Supervisory Training

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Supervisory Training

• New Employee
• Hiring Orientation Process
• Bluegrass
• Community and Technical College

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Pre-Hire Documents and Procedures

• Budget in place
• Completed application, contract, budget worksheet
  (Leestown)
• Contact HR before first day of employment
• Supervisors have
• responsibilities related to all the above

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New or Vacant Position

• Prepare a JAQ, go to the following website
• http//www.kctcs.edu/businessaffairs/FORMS/JAQ.doc
  
• Prepare an HR98 form (for approval NEW Positions
  only)include a brief job description/justificatio
  n, go to the following website
• http//www.kctcs.edu/businessaffairs/FORMS/HR
  98.doc

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

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JAQ
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HR98
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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.

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• 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
• 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.

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• 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.

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• 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.
• Committee Chair will notify Human Resource
  Coordinator of Dr. Kerleys 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).

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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.
• Supervisor makes salary offer and advises new
  hires that his/her start date will either be on
  the 1st of the month or the 16th day of the month.

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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.
• New Hires will need to bring
• 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)
• Note New Hires cannot begin work unless the I-9
  has been certified to be compliant with FEDERAL
  LAW NO EXCEPTIONS!!!

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• 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.
• HR enters new employees data to activate Payroll
  in PeopleSoft.

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• Employment Contract
• 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.

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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

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Authorized to Certify US citizens I-9s

• Marilyn Childre Sally Soard
• Frank Dalzell Eloise Pitt
• Karen Manley Amie Morgan
• Amy Spears Christy Smith
• Tri Roberts Sherry Raines
• Jane Goatley Deb Cox
• Ellen Biddle Arlene Ross
• Craig Dundon Deanna McCord
• Human Resources Department will handle all
  Foreign Nationals in U.S. on a VISA

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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 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.

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Deadlines

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

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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).
• All employees are paid semi-monthly on the
  15th and 30th..
• 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.
• 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.
• 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.)

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Absence Record/RequestForm 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.
• 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).
• If you need assistance, please call Lauri
  Bodenbender or Judy Brown in the Payroll Office.

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Direct DepositForm 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.
• 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 email
  Lauri Bodenbender or Judy Brown in the Payroll
  Office.

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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).

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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.
• 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.
• http//employees.kctcs.edu

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Summary

• Need to hire a New Employee?
• Budget in place J. New Hire meets with HR
  specialist to complete I-9,
• Complete JAQ tax forms, direct deposit, ITS
  form, and
• Complete an HR 98 sign up for benefits.
• Advertising by HR K. Calendar of HR and
  Payroll Deadlines
• Search Committee L. Timesheet Process
• Interviews with Candidates M. Absence
  Record/Request
• Search Committee chair discusses N. Direct
  Deposit form
• top candidates with Dr. Kerley Dr. Kerley O.
  W-4 K-4
• Schedules appointments for Director and P.
  Employee Self Serve
• above.
• Salary Recommendation and offer
• Disposition form, Applications, and Binder
• returned to HR