This orientation should take 10-15 minutes.  After the orientation there will be additional steps that need to be completed to adhere to state and federal guidelines.

 

This orientation will cover:

• Employment Eligibility Verification (I-9)
• The Wage Theft Prevention Act
• Meal Period Reporting
• Student Confidentiality Training
• Occupational Safety and Health Administration (OSHA) Training
• Workweek Hours Limitations
• Having More Than One Job at the UR:  Entering Time in the right record
• How to Report Time in UKG
• Getting Paid/Direct Deposit
• Payroll Problems
• UG Bill of Rights

 

IMPORTANT: Please note that students may not begin employment until they are processed in myURHR and an official start date is generated by Student Employment. 

Students must complete Part I of the I-9 Form at http://www.newi9.com 

You will need the following information to complete Part I: 

• Employer Code: 11968
• Employer Location: 100000-Student Workers; (this is the first option)

Part II requires students to present their documents to verify identity at the  the HR Service Center at Brooks Landing (910 Genesee St).

• For a list of acceptable documents, visit http://www.uscis.gov/i-9-central/acceptable-documents 
• Schedule an appointment at the HR Service Center https://calendly.com/hr-i9-scheduling/i9-appointment?month=2024-07 

Any student that may have completed an I-9 form through another University affiliated location can verify this information with the HR Compliance Coordinator.  If you are unsure if you have completed an I-9 before please email bioUGseo@rochester.edu.  There is no reason to start working before the I-9 is complete. 

Students must acknowledge their wage and sign in compliance. In order to complete the Wage Theft Prevention Act, you will need to go to JobLink through Blackboard using your Net ID and password.

• Log into JobLink and select Applicants and Employees, then UR Hired from the Home Screen.
• Read through the necessary requirements for employment.
• At the bottom of the page, select Employee Acknowledgement. You will need the information in this email to complete the form (wage, job ID, etc.).
• Read and acknowledge your wage and primary language.
• Please note, if your primary language is one listed on the drop down menu (Spanish, Haitian-Creole, Chinese, Korean, Polish or Russian), you must also meet with your employer to complete a paper WTPA form.

If you indicate in this section that your primary language is Chinese, Haitian, Creole, Korean, Polish, Russian, or Spanish, you will need to contact the UPBM office (525.275.3850)  to make arrangements to fill out the Wage Theft Prevention Act in your primary language.

 

Until this section is completed, you will not be hired into the position.

Employees are required to take a uninterrupted 30 minute meal period when they work a shift of 6 hours or more; consistent with New York State Labor Law. If you work over 6 hours, your meal period will be automatically deducted. If you take a lunch period that is longer than 30 minutes, be sure to log in and out to the minute.

You must acknowledge this NYS Law while filling out the WTPA.

The University requires that all student employees complete the Student Confidentiality Training via the employee training portal, MyPath. The training is compensatable and must be completed upon hire during the department on-boarding process. To ensure that you are paid for training, be sure to log your hours while completing the training. If the training is not completed within 30 days, the Student Employment Office reserves the right to terminate employment.
 
Visit https://mypath.rochester.edu and log on with your Net ID username and password. 
 
If you have any questions regarding this process, please contact the Student Employment Office (SEO) at 585.275.3226 or seo@rochester.edu.

Each and every undergraduate student MUST check in with Aaron Lewis (alewis36@ur.rochester.edu) in Hutchison 213 or by email (preferred) before starting in the lab EACH new semester (fall, spring, summer) regardless if the student is new or returning from a previous semester. This includes students who are paid, volunteering, taking an independent research course, or visiting.

OSHA safety training is REQUIRED prior to starting in a laboratory. Your P.I. will be able to tell you what training(s) you need for your position. Make sure to check in with them to find out what training is required- it will not be automatically assigned to your MyPath account. Be sure to log your time for the training in your timecard to be paid for it. 

Distribution of keys or swipe access must be authorized by a senior lab member (i.e.: P.I., Post Doc, Lab tech, etc.). Please copy (CC) your PI when you contact Aaron Lewis to authorize your access to the building/lab.

The University of Rochester recommends that undergraduate students work no more than 20 hours per week between all campus jobs during the academic year. 

Students are not limited to hours worked during the summer, holidays, and breaks.

