Supervisory Training New Employee Hiring & Orientation Process Bluegrass Community and Technical College

Pre-Hire Documents and Procedures Budget in place Budget in place Completed application, contract, budget worksheet (Leestown) Completed application, contract, budget worksheet (Leestown) Contact HR before first day of employment Contact HR before first day of employment Supervisors have responsibilities related to all the above

New or Vacant Position Prepare a JAQ, go to the following website: Prepare a JAQ, go to the following website: Prepare an HR98 form (for approval NEW Positions only)—include a brief job description/justification, go to the following website: Prepare an HR98 form (for approval NEW Positions only)—include a brief job description/justification, go to the following website:

Submit JAQ and HR 98 via attachment, to Marilyn Childre for review and processing. Submit JAQ and HR 98 via attachment, to Marilyn Childre for review and processing. New positions will be assigned a Band and Classification title by KCTCS Wages & Compensation New positions will be assigned a Band and Classification title by KCTCS Wages & Compensation Division Heads should send an list of no less than three (3) potential Search Committee members to Dr. Kerley for approval with cc to Marilyn Childre. Division Heads should send an list of no less than three (3) potential Search Committee members to Dr. Kerley for approval with cc to Marilyn Childre.

JAQ

HR98

New and Existing Vacant Staff Positions: Advertising HR will prepare job ad for posting in the BCTC Job Website and submit to Webmaster. Resumes & Applications Applicant resumes and applications will be sent to the Human Resources Office.

Search Committee: HR will prepare Search Committee packets, notebook of applications and resumes, and forward to the Search Committee Chair, along with the Employment Candidate Referral/Disposition form HR will prepare Search Committee packets, notebook of applications and resumes, and forward to the Search Committee Chair, along with the Employment Candidate Referral/Disposition form – that must be completed for each applicant after the search is completed and final candidate has been chosen-the forms along with the notebook will be returned to HR.

Interviews are scheduled and completed by Search Committee, and top candidates are identified. Interviews are scheduled and completed by Search Committee, and top candidates are identified. Search Committee conducts reference checks and prepares Strengths/Weakness form for each top candidate which will be given to Dr, Kerley to review. Search Committee conducts reference checks and prepares Strengths/Weakness form for each top candidate which will be given to Dr, Kerley to review.

For Staff positions below the “Director” level, Committee Chair and/or appropriate Vice President schedules an appointment with Dr. Kerley to discuss top candidates’ strengths and weaknesses and reference outcomes. For Staff positions below the “Director” level, Committee Chair and/or appropriate Vice President schedules an appointment with Dr. Kerley to discuss top candidates’ strengths and weaknesses and reference outcomes. For positions “Directors” or above, Committee Chair schedules appointments for candidates to meet with Dr. Kerley for a final interview. For positions “Directors” or above, Committee Chair schedules appointments for candidates to meet with Dr. Kerley for a final interview. Committee Chair will notify Human Resource Coordinator of Dr. Kerley’s selection. Committee Chair will notify Human Resource Coordinator of Dr. Kerley’s selection. Disposition Form Committee Chair returns all applications and the Disposition Form to Human Resources (disposition form & resumes for review in EEO audits and disputes). Disposition Form Committee Chair returns all applications and the Disposition Form to Human Resources (disposition form & resumes for review in EEO audits and disputes).

Salary Recommendation and Salary Offer: A Salary Recommendation will be prepared by HR and approved by Dr. Kerley, Marilyn Childre, and Juan Castro, before any salary offers are made to the selected candidate. A Salary Recommendation will be prepared by HR and approved by Dr. Kerley, Marilyn Childre, and Juan Castro, before any salary offers are made to the selected candidate. Supervisor makes salary offer and advises new hires that his/her start date will either be on the 1 st of the month or the 16 th day of the month. Supervisor makes salary offer and advises new hires that his/her start date will either be on the 1 st of the month or the 16 th day of the month.

New Hire Forms, I-9, Benefits Orientation, Supervisor requires new hire to meet with HR, preferably a week prior to start, to complete I-9, tax forms, direct deposit, etc., and sign up for benefits orientation. Supervisor requires new hire to meet with HR, preferably a week prior to start, to complete I-9, tax forms, direct deposit, etc., and sign up for benefits orientation. New Hires will need to bring: New Hires will need to bring: Documentation to support I-9. (See documentation listing) Documentation to support I-9. (See documentation listing) Foreign nationals will be required to go to payroll and bring their VISA and other documents (i.e. EAD card, I-120, or DS-2019) Foreign nationals will be required to go to payroll and bring their VISA and other documents (i.e. EAD card, I-120, or DS-2019) Note: New Hires cannot begin work unless the I-9 has been certified to be compliant with FEDERAL LAW – NO EXCEPTIONS!!! Note: New Hires cannot begin work unless the I-9 has been certified to be compliant with FEDERAL LAW – NO EXCEPTIONS!!!

