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Administration & Finance Office

Headlines for the Week of July 16, 2012

Downtown Campus Scheduled Events

MONDAY, JULY 16
12:00pm - 1:30pm DEAN’S OFFICE FACULTY WORKSHOP
305

6:00pm FAMILY LAW (DE FREITAS)
C20 & 760

6:00pm CONFLICT OF LAWS (ROSEN)
C40 & 760

6:00pm EVIDENCE (KLING)
510 & 590

TUESDAY, JULY 17
4:00pm - 8:30pm SSB CHICAGO SCHOLARS MEET-AND-GREET
EVENT ROOM

WEDNESDAY, JULY 18
6:00pm SOFTWARE PATENTS (SUTTON)
C20 & 760

6:00pm COMMERCIAL LAW: PAYMENT SYSTEMS (M. SPAK)
C40 & 760

6:00pm PROFESSIONAL RESPONSIBILITY (KLING)
510 & 590

THURSDAY, JULY 19
12:00pm - 1:30pm FACULTY AFFORDABLE HEALTHCARE
165

5:30pm - 9:30pm MOOT COURT HONOR SOCIETY NEW MCHS MEMBERS RECEPTION
FRONT LOBBY

FRIDAY, JULY 20
NO EVENTS SCHEDULED

SATURDAY, JULY 21
NO EVENTS SCHEDULED

SUNDAY, JULY 22
NO EVENTS SCHEDULED

Wacker Drive Adams Street Crossing Update

The Adams temporary crossing of Wacker Drive will be closed at 10 am 6/21/12 to 7/2/12.  Pedestrians can use Jackson or Monroe to cross Wacker Drive.

 

Building and Library Hours

JULY 13 - 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

LIBRARY HOURS

JULY 13 - 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

*NOTE: On Saturday, July 28th, the library will close at 5:00 pm

DTC Bursar Hours

Summer 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

*NOTE: On Monday July 16th, the Cashiers office will be closed.

Chicago-Kent Student Hiring Procedures


Faculty - Must see the Faculty Support Administrator (Vince Rivera, x65117, vrivera@kentlaw.edu) 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 2012 CHICAGO-KENT STUDENT HIRING

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 26 th . (Note: this year the "Summer Term" runs from May 27 through August 25, 2012).

STUDENT Payroll Authorizations: Should be done on-line

PT TEMPORARY STAFF (non-benefits eligible folks) Payroll Authorizations : Should be done on “ hard-copy”. Payroll Authorizations are available in the OFFICE OF ADMINISTRATION AND FINANCE, SUITE 265 or on-line at http://www.iit.edu/policy_procedures/forms/pay_payroll_authorization_form.pdf

The Payroll Authorization should be filled out completely listing May 27, 2012 as the “Effective Date” of employment and must be submitted on or before this date.

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 2012 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%).

FEDERAL WORK STUDY (FWS) for Community Service Positions ONLY

FWS funding for community service positions is available for the last pay period in spring (May 13 th – 26 th) and over 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.

2. 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 2012 term and who has been offered and accepted FWS for the summer term/s.

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 13 th through May 26 th. You should use FOAP 341025-207A-6309-2451 .

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 2011-12 financial aid award year. The start date should be May 27 th (or thereafter if a student begins work after May 27 th) and list June 30 th as the end date. You should use FOAP 341025-207A-6309-2451 .

The second portion of the summer session falls under the 2012-13 financial aid award year. Another Payroll Authorization will need to be completed with a start date of July 1 st and an end date of August 25 th, 2012. For the second portion, you should use FOAP 341035 -207A-6309-2451 (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 will remain at $10.00 per hour.

Please contact Administration and Finance if you have any questions


Student Online Time Entry

Time entry is conducted through IIT's online time entry for all students and staff. Instructions for Web Time Entry can be found at: http://www.kentlaw.edu/students/student-timesheet-instructions.pdf.
Please print out this "Timekeeping Manual" for student workers so that you have it as a reference for each pay period you will need to enter time worked on-line.

If you have any problems accessing the myIIT portal, please contact IIT OTS Support Desk at 7-3375.