International Students are limited to working 20 hours total between all campus jobs while classes are in session, and up to 40 hours during breaks that are full weeks (Winter and Spring).

Federal Work Study is active during the academic year only, this does not include summer break.

It is your responsibility to make sure that you adhere to this guideline.

If you have more than one job within the UR you will need to make certain that you are submitting time under the correct Empl Record.  Please contact our office at bioUGseo@rochester.edu to get the correct Empl Number for your UPBM student employment position.

The myURHR/UKG system is used to track and approve hours.
 
Students will need to log in with their user name and password to access the system.  Access to UKG is available off campus through a "Double Authentication System" or "DUO" Visit this link for instructions on how to enroll.

 

Click here for instructions to download the UKG mobile app. It is encouraged to use the app to clock in and out of shifts.  

 
For help with myURHR/UKG:  ASK-URHR (585.275.8747) or ask-urhr@rochester.edu 

Log in your hours daily at the start and end of each shift.  

Employees are required to submit accurate time records that are to the minute.

Student employees must utilize the web clock in UKG to log their time. Accurate time records should reflect all time worked, including overtime.

 

 

Repeated time entries on the hour (e.g. 12:00-2:00pm, 12:00-1:00pm, 12:00-4:00pm) will be flagged by the system. Your timekeeping must be by the minute. If you punch in at 2:02pm and punch out 4:53pm, do not round those entries to the nearest hour.

Time worked includes any time spent working on behalf of, or for the benefit of, the University.  Employees CANNOT waive their rights to receive compensation for time worked under the law.

Start Date:  Employees cannot start until we contact them with a start date and they are able to enter their time for this particular job in UKG. You should not begin work until your I-9 is complete.

Payment Schedule
Students are paid on bi-weekly hourly (BWH) basis. Students email their timecards to the UPBM Office (bioUGseo@rochester.edu) by 11:00AM every other Monday according to the payroll schedule. Payment is deposited into bank accounts every two weeks on Friday. Please note that payment is processed through the UR Payroll Department. 

Payroll Approval:  The Biology Department requires that all undergraduate employees make their supervisors aware of the time they will be submitting for payment before it can be processed.
 
Timecard Submission: Screenshot a copy of your timecard screen (desktop version) for the relevant pay period.  E-mail it to bioUGseo@rochester.edu and carbon copy (CC) your supervisor.  If you are unable to e-mail a copy of the timesheet, print it out, have your lab manager sign-off on it, and deliver it to Hutchison Hall, Room 488.
 
E-mail reminders will be sent out, please note some schedules are subject to change due to holidays.  However, here is the link to the payroll calendars with time card submission and paycheck distribution dates.  Be sure to look in the rows labeled  "BWH" (bi-weekly hourly).
 
Please note that your time will not be approved by our office unless your supervisor has approved of the time you are submitting. 

You can report any payroll problems directly to UR Payroll and Employee Records at 585.275.2040 or Payroll@ur.rochester.edu  

When do you believe you will have all of these steps done? (pick a date below)

 

Remember, you cannot start working until all of these steps are complete and you have received a start date from Student Employment. 

If you have any questions or concerns please contact the UPBM Office (bioUGseo@rochester.edu).

Upon submission, you will receive a summary of this information to keep for future reference.

Before you can begin, our office will need copies of the following things:

• The offer letter that your PI sent you, dated with your signature
• A signed copy of the UR Intellectual Property Agreement
• A photocopy of your current Health Insurance card
• A letter verifying that you are enrolled at the University (you can contact the registrar’s office about this) OR a copy of your transcripts.

If you cannot submit the onboarding documents digitally, please contact bioUGseo@rochester.edu to set up a time to bring the documents to the UPBM Office (488 Hutchison Hall). 

 

Additionally you must email Aaron Lewis (alewis36@ur.rochester.edu) to request card swipe access to the lab. Aaron will work with you & your PI to make sure you complete any required safety trainings before you can access the lab.

 

Students doing unpaid internships may qualify for a half college credit, which cannot be applied to your major. Full details can be found here. If you qualify and are interested in receiving credit for your internship, please email the UPBM course administrator (BioDeptUGOffice@ur.rochester.edu) to begin.