Payroll, Kronos & Hiring Staff

DA-OA Application Process DA-OA Supervisors DA-OA Supervisors Applicant SDSC SDSC Completes online application Reviews and approves applications once weekly Marks applicant as hired in StarRez (removing from available applicant list) Reviews applications on the shared drive and contacts chosen applicants for interviews Informs new staff member of eLC requirements* and completes other necessary training Uploads approved applications to the shared drive for supervisors to review Enrolls new staff member in eLC DA-OA Training Course Offers position to applicant and completes “New Hire” form in StarRez *ELC Requirements All eLC quizzes must be completed with a 90% or higher within two weeks of the staff member’s start date. Staff are allowed two attempts per quiz. If the quiz is failed twice, the supervisor must first sit down and discuss the incorrect responses with the staff member to solidify understanding of the material. Then they must contact the SDSC administrative assistant to reset the quiz. This allows one more attempt. Quizzes will not be reset after three attempts, and the employee will no longer be allowed to work. If the quizzes are not completed within two weeks, the supervisor will be sent an email reminder regarding the quizzes. At that time, the employee is not allowed to work until all quizzes are completed.

Onboarding Process

Only three days to complete entire process after DOH Supervisor Hiring Decision Send Employment Request to HBHR via StarRez First Day of Work and/or Training (must be on or after StarRez date) HBHR Send student New Hire Information email with Information Sheet and Background Investigation form Student Return Information Sheet and Background Investigation form to HBHR within 2 days Create Hiring Personnel Create student profile in Kronos Add Ethics and Secure UGA modules to student’s ELC Process Background Investigation Complete UGA Onboarding Bring documentation to HBHR (I9/Tax/Direct Dep.) Biometrics for Kronos The date of hire should be their first day of employment. This date is not arbitrary – it has value. The Three Days clock starts on that date. HRHR should be notified of a new student/temporary worker at lest 5 business days prior to their hire date. (3 business days if the employee has worked on campus within the current school year.) The student cannot work or train prior to the date given on the StarRez report. The student cannot work prior to returning their New Employee Information Sheet. Hire X is activated by the completion of the hiring personnel. HireX is only released for “new to UGA” employees. Only three days to complete entire process after DOH

This email will be sent by me.

This form is attached to my email.

This form is also attached to my email.

Please note that the employee must have original documents Please note that the employee must have original documents. The completion of the I-9 process is what starts the clock from the date of hire. We must have this completed by the third business day of employment to be in compliance with Homeland Security. It is very important that the start dates on the employment memo are accurate.

This is the onboarding email that the new employee receives from Central HR.

This is the page the link brings you to This is the page the link brings you to. Scroll to the middle of the page and complete the links in Red.

Employees will need to take this form (given by HBHR when they turn in their new hire paperwork) to Tate Student Center, Card Office to have their badge made.

Who to Call Mildred Anderson 2 8299 Robin Bevans 2 3535 Linda Peck All Staff Paid Monthly: RA CA Area Coordinators Robin Bevans 2 3535 Salaried Employees: RHD Maintenance Staff Admin. Staff Linda Peck 3 0709 All Building Service Workers Beth Martin 2 8279 Hourly Employees: OA DA Tour Guides Maintenance Asst.

Only three days to complete entire process after DOH Supervisor Hiring Decision Send Employment Request to HBHR via StarRez First Day of Work and/or Training (must be on or after StarRez date) HBHR Send student New Hire Information email with Information Sheet and Background Investigation form Student Return Information Sheet and Background Investigation form to HBHR within 2 days Create Hiring Personnel Create student profile in Kronos Add Ethics and Secure UGA modules to student’s ELC Process Background Investigation Complete UGA Onboarding Bring documentation to HBHR (I9/Tax/Direct Dep.) Biometrics for Kronos The date of hire should be their first day of employment. This date is not arbitrary – it has value. The Three Days clock starts on that date. HRHR should be notified of a new student/temporary worker at lest 5 business days prior to their hire date. (3 business days if the employee has worked on campus within the current school year.) The student cannot work or train prior to the date given on the StarRez report. The student cannot work prior to returning their New Employee Information Sheet. Hire X is activated by the completion of the hiring personnel. HireX is only released for “new to UGA” employees. Only three days to complete entire process after DOH

Pay/Tracking Work Hours Any student employed at the University of Georgia will be paid in accordance with the minimum wage provision for non-exempt employees as defined by the Fair Labor Standards Act (FLSA). All such employment is stipulated to be subject to re-evaluation without prior notice to the employee to include possible change of location and function. Student employees may work a maximum of 20 hours per week when classes are in session and they are enrolled. During a semester, students may exceed 20 hours per week only during the Thanksgiving, winter, and spring academic breaks. HBHR will notify you with these dates each year. During all breaks between semesters, or any semesters when the student employee is not enrolled in classes, she/he must be changed by personnel report to temporary non-student status.

Pay/Tracking Work Hours Students working in the summer, cannot work over 20 hours per work week (Thursday through Wednesday) if they are enrolled in any classes during May, June or July. Under no circumstances is a student worker allowed to exceed 40 hours per work week (Thursday through Wednesday). This includes online training, staff meetings and one-on-ones. Student employees may not work more than 6 consecutive hours. A 30 minute or more break is required. There is a pay differential for OAs and DAs who work during 12 a.m. to 5 a.m. and who work during the Thanksgiving, winter and spring breaks. The Kronos system will account for these time periods.

Kronos DA-OAs must clock in at the beginning and end of each shift. If Kronos is down, they need to email their hours to their supervisor. In order for a DA-OA to receive their pay on time, the DA-OA must approve their time card using the KRONOS machine every two weeks at the end of each pay period according to the established schedule. If time needs to be adjusted as a result of missed “punches”, supervisor should be informed prior to electronically approving the time. Failure to approve a timecard should result in disciplinary action from the supervisor.  

Kronos The work week begins on Thursdays at 12:00am and ends on Wednesdays at 11:59pm. Student employees are paid every two weeks. The pay date for each time period is Thursday the week following a pay period end. All University employees, including students, are required to receive their pay via automatic deposit or direct deposit. This may take up to four weeks to process. Student staff that wish to work during break periods will be paid for the time worked up to early payroll cut off/approval in KRONOS. Staff will continue to clock in and out as normal and will be back-paid for hours worked after the cutoff to the next pay period.

Termination of Student Workers I want to facilitate their needs….sometimes the legal requirements impede my ability to give you exactly what you may desire. I think that by showing you the complete process I’ll be able to serve you better.

Supervisor Responsibilities Separation Checklist The checklist can be found on the Housing Staff website. https://housing.uga.edu/staff/st aff_home Complete separation checklist and collect student’s badge. If student cannot complete their portion or turn in their badge, please fill out to the best of your ability and send to HBHR. Checklist is expected by the beginning of the following pay period. Please do not send the student’s file to the HBHR office. StarRez Enter student’s termination date into StarRez

Termination could mean: Termination could mean: Student has resigned Student has graduated Student has been fired In HBHR language, termination means deleting the student from our systems. This does not necessarily mean they were fired.