COLTS Payroll Training

1
COLTS Payroll Training
for the Cornell Public Service Center Community
Work Study Program
In order to participate in this program, you are
responsible for reading this material. You will
be required to sign a document stating that you
have read and understand the material.
2
Congratulations!
Youve been hired. Here are the things you need
to know and do

• Complete a Student Information Sheet
• Learn and understand Payroll Procedures
• Complete a Direct Deposit form

3
Before We Begin...

• Have you received a Cornell pay check before?
• If no, have you completed an I-9 form?
• To complete this form, you must provide a
  passport or two forms of identification (a
  drivers license and Social Security card).
  Note you cannot begin working until this form
  is entered into the payroll system.
• W-4s If you are a new employee, you need to
  complete federal and tax forms, which are
  available at the PSC. Questions regarding
  completion of tax forms should be directed to
  Cornell Payroll at 255-5194.

4
Your Student Information Sheet

• Complete the Student Information Sheet to the
  best of your abilities.
• Information contained in this sheet is pertinent
  to processing your hiring paperwork, which allows
  you to be appointed to the Cornell payroll,
  allowing you to work and be paid.
• Return the completed form to Carol Rundle to have
  your work eligibility checked.

5
STOP!Is your work study position at Cornell
Cooperative Extension?

• If yes, you need to view the Cooperative
  Extension payroll training in place of this
  version (ask for assistance, if needed).
• If no, advance to the next slide.

6
PayrollProcedures
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When can I start working?

• Students cannot work before a payroll appointment
  is complete. E-mail notification will be sent to
  the student and supervisor indicating an official
  start date.
• Any hours worked prior to that date will not be
  paid by Cornell and are the sole responsibility
  of your off-campus employer.

8
Completing Your COLTS Record!

• When entering your time into COLTS, be sure
  you have the correct record. Students holding
  multiple Cornell jobs will see multiple records.
• As a student employee you are not entitled to
  paid sick,
• holiday or vacation time.
• Since you cannot be in two places at one time,
  recording the same time worked for two jobs or
  when the start/end times overlap, hours on one of
  the records are false and must be removed
  immediately. You will receive email nofication
  of this problem so be certain to take care of it
  immediately.

9
Meal Periods

• Lunch
• A student who works a shift of more than 4 hours
  extending over the Noonday Meal Period
  (1100am-200pm) must take an unpaid break of 30
  minutes. This will be deducted if not shown.
• Dinner 1
• Students working a shift starting before Noon and
  ending beyond 700pm must take an unpaid meal
  break of at least 20 minutes from 500-700pm in
  addition to lunch.
• Dinner 2
• Students working a shift of more than 6 hours
  starting between 100pm and 600pm must take at
  least a 45 minute unpaid meal break, which should
  occur at the shifts midpoint.
• All meal breaks must be recorded on your COLTS
  record. We are happy to review these guidelines
  with your employer per your request.

10
Turning in Your Time!

• Cornell operates on a biweekly pay schedule. You
  are expected to adhere to this schedule in order
  to remain on the Payroll and be paid on time.
• Each COLTS record is to be used for one pay
  period only and should be completed by 9 am on
  the last day of the pay period. Estimate your
  Wednesday hours.
• All partial hours must be in decimal form
  fractions will not be accepted.
• Time entered for a prior pay period must be
  entered in the corrections tab. If you have
  trouble doing this see Carol Rundle at the PSC
  for assistance.
• COLTS hours must be approved by you and your
  supervisor to be processed. 0 hours in a pay
  period must also be approved by both parties.

11
Direct Deposit and How I get my money?

• Cornell is a direct deposit employer. By using
  direct deposit, your Cornell paycheck will be
  electronically deposited directly into your bank
  account of choice on paydays, typically by 800
  am. Forms are available at the PSC.
• If you do not have direct deposit, your paycheck
  will be mailed to you. You are responsible for
  making sure the mailing address for checks is
  up-to-date (see handout at the PSC).
• Direct deposit devices are available on line at
  http//www.payroll.cornell.edu.
• NOTE Direct Deposit does not roll over from
  year-to-year You must sign up again for the
  summer.

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Miscellaneous Payroll Information

• Payroll information and the payroll schedule are
  accessible on the PSC web site (http//www.psc.cor
  nell.edu/). Click on Resources (top right
  corner), Forms, and Payroll Schedule for a
  dowloadable version of the current schedule.
  Paper copies of the schedule are also available
  at the PSC.
• Changes to a payroll schedule, reminders of
  COLTS time due, or other information pertaining
  to the Community Work Study Program (CWSP) will
  be sent to you by a posting on the CWSP listserv.
  These are sent to your Cornell Net ID and it is
  your responsibility to read all e-mail notices
  and hand-outs and be aware of important changes.
• The Community Work Study Program of the Public
  Service Center is not responsible for paying any
  hours submitted that exceed your Federal Work
  Study allotment.

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Miscellaneous Payroll Information (continued)

• Questions regarding check/deposit devices can be
  addressed to Carol Rundle. If you feel you were
  paid incorrectly, be sure to bring your check
  stub or a printout of your deposit device.
• You and your immediate supervisor are required to
  complete evaluations at the end of your
  employment. These are kept on file in the PSC and
  are kept confidential.
• Repeat negative evaluations may impede future
  placement through the Community Work Study
  Program.
• The employer/supervisor has the right to hire
  and/or terminate a student employee.
• Failure to submit time worked for more than two
  pay periods may result in your removal from
  University payroll.

14
Youve Earned All of Your Work Study Award

• If your work study allotment is depleted, you
  will receive email notification from the
  Financial Aid Office, will be terminated from the
  position, and may no longer work. The email will
  contain some possible options for continuing
  employment.
• Option 1 Petition for an increase to your FWS
  award. Do not wait to look into this option, it
  should be done immediately. See Carol at the PSC
  or send an email to car7_at_cornell.edu if you need
  assistance with this. During this period, you
  will not be paid for hours worked, as you are no
  longer eligible to work.
• Option 2 If you are a Tradition Fellow, pick up
  a form from Tradition and bring it to Carol.
  Complete only your name on the form. The rest
  will be completed, the form processed and if
  eligible, you may continue working without
  interruption.

15
They gave me more work study money, now what do I
do?

• If you receive an increase in your FWS award, you
  must notify Carol Rundle immediately.
• Note If notification of an increase in funding
  is not received by the PSC, you will not be
  eligible to work through this program and will
  not be paid regardless of work study eligibility.
• If any other changes are made to your financial
  aid package, you must notify this office
  immediately.

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Youre Almost Done...

• Follow payroll protocol, and you will receive
  your pay on time and without many problems.
• Questions? Stop by 200 Barnes Hall to see Carol
  Rundle, send an e-mail to car7 or call her at
  255-0144.
• Thanks for being patient, and congratulations on
  your new job!