Supervisor schedules meeting with Dr. Kerley prior to, and no later than the first day of work to sign Term Contract and receive Salary Letter. Supervisor schedules meeting with Dr. Kerley prior to, and no later than the first day of work to sign Term Contract and receive Salary Letter. Supervisor completes ITS New Employee Form as soon as new hire is identified. Supervisor completes ITS New Employee Form as soon as new hire is identified. HR enters new employees data to activate Payroll in PeopleSoft. HR enters new employees data to activate Payroll in PeopleSoft.

Employment Contract: Staff Employment Contract is prepared by HR. Staff Employment Contract is prepared by HR. Salary Letter is prepared by HR and sent with Staff Employment Contract to Dr. Kerley for signatures when he meets with new hire on his/her first day of work if not sooner. Job offer is pending the completion of I-9, tax forms, and direct deposit. Salary Letter is prepared by HR and sent with Staff Employment Contract to Dr. Kerley for signatures when he meets with new hire on his/her first day of work if not sooner. Job offer is pending the completion of I-9, tax forms, and direct deposit.

New Hire Forms : I-9 W-4 Federal Tax Form K-4 State Tax Form Direct Deposit – with voided check or documentation from Banking institution Drug Free Policy ITS New Hire Form Sexual Harassment Training (annual requirement for all employees) Computer Usage Agreement

I

Authorized to Certify US citizen’s I-9’s Marilyn Childre Sally Soard Marilyn Childre Sally Soard Frank Dalzell Eloise Pitt Frank Dalzell Eloise Pitt Karen Manley Amie Morgan Karen Manley Amie Morgan Amy Spears Christy Smith Amy Spears Christy Smith Tri Roberts Sherry Raines Tri Roberts Sherry Raines Jane Goatley Deb Cox Jane Goatley Deb Cox Ellen Biddle Arlene Ross Ellen Biddle Arlene Ross Craig DundonDeanna McCord Craig DundonDeanna McCord Human Resources Department will handle all Foreign Nationals in U.S. on a VISA Human Resources Department will handle all Foreign Nationals in U.S. on a VISA

Information Sheets for New Part- Time and Temporary Hires. Part-time/Temporary Employees – Information to be completed by supervisor: hourly rate, position number, hire date. Part-time/Temporary Employees – Information to be completed by supervisor: hourly rate, position number, hire date. Part-time Employee paper work needed: Part-time Employee paper work needed: – I-9 – W-4 and K-4 – Direct Deposit – Application completed by employee – Drug Free Form – Computer usage agreement – Sexual Harassment – to be completed online Human Resources will not accept incomplete paper work. Items 1-6 above MUST be submitted at the same time.

Deadlines Contract Deadlines will be issued by HR/Payroll (Flowchart) Contract Deadlines will be issued by HR/Payroll (Flowchart) Human Resource Deadlines via . (Open Enrollment, New Employee Benefits, New Benefit Options) Human Resource Deadlines via . (Open Enrollment, New Employee Benefits, New Benefit Options) Payroll Deadlines (Payroll Calendar) Payroll Deadlines (Payroll Calendar)

Timesheets For non-exempt (hourly), timesheets are due to the Payroll Office by 4 p.m. on payday, unless noted otherwise, example December (Christmas Holiday). For non-exempt (hourly), timesheets are due to the Payroll Office by 4 p.m. on payday, unless noted otherwise, example December (Christmas Holiday). All employees are paid semi-monthly on the 15 th and 30 th.. All employees are paid semi-monthly on the 15 th and 30 th.. Supervisors are required to keep track of the hours worked for employees under their supervision. By signing employee timesheets, you are verifying that they are correct and true number of hours worked are listed on the timesheet, and the timesheet is accurate. Supervisors are required to keep track of the hours worked for employees under their supervision. By signing employee timesheets, you are verifying that they are correct and true number of hours worked are listed on the timesheet, and the timesheet is accurate. Always ensure timesheet is complete and accurate. Make sure the “Begin Date” and “End Date” corresponds with the pay schedule. Exceptions must be entered on the timesheet and an absence form attached. Always ensure timesheet is complete and accurate. Make sure the “Begin Date” and “End Date” corresponds with the pay schedule. Exceptions must be entered on the timesheet and an absence form attached. No social security numbers are required on the timesheet. The employee ID number is required, and can be found on the left upper corner of a pay stub, No social security numbers are required on the timesheet. The employee ID number is required, and can be found on the left upper corner of a pay stub, which can be view in EE self serve. which can be view in EE self serve. FAILURE TO COMPLY WITH TIMESHEET DEADLINES WILL RESULT IN DELAY OF PAY. (NO EXCEPTIONS..LATE TIMESHEETS WILL NOT BE PROCESSED UNTIL THE NEXT PAY CYCLE.) FAILURE TO COMPLY WITH TIMESHEET DEADLINES WILL RESULT IN DELAY OF PAY. (NO EXCEPTIONS..LATE TIMESHEETS WILL NOT BE PROCESSED UNTIL THE NEXT PAY CYCLE.)

