MANAGER AND SSR TRAINING Created by: Alaina Ingram

POSTING JOB OPENINGS Look at SubItUp, and see what shifts are still available. Send the SSR Office an email letting them know your unit has openings. Make sure to include: The position title (Food Server, Barista, or Student Manager) The exact shifts that are available The exact location that the shifts are available in (Ex: tell us Roth Starbucks, not just Roth)

The job postings will be up on Handshake and the FSA Website: http://www.stonybrook.edu/commcms/fsa/employment/ssr/jobs.html https://stonybrook.joinhandshake.com/

APPLICATIONWhen a student sees a job they are interested in, they fill out an application online at http://www.stonybrook.edu/commcms/fsa/employment/ssr/ssr-application.htmlThe SSR Office receives the application and sends it to all of the positions the student applied to that they qualify for. The office tries to send applications every other day, but at busy periods of the year this may be difficult.SSR will not send their application to positions the students did not apply for or do not qualify for. For example, if it is missing a schedule or does not meet the shifts that you need to have filled.When the SSR Office gets an application that meets the criteria for the position you are looking to fill, they will email the application to the Managers and SSR Associates in your unit.You will receive MANY emails at the start of the semester. I suggest that you keep a folder in your email with the applications so that you always have a pool to look through. An application is needed in order to enter a new hire packet. So, if a student comes to you directly looking for a job, you can hire them; however, the SSR office will not enter their paperwork until an application is completed online.

CHOOSING A CANDIDATE Bring them in for an interview and ask them questions, such as: Why do you want to work here? What are your major strengths/weaknesses? How well do you work under pressure? How would you prioritize tasks when it gets busy? What types of people do you prefer working with? How would you describe yourself in 3 words? Describe your previous job experiences. Have you ever dealt with a frustrated customer? If so, how?

If a candidate is someone you would like to hire, have them fill out a hire packet!

HIRE PACKET1. Application (online)2. FSA Mandatory New Hire Paperwork Checklist3. FSA Student Staff Employment Agreement4. Orientation Requirement Information for New Student Staff – Student Copy5. Orientation Acknowledgement – SSR Copy6. I-9 Form7. W-4 Form8. IT-2104 Form9. IT-2104E Form10.Registration Status Form11.Salary History Form12.NYS Pay Rate Acknowledgement Form13.Benchmark Survey14.College Employment Survey15.Voluntary Affirmative Action Information Survey16.Employee Portal Registration Directions

FSA MANDATORY NEW HIRE CHECKLIST

This lists all of the forms that should be included in each hire

packet.Use this to your

advantage to make sure the packet is not

missing anything before it is brought to

the SSR Office.

FSA STUDENT STAFF EMPLOYMENT AGREEMENT

You will fill in the student’s rate of pay and overtime

pay. Have the student read, sign,

and date this form. It has important information

regarding employment. Please make sure the

students review it.

ORIENTATION REQUIREMENT INFORMATION FOR NEW STUDENT STAFFThere are two of these forms: one with a space for the student to sign and one without. The

one with the space for the student to sign is the SSR copy. The other is for the student to take with them so that they know how to access and complete their Orientations.Students are required to complete 2 orientations: Students are required to complete an Online Blackboard Orientation that consists of 5 short quizzes. Students

MUST complete all 5 quizzes with a total score of 500 (100% on each quiz) in order for their orientation to be considered complete.

Students are required to attend an In-Unit Orientation conducted by an SSR Associate. Students will receive invitations to these orientations to their Stony Brook email through Google calendar. They always take place in the Wang Center. We try to schedule 2-3 orientations a week at varying times to make sure all students have time to attend.

Students are required to complete all of their Orientation Requirements before the time of their first increase. If they do not do so, they will be given 2 final weeks to complete their orientations. If they do so before the 2 weeks is up, they receive their increase. If they do NOT do so before the 2 weeks is up, they will forfeit their increase. These students will have to wait to

qualify for an increase again before they can receive another increase.Once they complete their Orientation, students will receive $10.00 compensation.

ORIENTATION REQUIREMENT INFORMATION FOR NEW STUDENT STAFF

Student Copy

SSR Copy

I-9 FORM - FRONT Student fills out this part of the form. ALL: Last Name, First name, Address, City, State, Zip, Date of Birth, Social Security Number, E-mail Address, and Telephone Number.

Check off applicable box:Citizen: check box, sign and dateNoncitizen National: check box, sign and dateLawful Permanent Resident: Check box, fill in USCIS number from permanent resident card, sign and dateAlien Authorized to Work: check box, fill in expiration and USCIS number from Work Authorization Card, sign and date

I-9 FORM – BACK – ACCEPTABLE DOCUMENTS

Depending on what the student completed on the front of the form and the documents the student provides, the back will be filled out differently.The common documents we receive are:

• US Passport (Citizen/Noncitizen National)• Social Security Card (Citizen/Noncitizen National)• State ID – Driver License, Learner Permit, or Identification Card (Citizen/Noncitizen National)

• Permanent Resident Card (Lawful Permanent Resident)

• Work Authorization Card (Alien Authorized to Work)Must chose either one document from List A OR a document from List B and a document from List C.

