PAYROLL & PAPERWORK FOR ADJUNCTS AND

TEMP EMPLOYEESUnderstanding the Process from A-

Z

DETERMINING EMPLOYMENT TYPE:

GETTING EMPLOYEES PAID

DETERMINING EMPLOYMENT TYPE Regular-Benefitted Employees-This process is done

through HR Eligible for benefits Accrue Leave Yearly contract

Temporary Employees No Leave accruals, no benefits Employment length varies Submits hourly timesheets

Adjunct Instructors No Leave accruals, no benefits except tuition waiver Employment length varies, per semester basis

Work Study Students Student Workers Documentation processed through Financial Aid

WHICH FORM SHOULD I USE? Supplemental Compensation Form

Additional duties above original contract Faculty Overloads Professional teaching Adjunct Portfolio Reading Lead Instructor

Providing additional services, require additional pay.

Personnel Transaction Form Employment Contract All temp employees should have one

Adjunct Instructors Non-credit instructors Tutors

INITIATING A SUPPLEMENTALThere are “How To” manuals on the SJC website, under Human Resources on the left of the page. Below is the link.

http://www.sanjuancollege.edu/pages/5370.asp

SUPPLEMENTAL COMPENSATION FORMS

Each supplemental that is submitted needs to include Job Title DepartmentDate(s) work is to be performedBrief Description of ServicesAccount number with appropriate object

codePay information, time/credit hours,

hours/credits/fixed amount, and rate of pay

SUPPLEMENTAL COMPENSATION FORM PROCESS

Supplemental is submitted via

DatatelSupervisor/Hiring

Manager approves via

Datatel in MTDL

Supplemental is automatically sent to HR for

review

HR routes to required approver(s)

Supplemental comes back to

HR to be printed

Supplemental is picked up for

employee signature

Supplemental is sent back to HR to be processed

for Payroll

INITIATING A PERSONNEL TRANSACTION FORMThere are “How To” manuals on the SJC website, under Human Resources on the left of the page. Below is the link.

http://www.sanjuancollege.edu/pages/5370.asp

PERSONNEL TRANSACTION FORMS

Basic Employee Information is requiredDatatel ID, if you enter this, the rest of their information will automatically populate the fields. If you don’t have it then enter the information below:First and Last namesAddressPhone NumberSSN & birthdate, if you have it

Follow “How To” manual for entering the rest of the information needed

AFTER THE PERSONNEL TRANSACTION FORM IS SUBMITTED

PT is submitted via Datatel

Supervisor/ Hiring Manager

approves via Datatel in MTDL

screen

PT is automatically sent to HR for

approval

HR routes the PT to the

required approver(s)

PT comes back to HR to be

printed

PT is picked up for

employee signature

Signed PT is sent back to HR to be

processed for payroll

If employee is a new hire, complete the new hire packet

FORGETTING TO COMPLETE ANY STEP WILL DELAY PAYMENT

NEW HIRE PACKETS

NEW HIRE PAPERWORK Required for ALL NEW EMPLOYEES and

returning employees who haven’t worked for SJC in the past 12 monthsDirect Deposit FormW-4NMERB Enrollment Form I-9Emergency Contact Information SheetAnti-Harassment/Drug Free School/Injured

on the Job/ and Computer Usage policies.Criminal Background Check

NEW TEMPORARY EMPLOYEE CHECKLIST

Submit Personnel Transaction Form to Human Resources Have new employee complete New Hire Packet:

Direct Deposit Form W-4 NMERB Enrollment Form Emergency Contact Information Anti-harassment receipt certification Drug Free Schools and Communities receipt certification What to Do If Injured on the Job receipt certification Computer Resources Acceptable Use Policy Background Check Authorization form if position meets criteria

Submit signed PT to Human Resources with completed New Hire Packet

The I-9 form can be completed once employment has been offered.

