[et_pb_section fb_built=”1″ _builder_version=”4.16″ background_color=”rgba(0,0,0,0)” custom_padding=”16px||54px|||” global_colors_info=”{}”][et_pb_row _builder_version=”4.16″ global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.16″ global_colors_info=”{}”][et_pb_text _builder_version=”4.16″ header_6_font=”Ubuntu|700|||||||” header_6_text_color=”#ffffff” header_6_font_size=”35px” background_color=”#e71939″ custom_margin=”||||false|false” custom_padding=”10px|20px|10px|20px|true|true” border_radii=”off|20px|20px||” global_colors_info=”{}”]<\/p>\n
[\/et_pb_text][\/et_pb_column][\/et_pb_row][et_pb_row _builder_version=”4.16″ custom_padding=”20px|20px|20px|20px|true|true” box_shadow_style=”preset3″ global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.16″ global_colors_info=”{}”][et_pb_text quote_border_color=”#000000″ _builder_version=”4.27.4″ _module_preset=”default” text_font=”Open Sans||||||||” text_font_size=”16px” header_4_font=”Open Sans|600|||on||||” header_4_text_color=”#000000″ header_5_font=”Open Sans||||||||” header_5_font_size=”18px” hover_enabled=”0″ global_colors_info=”{}” sticky_enabled=”0″]<\/p>\n
NEW OneRF!<\/strong><\/p>\n The Research Foundation has activated its new OneRF site which includes recruiting, hiring and submitting time sheets for personnel. <\/span><\/span><\/p>\n Trainings for OneRF can be found here:\u00a0<\/span>https:\/\/www.rfcuny.org\/rfwebsite\/training\/training-resources\/<\/a>.<\/p>\n If you have any questions, please call your campus personnel coordinator\u00a0at 212-417-8600, and select option #3, or email\u00a0HRPersonnel@rfcuny.org<\/a>.<\/p>\n <\/p>\n If you plan to hire an employee on your grant, several steps are required before he or she can be placed on payroll.<\/p>\n [\/et_pb_text][et_pb_accordion open_toggle_text_color=”#e71939″ open_toggle_background_color=”#ffffff” closed_toggle_text_color=”#e71939″ closed_toggle_background_color=”#ffffff” icon_color=”#e71939″ _builder_version=”4.27.4″ _module_preset=”default” toggle_text_color=”#e71939″ toggle_font=”Open Sans|600|||||||” toggle_line_height=”1.1em” body_font=”Open Sans||||||||” body_text_color=”#000000″ body_font_size=”16px” hover_enabled=”0″ border_color_all=”#000000″ global_colors_info=”{}” sticky_enabled=”0″][et_pb_accordion_item title=”New Hires:” open=”on” _builder_version=”4.27.4″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n Personnel Vacancy Notice <\/strong> New Hire Package<\/strong> NO ONE SHOULD START WORK UNTIL THIS PACKAGE IS COMPLETE AND THE EMPLOYEE HAS FINISHED THE I-9 AND E-VERIFICATION PROCESS. <\/strong>If problems arise, we can assist you.<\/p>\n E-Verification and I-9<\/strong><\/p>\n According to recent changes implemented by DHS\/SSA, most I-9 verification must take place with in-person meetings.\u00a0Virtual I-9\u2019s are reserved solely for remote positions.\u00a0All regular and hybrid appointments must present their documentation in person.<\/p>\n<\/div>\n The first step in hiring anyone new is I-9\/e-verification. This ensures the employee is legally eligible to work, and is required to be completed on or before their first day of work. Our office will reach out to the employee directly to complete this application.<\/p>\n Once the I-9 is cleared, we move on to the second step, which is the onboarding application. Onboarding is now done electronically through the RF website. This is an application that is created and submitted by the PI.<\/p>\n In order to initiate the I-9,\u00a0 the following information is required:<\/p>\n Employees full first name as listed on their SSN<\/p>\n Full last name as listed on their SSN<\/p>\n Email address<\/p>\n Date of birth<\/p>\n Official start date<\/p>\n RF account number being used<\/p>\n<\/div>\n <\/p>\n E-Verify is an Internet-based system mandated and operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). E-Verify allows participating employers to electronically verify the employment eligibility of new personnel.\u00a0The I-9, an Immigration form,\u00a0is key to the E-Verify process.<\/p>\n All employees must complete the I-9 prior to working and must complete E-Verification within three days of starting work. Any new hire package without E-Verification or submitted more than three days after the start date must be accompanied by a detailed letter from the PI\u00a0(on department letterhead) that explains why the employee was not E-Verified\u00a0on time\u00a0and\/or why the\u00a0hiring package is late. This letter must bear the PI’s original signature.