DOCUMENT EXAMPLES

I-9 FORM - BACK Manager or SSR Associate fills out this form.Fill out the students Last Name, First Name and Middle Initial in the first line.

If student brings in a List A document:• US Passport: fill in “United States Passport,” “U.S. Department of

State,” Passport number, and expiration date• Permanent Resident Card: fill in “Permanent resident Card,”

“Department of Homeland Security,” USCIS number, and expiration date

• Work Authorization Card: fill in “Work Authorization Card,” “US Citizen and Immigration Services,” USCIS number, and expiration date

If a student brings in List B and C documents:• State ID: in List B fill in State and ID Type (ex. NYS Driver

License), State DMV (ex. NYS DMV), ID number, and expiration date

• Social Security Card: in List C fill in “Social Security Card,” “Social Security Administration,” and Social Security Number. Leave expiration blank

Fill in date, sign, date, your title, last name, first name, “Faculty Student Association,” “Suite 250, Student Union Bldg, SBU,” “Stony Brook,” “NY,” and “11794”

W-4 FORMYou are not expected to be a tax expert. If a student has a question, you may explain what the things mean, but you cannot tell them what to put. oEx: “Do I put a 1 for part A?” “Well, part A is telling you to put a 1 if your parents claim you as dependent on their taxes.” After that, it is up to them to decide what to put.

Students fill out the allowances sheet and total line A-G in line H. Student fills in the sections marked in green

IT-2104 FORMSocial Security Number

Check off whichever appliesName

Address

Signature & Date

IT-2104E FORMCheck off whichever applies

Name

Social Security Number

Address

Date of Birth

Check off whichever appliesSignature & Date

REGISTRATION STATUS FORM

Student must complete entire form. Sections of note are:• Email Address – If student did not put their Stony Brook email on their I-9 Form, they MUST put it here• Emergency Contact Information – we cannot enter the paperwork without an emergency contact• Matriculated/Non-Matriculated – If a student is Non-Matriculated, they cannot be hired by FSA. Matriculated is when a student is going towards a degree. Non-Matriculated is when they are taking classes with no intended degree. (Undeclared does not mean Non-Matriculated)• Number of credits – A student must be taking at least 6 credits to work for us.

SALARY HISTORY FORMThe Manager or SSR Associate should fill this outCheck off New Hire or Re-HireEmployee NameUnit (if your unit has different units, please specify)DatePosition TitleDateDate Unit (again, specify)RateApproval - SSR Associate can approve unless student is starting above minimum wage

NYS PAY RATE ACKNOWLEDGEMENT FORM

Manager: • Rate of Pay• Overtime Rate• Name and Title (if not already filled in with SSR Manager)• Check off “At hiring”

Student:• Print Name• Sign• Date

Student and Manager/SSR Associate complete this form

SURVEYSBenchmark Survey College Employment SurveyVoluntary Affirmative Action Survey

INTERNATIONAL STUDENTS THAT ALREADY HAVE A SOCIAL SECURITY CARD

There are 3 forms that should be completed differently for International Students that already have a Social Security Card:

1. 1-9 Form2. W-4 form3. IT-2104 Form

INTERNATIONAL STUDENT – I-9 - FRONT

Student completes this part:Last Name, First Name, Middle Initial, US Address, DOB, SS Number, Email, and TelephoneMust check off “An alien authorized to work”“Not Later Than” date on old I-20 OR “Program End Date” on new I-20I-94 Admission NumberForeign Passport NumberHome CountrySignature & Date

DOCUMENTS NEEDED Student must provide I-94, I-20, Foreign Passport, AND Social Security Card

DOCUMENTS NEEDED (CONTINUED)

INTERNATIONAL STUDENT – I-9 - BACK

Manager/SSR Associate completed this part:Fill in Student Last Name, First Name and Middle InitialFill out Passport, I-94, and I-20 information in List AFill in date, sign, date, your title, last name, first name, “Faculty Student Association,” “Suite 250, Student Union Bldg, SBU,” “Stony Brook,” “NY,” and “11794”

INTERNATIONAL STUDENT W-4

Student must complete.First Name and Middle Initial, Last Name, Social Security Number, US Address, Single, “1” in line 5, Signature and DateMUST fill out form like this. Do not have them fill out anything different from this.

