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Administration & Finance Office

Headlines for the Week of MARCH 18, 2013

Downtown Campus Scheduled Events

MONDAY, MARCH 18
8:00am - 9:00am ILLINOIS PUBLIC DEFENDER FACULTY MEETING
170

8:00am - 5:00pm ILLINOIS PUBLIC DEFENDER TRIAL ADVOCACY PROGRAM
C25, C35, 165, 210 & 345

12:00pm - 1:00pm CK ADMISSIONS TOUR
230

3:00pm - 9:00pm JUDGE ERICKSON TRIAL AD TEAM
MAROVITZ COURTROOM

4:00pm - 6:00pm MOOT COURT PRACTICE
370

5:00pm - 9:00pm JUDGE ERICKSON TRIAL AD TEAM
KOHEN COURTROOM

5:30pm - 7:30pm EXTERNAL AFFAIRS HCI CHICAGO CHAPTER RECEPTION
EVENT ROOM

6:00pm - 9:00pm SOUTH TEXAS TRIAL TEAM
C50

TUESDAY, MARCH 19
8:00am - 9:00am ILLINOIS PUBLIC DEFENDER FACULTY MEETING
170

8:00am - 5:00pm ILLINOIS PUBLIC DEFENDER TRIAL ADVOCACY PROGRAM
C25, C35, 165, 210 & 345

8:30am - 9:30am OFFICE OF CONTINUING LEGAL EDUCATION NLRB LABOR LAW CONFERENCE PLANNING MEETING
660

12:00pm - 1:00pm CK ADMISSIONS TOUR
230

3:00pm - 9:00pm JUDGE ERICKSON TRIAL AD TEAM
KOHEN COURTROOM

5:00pm - 7:00pm MOOT COURT PRACTICE
C40

5:30pm - 9:00pm GRADUATE ADMISSIONS NATIONAL SOCIETY OF HISPANIC MBAs
660

6:00pm - 7:15pm MOOT COURT PRACTICE
C40

6:00pm - 9:00pm SOUTH TEXAS TRIAL TEAM
C50

6:00pm - 9:00pm AAJ-WHITE
170

WEDNESDAY, MARCH 20
7:30am - 10:30am IIT STUART BMA BREAKFAST ROUNDTABLE
AUDITORIUM & LOBBY

8:00am - 9:00am ILLINOIS PUBLIC DEFENDER FACULTY MEETING
170

8:00am - 5:00pm ILLINOIS PUBLIC DEFENDER TRIAL ADVOCACY PROGRAM
C25, C35, C50, 165 & 345

12:00pm - 1:00pm CK ADMISSIONS TOUR
230

3:00pm - 9:00pm JUDGE ERICKSON TRIAL AD TEAMS
KOHEN & MAROVITZ COURTROOMS

3:30pm - 5:30pm IIT STUART CAREER LAUNCH WORKSHOP
C40

5:30pm - 6:30pm ALUMNI RELATIONS YOUNG ALUMNI COUNCIL MEETING
305

6:00pm - 7:15pm MOOT COURT PRACTICE
C20

6:00pm - 9:00pm SOUTH TEXAS TRIAL TEAM
590

THURSDAY, MARCH 21
8:00am - 9:00am ILLINOIS PUBLIC DEFENDER FACULTY MEETING
C50

8:00am - 5:00pm ILLINOIS PUBLIC DEFENDER TRIAL ADVOCACY PROGRAM
C25, C35, 165, 210 & 345

9:00am - 4:00pm HUMAN RESOURCES TIAA-CREF
355

9:00am - 5:00pm CONTINUING LEGAL & PROFESSIONAL EDUCATION E-DISCOVERY CONFERENCE
LOBBY & 170

12:00pm - 1:00pm CK ADMISSIONS TOUR
230

12:00pm - 1:00pm CONTINUING LEGAL & PROFESSIONAL EDUCATION E-DISCOVERY LUNCH
660

3:00pm - 9:00pm JUDGE ERICKSON TRIAL AD TEAMS
KOHEN & MAROVITZ COURTROOM

6:00pm - 9:00pm SOUTH TEXAS TRIAL TEAM
590

FRIDAY, MARCH 22
8:00am - 9:00am ILLINOIS PUBLIC DEFENDER FACULTY MEETING
170

8:00am - 5:00pm ILLINOIS PUBLIC DEFENDER TRIAL ADVOCACY PROGRAM
C25, C35, 165, 210 & 345

11:00am - 1:00pm CK ADMISSIONS GROUP VISITS FOR ADMITTED STUDENTS
355

11:00am - 5:00pm RIGHTPOINT CONSULTING COMPANY MEETING
C20

12:30pm - 1:30pm CK ADMISSIONS INFO SESSION & TOUR
230

1:00pm - 2:00pm CK ADMISSIONS INFORMATION SESSION
355

3:00pm - 9:00pm JUDGE ERICKSON TRIAL AD TEAMS
