Chicago-Kent Student Employment Procedures

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Chicago-Kent Student Employment Procedures

Student employment for the 2020-2021 academic year is restricted to Federal Work Study (FWS) eligible students with an accepted FWS award.

This restriction does not apply to non-university funded programs.

Hiring Supervisors can begin entering Spring 2021 Electronic Payroll Authorization Forms (EPAFs). The student pay rate is $14/hour.

Student employment dates for the Spring 2021 semester are between January 19th – May 14, 2021. Students can be hired, paid 50% from eligible FWS funding and 50% from a department's operating budget or faculty budget.

The 2020-21 FWS FOAP is 102500 2504 6309 2451

Under no circumstance should any student begin working BEFORE approval by the Student Employment Office.

Faculty - for assistance with hiring student RAs contact Vanessa Anderson via email at vanderson@kentlaw.iit.

Staff - submit the proper forms to hire department student assistants to begin the process route forms to Administration & Finance Office via email rlewis7@kentlaw.iit.edu.

FOR ALL NEW HIRES – STUDENT EMPLOYMENT

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

  • 2021 Federal W4 Form.
  • 2021 Illinois W4 Form.
  • IIT Direct Deposit Authorization Form.
  • I-9 Form. When starting a new I9 Form, enter code 17346 or type Illinois Institute of Technology, next select C-K Administration. 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, 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.

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:

webmaster.iit.edu/files/chicagokent/the-record/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 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.

2021 Biweekly pay calendar

Pay Period # First Day of Pay Period (Start Date) Last Day of Pay Period (End Date) Submission Deadline Pay Date
1 12/27/2020 1/9/2021 1/11/2021 1/15/2021
2 1/10/2021 1/23/2021 1/25/2021 1/29/2021
3 1/24/2021 2/6/2021 2/8/2021 2/12/2021
4 2/7/2021 2/20/2021 2/22/2021 2/26/2021
5 2/21/2021 3/6/2021 3/8/2021 3/12/2021
6 3/7/2021 3/20/2021 3/22/2021 3/26/2021
7 3/21/2021 4/3/2021 4/5/2021 4/9/2021
8 4/4/2021 4/17/2021 4/19/2021 4/23/2021
9 4/18/2021 5/1/2021 5/3/2021 5/7/2021
10 5/2/2021 5/15/2021 5/17/2021 5/21/2021
11 5/16/2021 5/29/2021 5/31/2021 6/4/2021
12 5/30/2021 6/12/2021 6/14/2021 6/18/2021
13 6/13/2021 6/26/2021 6/28/2021 7/2/2021
14 6/27/2021 7/10/2021 7/12/2021 7/16/2021
15 7/11/2021 7/24/2021 7/26/2021 7/30/2021
16 7/25/2021 8/7/2021 8/9/2021 8/13/2021
17 8/8/2021 8/21/2021 8/23/2021 8/27/2021
18 8/22/2021 9/4/2021 9/6/2021 9/10/2021
19 9/5/2021 9/18/2021 9/20/2021 9/24/2021
20 9/19/2021 10/2/2021 10/4/2021 10/8/2021
21 10/3/2021 10/16/2021 10/18/2021 10/22/2021
22 10/17/2021 10/30/2021 11/1/2021 11/5/2021
23 10/31/2021 11/13/2021 11/15/2021 11/19/2021
24 11/14/2021 11/27/2021 11/29/2021 12/3/2021
25 11/28/2021 12/11/2021 12/13/2021 12/17/2021
26 12/12/2021 12/25/2021 12/27/2021 12/31/2021

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.)

2021 Monthly pay calendar

Pay First Day of Pay Period (Start Date) Last Day of Pay Period (End Date) Pay Date
1 1/1/2021 1/31/2021 1/29/2021
2 2/1/2021 2/28/2021 2/26/2021
3 3/1/2021 3/31/2021 3/31/2021
4 4/1/2021 4/30/2021 4/30/2021
5 5/1/2021 5/31/2021 5/28/2021
6 6/1/2021 6/30/2021 6/30/2021
7 7/1/2021 7/31/2021 7/30/2021
8 8/1/2021 8/31/2021 8/31/2021
9 9/1/2021 9/30/2021 9/30/2021
10 10/1/2021 10/31/2021 10/30/2021
11 11/1/2021 11/30/2021 11/30/2021
12 12/1/2021 12/31/2021 12/31/2021

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

The Record