INTERNATIONAL STUDENT IT-2104

Student must complete.NameSocial Security NumberUS AddressSingleCheck off boxesSignature and Date

INTERNATIONAL STUDENT PROCESS“I have an International Student I would like to hire, but they do not have a

Social Security card. What should I do?”1. Interview the student to ensure they plan on working.2. Fill out a Manager’s Letter for the student.3. Either the SSR Associate or Manager will bring the Manager’s

Letter to the SSR Office. The SSR Office will not accept a Manager’s Letter directly from the student.

4. WAIT! Do not allow the student to start working until you have clearance from the SSR Office, as made clear by the New Hire Tracking Spreadsheet.

5. Once the student is cleared by the SSR office to start working, you may have the student start working.

MANAGER LETTERFill out all sections.

•Date•Student’s Name•Position Title•Unit’s Name•Hire Date•Supervisor Name•Supervisor’s Title•Supervisor’s Contact Number

STUDENT HAS COMPLETED THEIR PAPERWORK: NOW WHAT?Review their paperwork to ensure it is completed with no mistakes.Either the SSR Associate or Manager must bring completed paperwork to SSR Office for processing.Add students Name, Unit, and date you brought the packet to SSR on the New Hire Tracking Spreadsheet in the appropriate columns.

WAIT! Do not allow a student to start working until they are cleared to work, as made clear by the New Hire Tracking Spreadsheet.

In the mean time, you may add them tentatively to the schedule so that you do not hire someone for the same shifts that this student could work. However, do not allow them to start working until their paperwork is cleared.

You may also add them to the contact list of students for your unit. Once they are cleared to work, you may allow the student to start working. Once they are cleared to work, they need to be reminded to sign up for the ADP Portal, otherwise we have no way to pay them.

A manager will need to work with the student to get them set up in E-Time and the time clock.Hire Paperwork brought to the SSR Office on the Friday before Pay Day should be entered by Pay Day; However, when it is busy, like the beginning of the semester, it cannot be guaranteed due to the large influx of New Hires/Paperwork and the amount of time it takes to enter the paperwork.

CONTACT LIST OF STUDENTSSSR Associates and managers should keep a shared document with all of the student employees and their contact info:• Name• Phone number• Personal email• Stony Brook email

This will make things easier when you need to contact an individual student, or when you need to contact all of the students in your unit.

NEW HIRE TRACKING SPREADSHEETAlphabetical, by unit and last name, and color coded so that you can

easily find your students. A student is not cleared to start working until there is a date in the “Date entered in ADP column”When a student has a problem with their paperwork there will be a “No” in the “Ok to Enter” column and in the next box it will say what needs to be fixedSSR Associates and Managers are responsible for keeping track of who is okay to start working and who has problems with their paperworkInternational Students are on the Spreadsheet so that you can keep track of where they are in their hiring process• Need ID’s• Letter from SS Office due to SSR Office• SS Card due to SSR Office

NEW HIRE TRACKING SPREADSHEET - EXAMPLE

Unit Student NameDate Sent to

SSRDate Received

SSR Application Empl. Agree.Blackboard

Ackn. I-9 I-9 Docs W-4IT-2104/2104

(E) Reg. Status SB IDSalary History

NYS Pay Rate Ackn. Surveys

Okay to Enter? Problems

Date entered in ADP

Catering - 9/25/2015 x x x x x x x x x x x x Yes - 10/5/2015

Catering - 9/25/2015 x x x x x x x x x x x x Yes - 10/5/2015

Catering 10/16/2015 x x x x x x x x x x x x Yes - 10/21/2015

Catering 10/16/2015 x x x x x x x x x x x x Yes - 10/16/2015

Catering 11/17/2015 x x x x x x x x x x x x Yes - 11/18/2015

Catering 9/29/2015 x x x x x x x x x x x No longer wanted position

Commissary - 10/9/2015 x x x x x x x x x x x x Yes - 10/12/2015

Concessions - 11/13/2015 x x x x x x x x x x x x Yes - 11/13/2015

Concessions - 9/15/2015 x x x x x x x x x x x x Yes - 10/1/2015

Concessions - 9/11/2015 x x x x x x x x x x x x Yes - 9/15/2015

Concessions - 9/15/2015 x x x x x x x x x x x x Yes - 9/15/2015

Concessions - 9/15/2015 x x x x x x x x x x x x Yes - 9/15/2015

Concessions - 9/15/2015 x x x x x x x x x x x x Yes - 9/16/2015

Freight Farms 10/8/2015 10/13/2015 x x x x x x x x x x x x Yes - 10/13/2015

Grille@Roth 10/6/2015 x x x x x x x x x x x x Yes - 10/7/2015

Grille@Roth 10/6/2015 x x x x x x x x x x x x Yes - 10/7/2015

Jasmine - 9/9/2015 x x x x x x x x x x x x Yes - 10/2/2015

Jasmine - 8/27/2015 x x x x x x x x x x - 10/16/2015

Jasmine 9/15/2015 x x x x x x x x x x x x Yes - 11/6/2015

Jasmine - 8/24/2015 International Student - NOT OKAY TO WORK - Letter from SS Office due to SSR by 09/17/2015