KOHEN & MAROVITZ COURTROOM

4:00pm - 6:00pm SBA TALENT SHOW AUDITIONS & REHEARSALS
AUDITORIUM

SATURDAY, MARCH 23
9:00am - 4:00pm JUDGE ERICKSON TRIAL AD TEAMS
KOHEN & MAROVITZ COURTROOMS

12:00pm - 5:00pm SBA TALENT SHOW AUDITIONS & REHEARSALS
AUDITORIUM

SUNDAY, MARCH 24
10:00am - 4:300pm JUDGE ERICKSON TRIAL AD TEAMS
KOHEN & MAROVITZ COURTROOMS

1:00pm - 5:30pm BAR/BRI MPRE REVIEW SESSION
AUDITORIUM, C20, C25, C35, C40 & C50


Building and Library Hours

BUILDING HOURS

Sunday 9:45 am - 11:15 pm (see NOTE 1)
Monday-Thursday 7:15 am - 11:15 pm
Friday 7:15 am - 9:45 pm
Saturday 8:15 am - 6:00 pm (see NOTE 2)

LIBRARY SEMESTER HOURS (see NOTE 3)

Sunday 10:00 am - 11:00 pm
Monday-Thursday 8:00 am - 11:00 pm
Friday 8:00 am - 8:00 pm
Saturday 9:00 am - 5:00 pm

LIBRARY HOURS DURING SPRING BREAK

Saturday, March 16 (Regular Semester Hours)
Sunday, March 17 10:00 am - 8:00 pm
Monday thru Friday, March 18-22 8:00 am - 8:00 pm
Sat./Sun., March 23-24 (Regular Semester Hours)

Extended Hours:
NOTE 1
- On Sunday, February 3, the building will open at 9:30 am.
- On Sunday, April 21, the building will open at 8:30 am.

NOTE 2
- On Saturday, February 2, the building will close at 10:30 pm (Jessup).

- On Saturday,February 23, April 6 and April 20, the building will close at 8:00 pm.

NOTE 3
-Library hours will be extended in early May to accommodate students during final exams (times to-be-announced).

 

Bookstore Hours

Tuesday - Thursday:  9am-6:30pm

Friday: 9am-2pm
Saturday & Sunday: CLOSED

 


DTC Cashier 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

IIT is going GREEN with W2 Forms

Effective immediately, all IIT employees have the opportunity to stop their paper copy of the Form W2 and still continue to view it electronically The electronic W2 form will be available to you on January 31, 2013 on the IIT portal.

Some of the benefits of receiving an electronic W-2 form are:

• Access from anywhere at any convenient time.

• Access is available at the same easy-to-use, secure Web site at which an employee can access his/her wage information.

• Eliminates the chance that the W-2 will be lost, stolen, delayed, or misplaced during delivery or after receipt by the employee.

• Employee may print multiple copies at their convenience.

To take advantage of this feature, simply log into my IIT and click on the work tab. Go to Employment Details and select Tax Forms. You will then select Electronic W2 consent and after reading the “Electronic W-2 Consent” instructions, check the box for “consent to receive W2 electronically”. Once you submit, the change will take effect.

All employees are currently scheduled to receive a paper Form W2 but once you check this box and click on submit, you will no longer receive your form in the mail.

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.


