” select Student Assistant. This position control option will correspond with the salary account code entered, as referenced above.

The payroll authorization should be filled out completely listing May 17th or thereafter as the “Start Date” of employment and MUST BE SUBMITTED BEFORE work begins. The “End Date” for non-FWS, regular student employment is on or before June 30th, 2020 and the deadline to submit an EPAF is June 14th.

REGULAR STUDENT EMPLOYEMENT PROCEDURES (w/o Summer term enrollment

Complete a paper Payroll Authorization Form with Salary Account code 6325 FOR NON-FWS REGULAR STUDENT TEMPORARY EMPLOYMENT.

The Payroll Authorization Form should be filled out completely listing May 17th or thereafter as the “Start Date” of employment and MUST BE SUBMITTED BEFORE work begins. The “End Date” for non-FWS, regular student temporary employment is on or before August 23rd 2020.

Faculty interested in hiring a student as a Summer Research Assistant must contact Debbie Ginsberg – before the student begins working – with the student’s name, start/end dates and faculty Fund Number (e.g., 172xxx). RAs are paid from the hiring faculty’s fiscal year budget.

FEDERAL WORK STUDY (FWS) STUDENT EMPLOYEMENT PROCEDURES

Federal Work Study positions are funded, entirely or partially, by the federal government. The following points are important to note for FWS employment for the summer term.

  1. FWS is approved for the following Summer positions:
    a. Community Service jobs, which will be funded 100% by the federal government; and
    b. General departmental student assistant jobs that can be funded 50% by the federal government and 50% by the hiring department’s operating budget. It is recommended that departments posting to hire students advertise as, “Federal Work Study eligible students preferred.”
  2. FWS student employment is NOT available for:
    a. Faculty research assistants; or
    b. Funded projects student workers.
  3. Unlike regular 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 terms. 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 2020 term and who has been offered and accepted FWS for the summer terms.

This year the FWS "Summer Term 1" runs from May 17th through June 30th, 2020. Another memo will be sent with hiring instructions for the “Summer Term 2”, July 1st through August 23rd, 2020.

The Payroll Authorization should be done on-line through the EPAF (Electronic Payroll Authorization Form) system in the myIIT portal listing Approver1/Supervisor as Ramona Lewis and Approver 2/Budget Manager as Dawn Rupcich. Use FOAP: 102500-2504-6309-2451.

When using the EPAF system for FWS student employment under “Position Control #” select FWS Community Service. This position control option will correspond with the designated FWS FOAP, as referenced above. The payroll authorization should be filled out completely listing May 17th or thereafter as the “Start Date” of employment and MUST BE SUBMITTED BEFORE work begins. The “End Date” for FWS student employment Summer Term 1 is on or before June 30th and the deadline to submit a Summer 1 FWS EPAF is June 14th.

IMPORTANT REMINDERS FROM THE STUDENT EMPLOYMENT OFFICE

  • Students CANNOT begin working until cleared by the IIT Student Employment Office, officially hired and placed on payroll.
  • Summer Hours/Eligibility: Students can begin working up to 40 hours per week Monday, May 18th 2020.
  • Graduating Students: The last day graduating students can work as a student employee is May 15th 2020. After that date, they would need to be hired as temporary employees (through HR) if you wish to retain them for the summer.
  • Termination Payroll Authorizations (paper PA version) need to be submitted for all graduating students.
  • Students taking the Summer term off but enrolled in the Fall Semester are still considered students and will continue to be processed through the Student Employment Office.
  • The Student Employment Office: For more information, contact us at seo1@iit.eduor at ext. 76802.

PART-TIME TEMPORARY NON-BENEFITS ELIGIBLE STAFF PROCEDURES

TEMPORARY STAFF THAT ARE HIRED THROUGH AN EMPLOYMENT AGENCY

  • Complete a Temporary Staff Justification Form with the appropriate signatures
  • Complete a Job Description Questionnaire

These forms are available via the myIIT portal on the Human Resources Forms page, under Supervisor’s Forms: https://pws.iit.edu/hr/forms

Route the forms to Administration & Finance to begin the approval process; final approval is with Human Resources.