Jasmine - 3/3/2015 International Student - NOT OKAY TO WORK - Does not plan to work

Jasmine - 9/1/2015 x x x x x x x x x x x Yes - 9/2/2015

Jasmine - 8/31/2015 x x x x x x x x x x x x Yes - 10/9/2015

Jasmine - 8/24/2015 x x x x x x x x x x x x Yes - 9/29/2015

PROBLEM PAPERWORK SPREADSHEET

Sent out every 2 weeks from the SSR Office. Lists all of the students who have problems with their paperwork, both hire

packets and other paperwork.Unit Last Name First Name Problem DateBookstore Liaison Need letter for Direct Deposit - emailed student 11/19/2015Bookstore Liaison Need to sign NYS Pay Rate Acknowledgement - emailed student 11/11/2015Jasmine Needs to sign 8233 statement- emailed student 10/7/2015Jasmine Needs to fill out new hire paperwork - spoke with student 9/25/2015Red Mango Need New I-9 - emailed student 9/18/2015Red Mango Need typed direct deposit form - emailed student 9/29/2015Roth Market Need new IT-2104 - emailed student 9/14/2015SBUX Cannot enter increase without orientation/BB. Must complete/attend by 12/8/15 - emailed student 11/24/2015SBUX Anna has to fill out rating on performance appraisal - emailed Anna 11/24/2015SBUX Cannot enter increase w/o orient-must attend by 12/2/15-emailed student 11/16/2015SBUX Need to sign NYS Pay Rate Ack. - emailed student 9/28/2015SBUX Cannot enter increase without orientation. Must attend by 12/8/15 - emailed student 11/16/2015SBUX Need Manager's approval performace appraisal -emailed manager 11/17/2015SBUX @ Roth Cannot enter increase w/o BB/orient - must complete/attend by 12/2/15 - emailed student 11/16/2015SBUX @ Roth Need letter from bank or check - emailed student 11/2/2015U.Commons Need ID's - emailed student 10/30/2015U.Commons Need to fix 2nd appt. tax paperwork or change 1 appt.'s - emailed student 11/19/2015U.Commons Cannot enter increase w/o orient-must attend by 12/2/15-emailed student 11/16/2015U.Commons Need ID's - emailed student 9/30/2015USG Need to claim exempt or fill out IT-2104 and need new I-9- emailed student 9/29/2015USG Must fill out exempt of W4 or fill out IT-2104 - emailed student 9/4/2015West Side Need to fill out a new I-9 - emailed student 11/13/2015West Side Need Direct Deposit Letter, Check not good - emailed student 9/25/2015West Side Need ID's - emailed student 9/16/2015West Side Need to sign NYS payrate acknow. - emailed student 11/24/2015West Side Need signed SS Card - emailed student 11/16/2015

EMPLOYEE PORTAL REGISTRATION DIRECTIONS

Once a student has been entered in our system, they will need to…Go to https://workforcenow.adp.com to register.Enter the FSA Registration Pass Code: FACUSTUASS-ADP (required for registration)USER ID: Will be system generated in the following format - firstinitiallastname@facustuass. For example, employee John Smith’s USER ID will be jsmith@facustuass.On the Employee Portal, you can do the following:

• View and update your personal information such as address, phone numbers and emergency contacts.• View your pay statements and annual W-2 statements. You can also view and update your filing status

(W-4) and access financial calculators.• View your attendance and paid time off information. Available in Phase II implementation.• View and update your work information, education, skills, memberships, licenses, and certifications. Available in Phase II implementation.

• Access company news, announcements, policies, and more. Available in Phase II implementation scheduled for end of 1st quarter 2016.

• Online Benefit Enrollments. Available in Phase III scheduled for 2nd quarter 2016

DIRECT DEPOSITStudents with Direct Deposit will be able to log in and sign up to go paperless through ADP so they no longer get paper vouchers each pay period.Student without Direct Deposit will be required to received the Aline Card. WE NO LONGER HAVE PAPER CHECKS. It is either Direct Deposit or Aline CardStudents can easily sign up for Direct Deposit through ADP. We no longer accept the paper applications, unless it is for a second appointment• Log in to ADP and go under the Pay and Taxes Tab• Then, click on Direct Deposit• Click on “Add New” then enter the information

CHANGING TAXESIf a student would like to change their federal taxes, we no longer have them fill out the tax forms again. They must log into ADP and change it themselves.• Log in to ADP and click on Pay and Taxes tab• Click on Tax Withholding. From there students can log in and change Federal taxes.