DIRECT DEPOSIT FORM Optional Must attach voided check or print out

from their bank with the account and routing number, to avoid errors

Bank information must be completed and the form must be signed

Can be split between 2 or more accountsEmployee must state exact dollar amount

they would like to put in each account Forms that say, “Split in half, etc.” or have a

percentage listed, will be returned

FORM W-4 Required by Federal Government Please make sure the form is signed

boxes 1 – 5 are completed DO NOT UNDER ANY CIRCUMSTANCES

OFFER “TAX ADVICE”Employees will often ask, how many

dependents should I claim? Should I file single? Offering this advice could make you liable if

there is an error in reporting. Make the employee accountable to read the top

portion of the form that includes basic directions, and notes.

NMERB ENROLLMENT FORM This form is REQUIRED for all employees

who work 10 or more hrs/wk or teach 3 or more credits per semester

Verify that the top portion of the form has been filled out completely, and that at least one box has been checked.

Make sure that the updated form is being used. Revision date of 02/06/12.

Secure signature at the bottom of form. Do not provide any information in the

Employer Certification Section. HR will complete this section.

I-9 COMPLIANCE Required by the Federal Government. New form was issued, for use as of 5/7/13 Section 2 should not be completed by

employee If you complete Section 2, you have to

also complete the Certification section If you are not sure about documentation,

PLEASE CALL Savana Vigil at x3429 for assistance.

Attach a copy (front & back) of the documentation used to complete Section 2

EMERGENCY INFORMATION Form is required for all employees. Must provide a contact name and

number. If unsure about address, it can be provided

later. Physician information is highly

recommended but not required, as well as allergies, and medical conditions.

Inform employee that if there are changes in information to contact HR with updates.

ANTI-HARASSMENT/DRUG FREE SCHOOL/INJURED ON THE JOB POLICIES

Form is required for all employees. Employee should retain the policy. Do

not submit back to HR.The receipt certification states that the

employee has received a copy of the policy. Ensure that the Receipt Certification is

signed, and dated by the employee. Advise employee to keep this policy in a

personal file for reference.

COMPUTER USAGE POLICY Form is required for all employees Employee keeps the yellow copy, HR

gets the white copy. Employee must sign and date The employee should keep this policy in

a personal file for reference.

CRIMINAL BACKGROUND CHECK Criminal Background Checks are now

required for ALL employees. Must be ran before employee can start

working. We can only require the “Top Candidate”

to complete the authorization form. The department will be contacted once

the check is ran. For questions regarding the Criminal

Background Checks, contact Debbie Hernandez at ext. 3609 or email her at hernandezd@sanjuancollege.edu.

PAYROLL OFFICE NOTES Accessing Pay Advices On The Web

Only If You Have Direct DepositFollow printed directions.

Hourly TimesheetsAll paper timesheets should say 2009Contact Payroll Office to schedule web entry

training Payroll Office Contact Information

Juanita Pacheco, Account Tech, 566-3245Carol Carreon, Payroll Supervisor, 566-3543

ACCOUNT NUMBER OBJECT CODES Commonly used object codes

Object Code Descriptions

5222 Adjunct Instructors-Credit

5224 Faculty Overload

5233 Non Credit Instructors

5240 Other Faculty Comp.

5340 Professional

5668 Pooled temporary funds

ADJUNCT TUITION WAIVERS Adjunct Tuition Waivers are not the same as Staff

Waivers Adjunct Waivers do not require a supervisor signature The waiver MUST HAVE the department and account

number on it prior to coming to HR for approval Adjuncts are eligible for one waiver per semester

taught These waivers may be transferred to a “qualified”

family member if the adjunct instructor is not going to use the waiver themselves

If the waiver is being transferred, HR must have appropriate documentation; Birth Certificate, Marriage Certificate, Adoption Papers, Affidavit of Domestic Partnership, etc.

29HR/WEEK LIMIT Due to the Affordable Care Act, temporary

employees and Adjunct Instructors will be limited to 29 physical hours per week. This will be effective January 1, 2014.

Adjunct Instructors – 1 credit hour = 3 physical hours

1 hour face-to-face + 2 prep hours = 3 physical hoursExample: 3 credit hour class = 9 physical hoursExample: 4 credit hour class = 12 physical hours

Temporary employees can still have more than one position but they cannot work more than a TOTAL of 29hrs for all positions combined.

Please check to see if the employee is working in another department.

QUESTIONS????