  • Once the temporary staff position is approved by HR, please refer to Purchasing’s Temporary Staffing policy for how to pay the employment agency on a purchase order. An IIT Agreement for Consulting Services and Rider to Contract for Hire Service are required with the purchase requisition. The complete Temporary Staffing policy can be found at: https://pws.iit.edu/purchasing/temporary-staffing

TEMPORARY STAFF HIRED ON IIT'S PAYROLL

In addition to the Temporary Staff Justification Form and the Job Description Questionnaire, you must also follow these 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 Melissa Munoz-Rush at mmunozrush@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.
  • A background check is not required for regular student temporary employees

FOR ALL NEW HIRES – STUDENT EMPLOYMENT & PT TEMPORARY STAFF

New hires and first-time IIT employees must submit the following four items:

  • 2020 Federal W4 Form.
  • 2020 Illinois W4 Form.
  • IIT Direct Deposit Authorization Form.
  • I-9 Form. When starting a new I9 Form, enter code 17346 or Illinois Institute of Technology. The I9 form must be completed and certified before or no later than three (3) days after the employee begins employment. Any employees without completed I-9s are not allowed to work. To certify the I9 form, go to www.i9express.com. If you do not have login credentials for the I9 electronic certification site, please contact Administration and Finance.
  • A Non-Disclosure & Confidentiality Agreement must be completed by Student Employment new hires only and does not apply to temporary staff employees.
All paperwork for new hires should be submitted to Ramona Lewis, Administration and Finance (Suite 265), via email to RLewis7@kentlaw.iit.edu. Supporting documents supplied for the I9 should be scanned or copied in full color, no black & white copies can be allowed of passports, state ID cards, etc.

PAYROLL AUTHORIZATIONS AND ALL FORMS MUST BE SUBMITTED BEFORE WORK BEGINS
It should be noted that for new hires, pursuant to federal law and IIT Policy, the Payroll Authorization, tax forms and I9 Form 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.

Student Employment vs Part-Time Temporary Employment:

STUDENT EMPLOYEE STATUS (use Salary Account code “6307" or “6309”)

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/STUDENT TEMPORARY STATUS (use Salary Account code “6325")

Use “sub”-Account “6325" for PT temporary staff. You should also use “6325” for student employees that are not enrolled for at least three (3) credit hours during the summer 2020 term, but continuing with matriculation in the Fall 2020, in which case they are considered a temporary student 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:

The second portion of the summer session falls under the 2020-2021 financial aid award year. A Payroll Authorization will need to be completed with a start date of July 1 through August 23, 2020. Further instructions will be provided at a later date, before the Summer 2 Term begins.

STUDENT PAY RATES

The student pay rate is $14.00 per hour. Students can begin working up to 40 hours per week beginning Monday, May 18, 2020.

 

ENTERING ONLINE TIME SHEETS

Time reporting is done using online time sheets in the Work tab of the myIIT portal for student employees and part-time temporary staff on IIT’s payroll. For all pay periods, time worked must be entered into the online time sheet and submitted for supervisor’s 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 experience problems accessing the myIIT portal or your time sheet, please contact IIT OTS Support Desk at ext. 73375 or by email at supportdesk@iit.edu.

NOTE: if your student or PT Temp fails to input and submit his/her timesheet by 10:00 am or the Supervisor fails to approve the time sheet before 4:00 pm on the Monday when timesheets are due for Payroll, a Paper Time Sheet Adjustment form is required and the employee is at risk of not getting paid on the scheduled pay date.

If you have questions about any of the information provided in this memo regarding student or PT Temp employment, please contact Ramona Lewis 312-906-5100, or by email rlewis7@kentlaw.iit.edu.

 


2020 Biweekly pay calendar

Pay Period #
First Day of Pay Period (Start Date)
Last Day of Pay Period (End Date)
Submission Deadline
Pay Date
1
12/15/2019