If students need to change their State taxes, they will need to complete the IT-2104 or IT-2104E again and submit it to the SSR Office

OTHER PAPERWORK AND REPORTSWhat other paperwork is commonly needed by the SSR Office?What reports can I expect to receive from the SSR Office?

1. Status Change Form2. Performance Appraisal3. Hours Report4. Employee Self-Evaluation5. NYS Pay Rate Acknowledgement6. Warning Notice7. Midmonth Report8. Separation Report9. Direct Deposit10.Timesheets

NYS PAY RATE ACKNOWLEDGEMENT

Any increase a student received should go along with this form. Increases from promotion, minimum wage increase, return to work

increase, performance appraisals, automatic increases, etc.

STATUS CHANGE FORMThis form is used if a Student employee has any change in their job information. Common uses are: Promotion Unit Transfer Address Change Minimum Wage Increases Return to Work Increases

If this form is being used for a change that includes a change in pay rate a NYS Pay Rate Acknowledgment must be attached (e.g. a promotion)

PERFORMANCE APPRAISAL Managers will be completing this in

full. Place a score for each of the 5 sections

and write the total in the top right hand corner.

The score is on a scale with the recommended increase for the student. (Ex. A student gets a 15 out of 25, they would receive a $0.15 increase

Fill out questions on the bottom, sign and date.

Present to the student and go over their performance. It is helpful to give constructive criticism so they have something to work on for their next appraisal.

Then, the student should sign and date this form and the NYS Pay Rate Acknowledgment.

These are completed for students when they reach 150, 600, 1050, etc. hours.

HOURS REPORT

Jasmine Students 95.40     8.7500 01/01/2015Jasmine Students 157.60   150 8.7500 01/01/2015Jasmine Students 206.04     8.7500 01/01/2015Jasmine Students 156.70   150 8.8000 10/31/2014Jasmine Students 355.24 150 Hours Review 300 8.7500 01/01/2015Jasmine Students 116.30     8.7500 01/01/2015Jasmine Students 98.30     8.7500 01/01/2015Jasmine Students 24.16     8.7500 01/01/2015Jasmine Students 13.10     8.7500 01/01/2015Jasmine Students 1.90     8.7500 01/01/2015Jasmine Students 215.40 150 Hours Review   8.7500 01/01/2015Jasmine Students 138.10   150 8.7500 01/01/2015Jasmine Students 83.10     8.7500 01/01/2015Jasmine Students 126.28   150 8.7500 01/01/2015Jasmine Students 15.03     8.7500 01/01/2015Jasmine Students 132.70   150 8.7500 01/01/2015Jasmine Students 239.40   150 8.7500 01/01/2015Jasmine Students 245.34 150 Hours Review   9.5000 10/23/2014Jasmine Students 142.00     8.7500 01/01/2015Jasmine Students 117.80     8.7500 01/01/2015Jasmine Students 147.90 150 Hours Review   8.7500 01/01/2015Jasmine Students 291.62   150, 300 8.7500 01/01/2015Jasmine Students 98.40     8.7500 01/01/2015Jasmine Students 98.70     8.7500 01/01/2015Jasmine Students 136.00   150 8.7500 01/01/2015

Students receive increases every 150 hours. They receive performance appraisals at 150, 600, 1050, etc. hours. They receive automatic increases (prepared in the SSR Office) at 300, 450, 750, 900, etc. hours. Students in green are up for a Performance Appraisal. Students in pink are up for an automatic increase. Students in blue are up for both a Performance Appraisal and an Automatic Increase. These students increases are backed up and should be addressed by a manager or SSR Associate immediately. Students in yellow have forfeit their last increase due to their orientation requirements not being met.

EMPLOYEE SELF-EVALUATION When a student is up for a

Performance Appraisal increase, and before they meet with a

manager to review their appraisal, every student must complete an employee self-

evaluation. The manager may use this form

to help with the Performance Appraisal.

WARNING NOTICE To be filled out by a manager Should be presented to the student

with another witness Student and Manager sign If student refuses to sign, please

have your witness sign at the bottom stating such

MIDMONTH REPORTSent out every Midmonth. It is a list of all students currently active in our payroll system. Review the list and file the proper paperwork for students who:• Are no longer employed – Separation Report Are not in the correct unit – Status Change Have the incorrect job title – Status ChangeRoth Dining Last Name First Name 10/21/2013 Food Server 10/21/2013