Absence Record/Request Form PR 90 For ALL faculty and staff, absence records for planned events (vacation, medical leave, funeral, etc) should be submitted to the Payroll Office prior to the leave. Absence records for unplanned leave (sick, etc) should be submitted upon return to work. For ALL faculty and staff, absence records for planned events (vacation, medical leave, funeral, etc) should be submitted to the Payroll Office prior to the leave. Absence records for unplanned leave (sick, etc) should be submitted upon return to work. Please complete the Absence Record/Request with all information, i.e. Employee Name and Employee ID, From Date, Time, To Date, Time and # of hours, not days. Please complete the Absence Record/Request with all information, i.e. Employee Name and Employee ID, From Date, Time, To Date, Time and # of hours, not days. The forms are available in the Payroll Office (OB 208) or on the KCTCS website under forms (Payroll – Form PR 90). The forms are available in the Payroll Office (OB 208) or on the KCTCS website under forms (Payroll – Form PR 90). If you need assistance, please call Lauri Bodenbender or Judy Brown in the Payroll Office. If you need assistance, please call Lauri Bodenbender or Judy Brown in the Payroll Office.

Direct Deposit Form PR 95 As of July 1, 2005, Direct Deposit is now MANDATORY for all full-time and part-time employees with the exception of Federal Work Study students. The form should be turned into Payroll in a timely manner. As of July 1, 2005, Direct Deposit is now MANDATORY for all full-time and part-time employees with the exception of Federal Work Study students. The form should be turned into Payroll in a timely manner. Please complete the “Authorization Agreement for Direct Deposit” form (Form PR95) and attach a “voided check” and submit to the Payroll Office (OB208). Please complete the “Authorization Agreement for Direct Deposit” form (Form PR95) and attach a “voided check” and submit to the Payroll Office (OB208). If you need assistance, please call or Lauri Bodenbender or Judy Brown in the Payroll Office. If you need assistance, please call or Lauri Bodenbender or Judy Brown in the Payroll Office.

Taxes (Federal and State) If you need to change or need assistance in filling out the Federal (W-4) and State (K-4), please stop by the Payroll Office (OB 208). If you need to change or need assistance in filling out the Federal (W-4) and State (K-4), please stop by the Payroll Office (OB 208).

Employee Self-Service Employee leave balances should appear in the Employee Self-Service under “Payroll.” We also have the “shadow system” if you think your balances for sick and vacation are incorrect. Employee leave balances should appear in the Employee Self-Service under “Payroll.” We also have the “shadow system” if you think your balances for sick and vacation are incorrect. Questions about Employee Self-Service “Payroll” panel only for leave balances and policy, needs to be addressed by the Payroll Office staff (Lauri Bodenbender or Judy Brown). Questions about Employee Self-Service “Payroll” panel only for leave balances and policy, needs to be addressed by the Payroll Office staff (Lauri Bodenbender or Judy Brown). You can find the self-service link on the KCTCS web page. You can find the self-service link on the KCTCS web page.

Summary Need to hire a New Employee? A. Budget in placeJ. New Hire meets with HR specialist to complete I-9, B. Complete JAQ tax forms, direct deposit, ITS form, and C. Complete an HR 98sign up for benefits. D. Advertising by HRK. Calendar of HR and Payroll Deadlines E. Search CommitteeL. Timesheet Process F. Interviews with CandidatesM. Absence Record/Request G. Search Committee chair discussesN. Direct Deposit form top candidates with Dr. Kerley –Dr. KerleyO. W-4 & K-4 Schedules appointments for “Director” and P. Employee Self Serve above. H. Salary Recommendation and offer I. Disposition form, Applications, and Binder returned to HR