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Administration & Finance Office

Headlines for the Week of May 23, 2016

Downtown Campus Scheduled Events

MONDAY, May 23

9:00 AM - 4:00 PM

CA Bar Review Session

345

3:00 PM - 4:00 PM

New Student Orientation - Law Office

520

 

TUESDAY, May 24

8:00 AM - 10:30 AM

IA All-Staff Meeting

Morris Hall

9:00 AM - 4:00 PM

CA Bar Review Session

345

9:00 AM - 4:00 PM   

BARBRI: MBE Immersion

C25, C50, 165, 170, 210, 270, 370, 510 &  590

 

WEDNESDAY, May 25

8:00 AM - 11:00 AM

Stuart's CMC Career Connections

270

9:00 AM - 1:00 PM

CA Bar Review Session 

345

9:00 AM - 4:00 PM   

BARBRI: MBE Immersion

C35, C50, 165, 170, 210, 370, 510, 520 & 590

5:00 PM - 7:00 PM

IP Summer Writing Course

545

6:00 PM - 7:00 PM

Stuart School of Business Informational Session

583

6:00 PM - 8:00 PM

Forum on Police Accountability

Morris Hall

 

THURSDAY, May 26

9:00 AM - 1:00 PM

BARBRI: Summer Bar Review (morning)

Auditorium, C25, C50, 165, 170 & 210

9:00 AM - 1:00 PM

CA Bar Review Session

345

11:30 AM - 1:30 PM

UK Clinical Professors Luncheon

Morris Hall

1:30 PM - 5:30 PM BARBRI: Summer Bar Review (afternoon)
Auditorium
6:00 PM - 9:30 PM BARBRI: Summer Bar Review (evening)
C50

 

FRIDAY, May 27

8:00 AM - 1:00 PM

IPMM Capstone              

305

8:45 AM - 5:00 PM   

Beyond Bitcoin

Morris Hall, 510 & 580

9:00 AM - 1:00 PM

CA Bar Review Session

345

9:00 AM - 1:00 PM

BARBRI: Summer Bar Review (morning)

Auditorium, C25, C50, 165, 170 & 210  

1:30 PM - 5:30 PM BARBRI: Summer Bar Review (afternoon)
Auditorium
6:00 PM - 9:30 PM BARBRI: Summer Bar Review (evening)
C50

 

SATURDAY, May 28

8:30 AM - 2:00 PM 

Top Gun Practice                             

Kohen

 

SUNDAY, May 29

 

Building Closed

 

 


Building and Library Hours

SUMMER TERM BUILDING AND LIBRARY HOURS: Effective Monday, May 16, 2016 thru Thursday, July 14, 2016

Building Hours:

Sunday 11:00 am – 6:00 pm
Monday - Thursday 8:00 am – 10:00 pm
Friday 8:00 am – 10:00 pm
Saturday 8:30 am – 5:30 pm

The building will open early on the following days:

Tuesday, May 24 thru Friday, May 27 7:30 am
Saturday, June 4, 11 and 18 7:30 am

The building will close late on the following days:

Thursday, May 26 10:30 pm

Memoral and Independence Day Holiday the building will be closed on the following days:

Sunday, May 29 thru Monday, May 30
Sunday, July 3 thru Monday, July 4

Library Hours:

Sunday Closed
Monday - Thursday 8:30 am – 8:00 pm
Friday 8:30 am – 6:00 pm
Saturday 9:00 am – 5:00 pm

Memoral and Independence Day Holiday the library will be closed on the following days:

Saturday, May 28 thru Monday, May 30
Friday, July 1 close at Noon
Saturday, July 2 thru Monday, July 4

 


Bookstore Hours

Monday - Thursday: 9am - 6pm
Friday: 9am - 2pm
Saturday: 10am - 2pm
Sunday: CLOSED


Spakateria Hours

Spakateria Hours: Effective Monday, May 23, 2016 thru Friday, July 29, 2016

Monday - Friday: 8:00am - 3:00pm

Spakateria will be closed on the following days:

Monday, August 1 thru Friday, August 12

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 2016 CHICAGO-KENT STUDENT AND PT TEMP HIRING

STUDENT 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 22nd.  

This year the "Summer Term 1" runs from May 23rd through June 30th, 2016.  Another memo will be sent with hiring instructions for the “Summer Term 2”, July 1st through August 13th, 2016.

The current student pay rate is $12.00 per hour.

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 SUMMER TERM 1 STUDENT EMPLOYEES.

When using the EPAF system for student employment, under “Employee Type” pick Student Employee and under “Position Control #” pick Student Assistant.

The payroll authorization should be filled out completely listing May 23rd or thereafter (if the official hire date is later in the Summer 1 Term) as the “Effective Date” of employment and must be submitted before work begins.

FEDERAL WORK STUDY (FWS)

At this time, Administration & Finance is waiting for confirmation from IIT Main Campus on whether or not FWS funding will be available for the Summer Term 1.  If funding is available, an update from our office will be issued. 

FWS funding for community service positions will definitely be available for SUMMER TERM 2 that begins July 1, 2016.  However, EPAF entries for Summer 2 should NOT be done until on or after June 27, 2016.  A new EPAF will launch by then; further instructions and training will be provided at the Downtown Campus. 