SPRING 2013 CHICAGO-KENT STUDENT HIRING

A new payroll authorization must be completed for all student employees who are:

  • New hires
  • International Students that will continue to work after the Fall term ends on 12/22/12

(A new Payroll Authorization must be done each term for international students.)

STUDENT Payroll Authorizations Should be done on-line. Use “sub”-Account “6307" for NON-WORK STUDY and “6309" for WORK STUDY ELIGIBLE students.

PART-TIME TEMPORARY STAFF (non-benefits eligible folks ) :  IIT recently adopted a policy which requires that we hire part-time temporary (non-student) staff through an outside temp agency designated by IIT Human Resources. Please contact my assistant, Juan Solomon, for details about the temp agency hiring process.

It should be noted that there are a few exceptions to the temp agency rule where we are allowed to hire PT Temps on our/IIT payroll as follows:

  1. When the individual is a current degree seeking Chicago-Kent or IIT student that does not meet “student status” per IRS rules. (NOTE: Students must be enrolled at least half-time during a term to qualify for student status which is 6 credits or more in the fall/spring and 3 credits or more in the summer).
  2. When the individual is a student at another school and meets the “student status” rule as noted above. Proof of enrollment from the home school will be required upon hire and every term they continue to be on our payroll.

For individuals who qualify to be hired on our/IIT payroll per above, a “hard-copy” Payroll Authorization should be completed. Payroll Authorizations are available in the OFFICE OF ADMINISTRATION AND FINANCE, Suite 265 or at:

http://www.iit.edu/policy_procedures/forms/pay_payroll_authorization_form.pdf

use “sub”-Account “6325" for PT Temp status.

The payroll authorization should be filled out completely listing January 2nd (or the actual start date if hired after Jan. 2) as the “Effective Date” of employment and must be submitted on or before work begins.

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.

The student pay rate will remain at $10.00 per hour.

STUDENT EMPLOYMENT END DATES

 Use 5/31/2013 for ALL Students.

FEDERAL WORK STUDY (FWS)

Community Service FWS
FWS funding for community service positions will be available during the Spring 2013 semester. IIT approved Community Service positions are funded 100% by the federal government and are NOT available for hiring of faculty research assistants or general departmental employment.

General FWS
Faculty research assistants and general departmental employment for FWS eligible students can be hired at 50% FWS funding and 50% faculty/departmental funding during the Spring semester only.

The FY13 FWS FOAP is 341035 207A 6309 2451.

 STUDENT ONLINE TIME ENTRY

Time entry is conducted through 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.

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 in the Office of Administration and Finance for assistance.

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.


2013 Biweekly Pay Calendar

Pay Period #
First Day of Pay Period (Start Date)
Last Day of Pay Period (End Date)
Submission Deadline
Pay Date
1
12/23/2012
1/5/2013
1/7/2013
1/11/2013
2
1/6/2013
1/19/2013
1/21/2013
1/25/2013
3
1/20/2013
2/2/2013
2/4/2013
2/8/2013
4
2/3/2013
2/16/2013
2/18/2013
2/22/2013
5
2/17/2013
3/2/2013
3/4/2013
3/8/2013
6
3/3/2013
3/16/2013
3/18/2013
3/22/2013
7
3/17/2013
3/30/2013
4/1/2013
4/5/2013
8
3/31/2013
4/13/2013
4/15/2013
4/19/2013
9
4/14/2013
4/27/2013
4/29/2013
5/3/2013
10
4/28/2013
5/11/2013
5/13/2013
5/17/2013
11
5/12/2013
5/25/2013
5/27/2013
5/31/2013
12
5/26/2013
6/8/2013
6/10/2013
6/14/2013

 

Spring 2013 Semester
Discount Parking for DTC Faculty, Staff & Students

(Revised 01/25/2013)

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. AN IIT PARKING PASS IS NOT NEEDED FOR IMPERIAL.

Faculty, staff and students who wish to take advantage of the parking discounts may pick up the parking permit for the FALL 2012 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 Dean Caputo at (312) 775-7372 or dcaputo@standardparking.com

Effective October 1, 2012 for the FALL 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 October 1, 2012 for the FALL 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 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. 

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. 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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