2012 Biweekly Pay Calendar

Pay Period
Number

First Day of Pay Period
(Start Date)
Last Day of Pay Period
(End Date)
Submission
Deadline
Employee - 10 am
Approver - 4 pm
Pay Date
1
12/25/2011
01/07/2012
01/09/2012

01/13/2012

2
01/08/2012
01/21/2012
01/23/2012
01/27/2012
3
01/22/2012
02/04/2012
02/06/2012
02/10/2012
4
02/05/2012
02/18/2012
02/20/2012
02/24/2012
5
02/19/2012
03/03/2012
03/05/2012
03/09/2012
6
03/04/2012
03/17/2012
03/19/2012
03/23/2012
7
03/18/2012
03/31/2012
04/02/2012
04/06/2012
8
04/01/2012
04/14/2012
04/16/2012
04/20/2012
9
04/15/2012
04/28/2012
04/30/2012
05/04/2012
10
04/29/2012
05/12/2012
05/14/2012
05/18/2012
11
05/13/2012
05/26/2012
05/25/2012
06/01/2012
12
05/27/2012
06/09/2012
06/11/2012
06/15/2012
13
06/10/2012
06/23/2012
06/25/2012
06/29/2012
14
06/24/2012
07/07/2012
07/09/2012
07/13/2012
15
07/08/2012
07/21/2012
07/23/2012
07/27/2012
16
07/22/2012
08/04/2012
08/06/2012
08/10/2012
17
08/05/2012
08/18/2012
08/20/2012
08/24/2012
18
08/19/2012
09/04/2012
08/31/2012
09/07/2012
19
09/02/2012
09/15/2012
09/17/2012
09/21/2012
20
09/16/2012
09/29/2012
10/01/2012
10/05/2012
21
09/30/2012
10/13/2012
10/15/2012
10/19/2012
22
10/14/2012
10/27/2012
10/29/2012
11/02/2012
23
10/28/2012
11/10/2012
11/12/2012
11/16/2012
24
11/11/2012
11/24/2012
11/26/2012
11/30/2012
25
11/25/2012
12/08/2012
12/10/2012
12/14/2012
26
12/09/2012
12/22/2012
12/17/2012
12/28/2012

NOTE: * Denotes early timesheet submission date. (Dates are subject to change).

Summer 2012 Semester
Discount Parking for DTC Faculty, Staff & Students

(Revised 06/15/2012)

INTERPARK, INC. located at 525 West Monroe (entrance on CLINTON between Adams and Monroe) is offering discounted parking rates $20 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 $12 per 12-hour day for members of the DTC community.

IMPERIAL PARKING located at 550 West Jackson Blvd offers a discounted rate of $12 per 12-hour day for member 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 2011 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:
*$12 per 12-hour day.
*MUST
be purchased in packets of 5 @ $60
Current Normal Rate:
$26 per 12-hour day.
Monthly Pass:
$160 (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.)
  4. Contact Davina Mitchell at (312) 775-7372 or dmitchell@standardparking.com

Effective February 1, 2012 for the Spring 2012 semester.

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:
*$20 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 Thomas Diaz at (312) 935-2897 or thomas.diaz@intpark.com

Effective February 1, 2012 for the Spring 2012 semester.

Imperial Parking Rates 550 West Jackson
(e
ntrance on Quincy, between Clinton and Jefferson)
Heated 2-level parking garage
Attended Garage
Open Mon-Fri 6 A.M. to 10 P.M.
Closed weekends and holidays

$12 per 12 hour day rate available for prepaid validations sold in sets of 10.
Purchase of validations require a copy of IIT I.D. card left with attendant and personal check made out to Impark for $120.

Also offered at the garage Monday through Friday:

Sunrise Special: in between 6am - 7am $11 per day
Early Bird Special: in between 7am - 8am $14 per day
Afternoon/Evening: in after 12:30pm $6 per day

**Imperial Parking does not require an IIT Parking Pass.

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 Vice President 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. 

Credit Card Cancellation Information
(If Your Wallet or Purse is Lost or Stolen)
Courtesy of the IIT Public Safety Department, we are providing a list of phone numbers for major credit card companies, department stores, and others, in the event that your wallet or purse is lost or stolen. The list is available by clicking here .

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. An email will be sent to you confirming your reservation within 24 business hours

 

CALENDARS

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.: Alumni event calendar

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