Roth Dining 09/24/2014 Food Server 09/24/2014Roth Dining 09/30/2014 Food Server 09/30/2014Roth Dining 10/15/2013 Food Server 10/15/2013Roth Dining 10/01/2013 Food Server 10/01/2013Roth Dining 10/22/2014 Food Server 10/22/2014Roth Dining 03/26/2014 Food Server 03/26/2014Roth Dining 09/24/2013 Food Server 09/24/2013Roth Dining 10/17/2013 Food Server 10/17/2013Roth Dining 11/04/2013 Food Server 11/04/2013Roth Dining 08/29/2014 Food Server 08/29/2014Roth Dining 10/27/2014 Food Server 10/27/2014Roth Dining 09/27/2014 Food Server 09/27/2014Roth Dining 10/18/2013 Student Manager 10/18/2013Roth Dining 09/18/2013 Food Server 09/18/2013Roth Dining 10/14/2013 Food Server 10/14/2013Roth Dining 09/24/2014 Food Server 09/24/2014Roth Dining 08/28/2014 Food Server 08/28/2014Roth Dining 04/09/2014 Food Server 04/09/2014Roth Dining 10/15/2013 Food Server 10/15/2013Roth Dining 10/20/2014 Food Server 10/20/2014

SEPARATION REPORT Manager should complete, but SSR

can prepare. As much info as possible for reason

of termination, overall assessment, and would company rehire

Must have a letter of resignation OR email chains

EXIT INTERVIEWS SSR Associates are required to call formerly employed students and ask them about their experience with employment for Campus Dining. All exit interviews are to be returned to the SSR Office once they are completed.

Questions are as follows:• Did management adequately recognize employee contributions?• Do you feel that you have had the support of management on the job?• Were you adequately training on your job?• Did you find your work rewarding?• Do you feel you were fairly treated by the company?• Were you paid an adequat4e salary for the work you did?• Were you content with your working condition?• Do you feel your supervision was adequate?• Did you understand company policies and reasons for them• Have you observed incidences of theft of company property?• How can the company improve security?• How can the company improve working conditions?• What are the company strengths?• What are the company weaknesses?• Other Comments

DIRECT DEPOSITStudent will complete

• Name• Social Security Number• Bank Name: Chase, Bank of America, etc.• Branch: town of the bank student usually goes to (Ex. Lake Grove)• Phone Number: Bank phone number• Transit/ABA Number: Routing Number• Choose checking or savings and write account number• Check off that they would like to sign up or cancel direct deposit• Sign and date

Must supply either a blank check or a typed direct deposit form from their bankIt takes 2 pay periods for direct deposit to go through. Does not happen right away.

OR

OR

TIME SHEETS Timesheets are to be kept with the SSR

paperwork. In an event that a student cannot clock in or

there is an issue with a time clock, the student should fill out this timesheet and have it submitted to FSA Payroll before 10:00am the Tuesday of pay week.

Payroll periods are biweekly and run Tuesday-Monday and students get paid on Thursday

These are also to be used by the SSR Associates until the E-Time system is fully set up.

Student will fill in • Name, Department, ID number, and the

payroll dates. • As they come on and off of a shift they

should be putting those times next to the appropriate day.

• At the end of each day, the student will write the total hours.

• At the end of each week, students will total their hours.

• At the end of the two week period, students will total the two weeks, sign, and give to the manager to approve.