Federal Work Study positions are funded 100% by the federal government.  There are two very important things to note for FWS employment for the summer terms 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 2016 term and who has been offered and accepted FWS for the summer term(s).

 PT TEMPORARY NON-BENEFITS ELIGIBLE STAFF PROCEDURES

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 Lisa Horne at lhorne1@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.
  • Employment eligibility clearance (completion of form I-9)
    www.newi9.com
  • The I9 form must be completed before or no later than three (3) days after the employee begins employment.  Employees without completed I9s 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. 

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 2016 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:
The second portion of the summer session falls under the 2016-17 financial aid award year.  A Payroll Authorization will need to be completed with a start date of July 1 through August 13, 2016.  Further instructions will be provided at a later date, before the Summer 2 Term begins.


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 Lila Wilson, Suite 265, x 65100, or by email at lila.wilson@kentlaw.iit.edu

 


2016 biweekly pay calendar

Pay Period #
First Day of Pay Period (Start Date)
Last Day of Pay Period (End Date)
Submission Deadline
Pay Date
1
12/20/2015
1/2/2016
1/4/2016
1/8/2016
2
1/3/2016
1/16/2016
1/18/2016
1/22/2016
3
1/17/2016
1/30/2016
2/1/2016
2/5/2016
4
1/31/2016
2/13/2016
2/15/2016
2/19/2016
5
2/14/2016
2/27/2016
2/29/2016
3/4/2016
6
2/28/2016
3/12/2016
3/14/2016
3/18/2016
7
3/13/2016
3/26/2016
3/28/2016
4/1/2016
8
3/27/2016
4/9/2016
4/11/2016
4/15/2016
9
4/10/2016
4/23/2016
4/25/2016
4/29/2016
10
4/24/2016
5/7/2016
5/9/2016
5/13/2016
11
5/8/2016
5/21/2016
5/23/2016
5/27/2016
12
5/22/2016
6/4/2016
6/6/2016
6/10/2016
13
6/5/2016
6/18/2016
6/20/2016
6/24/2016
14
6/19/2016
7/2/2016
7/1/2016*
7/8/2016
15
7/3/2016
7/16/2016
7/18/2016
7/22/2016
16
7/17/2016
7/30/2016
8/1/2016
8/5/2016
17
7/31/2016
8/13/2016
8/15/2016
8/19/2016
18
8/14/2016
8/27/2016
8/29/2016
9/2/2016
19
8/28/2016
9/10/2016
9/12/2016
9/16/2016
20
9/11/2016
9/24/2016
9/26/2016
9/30/2016
21
9/25/2016
10/8/2016
10/10/2016
10/14/2016
22
10/9/2016
10/22/2016
10/24/2016
10/28/2016
23
10/23/2016
11/5/2016
11/7/2016
11/11/2016
24
11/6/2016
11/19/2016
11/18/2016*
11/25/2016
25
11/20/2016
12/3/2016
12/5/2016
12/9/2016
26
12/4/2016
12/17/2016
12/19/2016
12/23/2016

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.)


2016 monthly pay calendar

Pay Period #
First Day of Pay Period (Start Date)
Last Day of Pay Period (End Date)
Pay Date
1
1/1/2016
1/30/2016
1/29/2016
2
2/1/2016
2/27/2016
2/29/2016
3
3/1/2016
3/31/2016
3/31/2016
4
4/1/2016
4/30/2016
4/29/2016
5
5/1/2016
5/29/2016
5/31/2016
6
6/1/2016
6/30/2016
6/30/2016
7
7/1/2016
7/31/2016
7/29/2016
8
8/1/2016
8/31/2016
8/31/2016
9
9/1/2016
9/30/2016
9/30/2016
10
10/1/2016
10/30/2016
10/31/2016
11
11/1/2016
11/30/2016
11/30/2016
12
12/1/2016
12/31/2016
12/30/2016

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


Summer 2016 Discount Parking for DTC Faculty, Staff & Students

(Revised 02/10/2016)

ONE PARKING 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 - 4pm, out by 2:00am).

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

IMPERIAL PARKING located at 550 West Jackson continues to provide discounted parking rates $13 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 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 IDs.

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:
$39 per 12-hour day
Monthly Pass:
$230 (One time $50 application 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 $18/day

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

 
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:
*$22 per 12 hour day (between 6am - 4pm, out by 2:00am)
*Pre-Paid validations
$20 each or purchase a book of 10 for $200 and receive 1 free validation.  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: $41 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 $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. See Garage Attendant at the entry/exit lane, or call (312) 670-9780.

IMPERIAL PARKING RATES 550 W. JACKSON Street
(entrance on QUINCY between Clinton & Jefferson) Attended, heated 2-level parking garage.

IIT Discounted Daily Rate:
*$13 per 12-hour day
*Prepaid validations sold in sets of 10 @ 130


Purchase of validations require a copy of IIT I.D. card left with attendant and personal check made out to Impark for $130.

*New Hours
Afternoon/Evening: in after 1:00pm out by 10:00pm $7.00 per day

Closed weekends and holidays

Imperial Parking does NOT require an IIT Parking Pass

Contact Bonita Davis (312) 663-1490 or BDavis@impark.com - 24-hour turnaround.


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

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.: Academic calendar

.: CLE calendar

.: Alumni event calendar

.: Admissions calendar

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