12/28/2019 12/19/2020 1/3/2020
2
12/29/2019

1/11/2020 1/13/2020 1/17/2020
3
1/12/2020

1/25/2020 1/27/2020 1/31/2020
4
1/26/2020

2/8/2020 2/10/2020 2/14/2020
5
2/9/2020

2/22/2020 2/24/2020 2/28/2020
6
2/23/2020

3/7/2020 3/9/2020 3/13/2020
7
3/8/2020

3/21/2020 3/23/2020 3/27/2020
8
3/22/2020

4/4/2020 4/6/2020 4/10/2020
9
4/5/2020

4/18/2020 4/20/2020 4/24/2020
10
4/19/2020

5/2/2020 5/4/2020 5/8/2020
11
5/3/2020

5/16/2020 5/18/2020 5/22/2020
12
5/17/2020

5/30/2020 6/1/2020 6/5/2020
13
5/31/2020

6/13/2020 6/15/2020 6/19/2020
14
6/14/2020

6/27/2020 6/29/2020 7/3/2020
15
6/28/2020

7/11/2020 7/13/2020 7/17/2020
16
7/12/2020

7/25/2020 7/27/2020 7/31/2020
17
7/26/2020

8/8/2020 8/10/2020 8/14/2020
18
8/9/2020

8/22/2020 8/24/2020 8/28/2020
19

8/23/2020

9/5/2020 9/4/2020 9/11/2020
20
9/6/2020
9/19/2020 9/21/2020 9/25/2020
21
9/20/2020

10/3/2020 10/5/2020 10/9/2020
22
10/4/2020

10/17/2020 10/19/2020 10/23/2020
23
10/18/2020

10/31/2020 11/2/2020 11/6/2020
24
11/1/2020

11/14/2020 11/16/2020 11/20/2020
25
11/15/2020

11/28/2020 11/30/2020 12/4/2020
26
11/29/2020

12/12/2020 12/14/2020 12/18/2020
27
12/13/2020

12/26/2020 12/23/2020 12/31/2020

NOTE: Employees should begin inputting time online the first day of the pay period.

*Denotes early time sheet submission date. (Dates are subject to change.)


2020 Monthly pay calendar

Pay Period #
First Day of Pay Period (Start Date)
Last Day of Pay Period (End Date)
Pay Date
1
1/1/2020 1/31/2020 1/31/2020
2
2/1/2020 2/28/2020 2/28/2020
3
3/1/2020
3/31/2020 3/31/2020
4
4/1/2020
4/30/2020 4/30/2020
5
5/1/2020
5/31/2020 5/29/2020
6
6/1/2020
6/30/2020 6/30/2020
7
7/1/2020

7/31/2020 7/31/2020
8
8/1/2020

8/31/2020 8/31/2020
9
9/1/2020

9/30/2020 9/30/2020
10
10/1/2020

10/31/2020 10/30/2020
11
11/1/2020

11/30/2020 11/30/2020
12
12/1/2020

12/31/2020 12/31/2020

NOTE: Employees should begin inputting time online the first day of the pay period.


Spring 2020 Discount Parking for DTC Faculty, Staff & Students

(Revised 02/01/2020.  All discounted pricing subject to change without advanced notice from the parking proprietor.)

Faculty, Staff, Students

  • Office of Administration and Finance, Suite 265

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

 

ONE 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:  02/01/2020 – 06/30/2020
*$22 per 12 hour day (between 6am - 6pm), Deposit $60.00 refundable
*Pre-Paid validations
 $22 each or purchase a book of 10 for $220. Validations are good for up to 12-hours of parking with entry any time between 4:00pm-12:00am (but, you must exit by 8:00am).
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-8am M-F with in/out privileges for $64.12 per month, plus $25 activation fee for first 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. See Garage Attendant at the entry/exit lane, or call (312) 670-9780.

Contact: Rosario Palella (609) 330–2707 or Rpalella@OneParking.com

 

PRESIDENTIAL TOWERS 555 W Madison St, Chicago, IL

IIT DTC Discount Daily Rate: 02/01/2020 – 06/30/2020

*$14 per 12-hour day. (To purchase, School I.D will need to be shown)
*MUST be purchased in packets of 5 @ $70
Current Normal Rate: $41 per 12-hour day

Monthly Pass: Student parkers signing up $195.00/month plus one time non-refundable $50 application fee. Monroe, Jefferson, and Madison Streets (Enter on Jefferson)(Rooftop Parking ONLY)

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. Payments must be made by credit card, money order, and/or personal checks. (NO cash accepted.)

Also offered at the garage Monday through Friday:

Early bird special - $15.00 (enter before 9am, out by 7pm Monday – Friday)
Evening special - $10.00 (enter after 2pm out by 1am Monday - Friday)

Garage Office Hours: Monday – Friday 7AM - 7PM

Office: 312-775-7372

 


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.


Office of Administration and Finance Business Hours

Monday-Friday: 8:45am - 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

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