FSA PAYROLL PERIODSPay Period Pay Date

12/29/2015 to 1/11/2016   Thursday 1/14/2016           

1/12/2016 to 1/25/2016   Thursday 1/28/2016           

1/26/2016 to 2/8/2016   Thursday 2/11/2016           

2/9/2016 to 2/22/2016   Thursday 2/25/2016           

2/23/2016 to 3/7/2016   Thursday 3/10/2016           

3/8/2016 to 3/21/2016   Thursday 3/24/2016           

3/22/2016 to 4/4/2016   Thursday 4/7/2016           

4/5/2016 to 4/18/2016   Thursday 4/21/2016           

4/19/2016 to 5/2/2016   Thursday 5/5/2016           

5/3/2016 to 5/16/2016   Thursday 5/19/2016           

5/17/2016 to 5/30/2016   Thursday 6/2/2016           

5/31/2016 to 6/13/2016   Thursday 6/16/2016           

6/14/2016 to 6/27/2016   Thursday 6/30/2016           

6/28/2016 to 7/11/2016   Thursday 7/14/2016

Pay Period Pay Date           

7/12/2016 to 7/25/2016   Thursday 7/28/2016           

7/26/2016 to 8/8/2016   Thursday 8/11/2016           

8/9/2016 to 8/22/2016   Thursday 8/25/2016           

8/23/2016 to 9/5/2016   Thursday 9/8/2016           

9/6/2016 to 9/19/2016   Thursday 9/22/2016           

9/20/2016 to 10/3/2016   Thursday 10/6/2016           

10/4/2016 to 10/17/2016   Thursday 10/20/2016           

10/18/2016 to 10/31/2016   Thursday 11/3/2016           

11/1/2016 to 11/14/2016   Thursday 11/17/2016           

11/15/2016 to 11/28/2016   Thursday 12/1/2016           

11/29/2016 to 12/12/2016   Thursday 12/15/2016           

12/13/2016 to 12/26/2016   Thursday 12/29/2016           

12/27/2016 to 1/9/2017   Thursday 1/12/2017           

1/10/2017 to 1/23/2017   Thursday 1/26/2017

CLOCKING INCurrently, SSR Associates will be tracking their hours using the FSA Timesheet. Once the E-Time system is up and running, the SSR Associates will most likely be using a computer in the unit they are assigned to in order to clock in and out.Managers in the unit must review their timesheet and sign for approval. The SSR Manager cannot be 100% certain an SSR Associate is going to all of their shifts without you signing off on their shift.If an SSR Associate does not show up for an assigned shift, please let the SSR Manager know so they can address it accordingly.

CALLING OUT/TIME OFFIf you need time off, please send an email to the SSR Manager, the students in your unit, and the manager in your unit. The SSR Manager needs to know when you take time off so that they do not schedule you to run an orientation on a day you need off.The Unit Manager needs to know when you take time off because they need to be able to communicate that with the students.You also need to send an email to all of the students in your unit if you will not be in. Students should not be showing on a day you are scheduled to fill out paperwork and have you not be there.If you are scheduled for an Orientation and you need the day off, make sure you tell the SSR Manager as soon as possible this so that they can find coverage or cancel the orientation.

SSR PERFORMANCE APPRAISALSSR Associates receive a performance appraisal at the end of every semester

The SSR Manager conducts the appraisal, but the HR Director decides the wage increase

Same as for the dining students, SSR Associates are required to complete the Employee Self Evaluation before the performance appraisal is conducted.

DINING STUDENT HOURSManagers have to make sure students hours are correct before payroll is dueMake sure every student who worked, has hours punchedKeep close attention to missing punches, it tends to be an issueIs a student is missing hours, a manager should review the situation with them and check to see if the missing hours is a problem they can fix on their end. If the student’s hours look right, but it doesn’t match with their paycheck, then they should be sent to the SSR Office.

BONUS INCENTIVES FOR CDS1. Return to Work Increase2. Early Return3. End of Semester Bonus4. Attendance Bonus5. Finals Week 6. Food Manager’s Certificate7. Referral Bonus

RETURN TO WORK INCREASEIf a student worked in the Spring semester and returned in the Fall semester, they receive a $0.25 increaseThis paperwork is put together by the SSR Office and distributed to each unit at the start of the semester.Students will not receive the increase until they have signed the paperwork, it was been brought to the SSR Office and all of their Orientations are complete.SSR Associates should reach out to students every shift to remind them to come in and sign for their increase

EARLY RETURNEach semester students are given the chance to return early and receive a $150 bonus.* The guidelines are as follows:• Attend all of the required trainings and events during the Early Return period• Attend any assigned shifts during the Early Return period• Work 100 hours or 10 weeks into the semester

If a student is a resident, FSA will pay for their room for the days they moved in early. If a student is a commuter, FSA will pay them the commuter cash equivalent of thatBonuses get distributed in November (after the 10 week period)The SSR Office keeps track of the students attending each training. It is important to have students sign in on a paper time sheet and well as clocking in normally for this period. These paper time sheets should be sent to the SSR Office so they can accurately judge who worked

*The $150 bonus is only for returning early for the Fall semester. Students who return early for the Spring semester only receive their room paid for or the cash equivalent

END OF SEMESTER BONUSFor students who worked the entire semester up until, but not including, finals week, they will be rewarded with $0.25 for every hour they worked during the semesterThe Bonus is processed by the SSR Office

ATTENDANCE BONUS New incentive just created this past Fall semester. Students will receive a monetary bonus (TBD) for have 90% perfect attendance with the10% off being approved time off.

The managers will provide a list of the students who should be receiving this bonus at the end of each semester.

This is a new incentive, so all of the details are not worked out yet. Once they are, you will be informed of the exact guidelines and procedures.

FINALS WEEK COMPENSATIONFor students who work during finals week, they will receive overtime for all hours worked during that period.The finals week period starts on the first day of finals and goes until the last day of finals. This does not include the Monday reading day.The SSR Office processes the overtime hours and they will appear on the students’ paychecks.

FOOD MANAGERS CERTIFICATEEvery semester, students are given the opportunity to take the Suffolk County Food Manager’s test. If the student completes the module, takes the test, and passes the test they receive an $100 bonus, as well as their certificate. All students are encouraged to take this test in order to learn more about Food Safety.

REFERRAL BONUSIf a student who works for Campus Dining refers another student to work for Campus Dining, they could qualify for this bonus. If this happens, the SSR Manager and Unit Manager need to be told that a referral has been made and who the two students are.Both students then must be employed for 10 weeks, including finals week, and work a minimum of 100 hours during that period.If they meet the qualifications, the student that made the referral will receive $50Students can only receive this once a semester

OTHER TASKS1. Early Return Sign Up2. Blackboard List3. In-Unit Orientations4. SubItUp/Scheduling

EARLY RETURN SIGN-UPWhen the end of the semester approaches, the SSR Office and WCDS needs the help of the Managers and SSR Associates with getting students signed up for Early Return.

Early Return is MANDATORY for all FSA employees. At the end of the semester, the students should be sent an email during each shift to sign up for Early Return. You can hang up a sign up sheet and/or make a Google Form, or just have them email you their information• Name• Unit• ID Number• Phone Number• Email• Resident/Commuter• Room Assignment for following semester• Date Returning

When the semester ends, the information gathered should be sent to the SSR Manager.It is important to work together on this. The more students that return, the more students get training, and the more students you will have for opening weekend.

BLACKBOARD LISTSent out biweekly by SSR Office. Lists all students in your unit who have not completed either the In-Unit Orientation, the online Blackboard Orientation, or both.When this list is received, and during every shift, it is up to the SSR Associates to send an email to the students on that list to remind them to complete their Orientations.Unit Name Date inputted into

BB Date BB Completed In Unit Orientation?West Side 11/10/2015 11/28/2015  West Side 11/17/2014    West Side 11/16/2015    West Side 2/13/2015 12/10/2014  West Side 10/28/2015   11/10/2015West Side 11/16/2015    West Side 3/4/2015   3/7/2015West Side 10/14/2015   11/24/2015West Side 12/4/2015    West Side 2/17/2014   10/8/2015West Side 4/22/2015 8/19/2015  West Side 9/9/2015    West Side 10/9/2015 1/8/2016  West Side 11/4/2015    West Side 12/3/2015 12/4/2015  

IN-UNIT ORIENTATIONSThe SSR Manager will schedule the SSR Associates to run In-Unit Orientations for the students. They will always be in the Wang Center. They will be scheduled for either the first hours or last hour of your scheduled shifts. The orientation covers FSA policies and procedures as well as Food Safety Information.The SSR Associates have access to the PowerPoints through Blackboard, as well as it has been emailed to all of them.At the Orientation, please pass around a sign-in sheet for the students that asks for their name and unit. Bring the sign-in sheet to the SSR Office at the conclusion of the orientation.No more Orientation Acknowledgement formsIf no one shows up for an Orientation, please inform the SSR Manager and go to the Facilities Office in Wang to let them know you were there

SUBITUPManagers and SSR Associates can be responsible for scheduling.It would be helpful to have your schedules ready for students to sign up before the end of the semester. • That way, when they return for the next semester they know what shifts they have. • The Managers will also be able to see how many open shifts they have and how many students

may need to be hired in order to start hiring over the intercessions.If you have yet to be trained in how to use SubItUp, please let me know so I can set up a training.It will be important to check SubItUp VERY often to make sure students are not trying to drop/add/swap a shift. They cannot do any of that without manager approval. The Managers are all signed up to be notified when a shift is requested to be added/dropped/swapped so keep an eye out for the emails.At this point, I am passing the SubItUp responsibility onto the managers. I will be there as a point person, but you will be in charge.

UNIT MANAGERS AND CONTACT INFORMATION

 Location Manager E-mail Phone #

West Side Dining & Tabler

Craig Goodridge Craig.Goodridge@stonybrook.edu (631) 632-1086

Roth Heather ZimmerErik RusuilusDavid Schmitz

Heather.Zimmer@stonybrook.eduErik.Rusuilus@stonybrook.eduDavid.Schmitz.1@stonybrook.edu

(631) 632-1084

Union Teddy HayesGretchen Favors

Thaddeus.Merritt-hayes@stonybrook.eduGretchen.Favors@stonybrook.edu

(631) 632-6524

Starbucks Union Anna ModzelewskiKevin Singh

Anna.Modzelewski@stonybrook.eduKevin.r.Singh@stonybrook.edu

(631) 632-6524

SAC Suanne Agugliaro Heather Zimmer

Suanne.Agugliaro@stonybrook.eduHeather.Zimmer@stonybrook.edu

(631) 632-6266

Catering & Commissary

Phil Montana  Phil.Montana@stonybrook.edu

(631) 632-6522

Jasmine Bill Egan William.Egan.1@stonybrook.edu (631) 632-1858

Concessions Riley O’Connor Riley.OConnor@stonybrook.edu (561) 427-5306

QUESTIONS?