<\/p>\n Individuals whose employment authorization cannot be instantly verified are given the opportunity to work with SSA or DHS, as appropriate, to confirm their authorization.<\/p>\n The Office of Research & Sponsored Programs will E-Verify employees from\u00a09 am to\u00a02 pm BY APPOINTMENT ONLY<\/strong>, Monday through Thursday.<\/p>\n <\/p>\n [\/et_pb_accordion_item][et_pb_accordion_item title=”What’s Next? ” _builder_version=”4.16″ _module_preset=”default” global_colors_info=”{}” open=”off”]Once the new hire package is completed and reviewed by ORSP, it is sent to the Research Foundation for final processing, which can take up to three weeks.\u00a0Then the employee is entered into the RF system. The employee receives an email from the RF with his or her employee ID number.\u00a0The PI receives a separate email stating that the package has been processed and directing the PI to create an Electronic Personnel Action Form (E-PAF) on the RF website.\u00a0After the PI submits the E-PAF, and Client Services and the Grants Office reviews and approves it,\u00a0timesheets can\u00a0be submitted. PLEASE DO NOT SEND EMPLOYEES TO ORSP LOOKING FOR AND\/OR INQUIRING ABOUT THEIR PAYCHECK.\u00a0<\/strong>ORSP does not issue paychecks; the RF does. Any employee who contacts our office regarding payroll will be sent back to speak to his or her PI. A \u2018rehire’ is defined as any Research Foundation employee who is reappointed on any account after a break in service lasting 120 days or more. This will require the completion of a new onboarding application submitted by the PI and employee. I-9\/E-verification action will likely be required, so reach out to Benjamin.Signorejr@qc.cuny.edu<\/a> immediately.\u00a0<\/p>\n [\/et_pb_accordion_item][et_pb_accordion_item title=”Stipends vs Payroll” _builder_version=”4.16″ _module_preset=”default” global_colors_info=”{}” open=”off”]<\/p>\n Student stipends and employee payroll are two very different terms. According to the IRS:<\/p>\n \u201cA stipend is defined as a fixed sum of money paid periodically for services or to defray expenses. The fact that remuneration is termed a ‘fee’ or ‘stipend’ rather than salary or wages is immaterial. Wages are generally subject to employment taxes and should be reported on Form W-2<\/a>, Wage and Tax Statement. Refer to Publication 15<\/a>, Circular E, Employer’s Tax Guide, Section 5, Wages and Other Compensation, for rules on accountable and nonaccountable plans for employee business expenses. The income from stipends is reportable. Is the stipend or fee paid to an employee or an independent contractor reportable? The answer to this question determines the way that the stipend is reported. See also the section entitled “Independent Contractor or Employee?<\/a>\u201d<\/p>\n A simpler definition: If an employee-employer relationship exists, it should be constituted as payroll. An employee is classified as anyone who will perform services for you, thereby giving you\u00a0the right to control what will be done and how.<\/p>\n [\/et_pb_accordion_item][et_pb_accordion_item title=”For all federal grants, stipends should not be charged to research awards, per the new OMB Uniform Guidance (revised on December 26, 2014). Click to see the text below for details.” _builder_version=”4.16″ _module_preset=”default” global_colors_info=”{}” open=”off”]<\/p>\n [\/et_pb_accordion_item][et_pb_accordion_item title=”Consultants vs Payroll” _builder_version=”4.16″ _module_preset=”default” global_colors_info=”{}” open=”off”]<\/p>\n IRS guidelines are based on common-law rules, rather than statute, and are thus open to interpretation. The general rule is that if an individual is subject to the control or direction of another merely as to the result to be accomplished by the work and not as to the means and methods for accomplishing the results, s\/he is an independent contractor<\/strong>, rather than an employee. However, if the individual has a Social Security number rather than a tax ID, he or she is generally considered an employee. Also, if the person\u00a0does not have a list of clients, the individual is classified as an employee.\u00a0The IRS defines\u00a0independent contractor as follows:<\/p>\n \u201cPeople such as doctors, dentists, veterinarians, lawyers, accountants, contractors, subcontractors, public stenographers, or auctioneers who are in an independent trade, business, or profession in which they offer their services to the general public are generally independent contractors. However, whether these people are independent contractors or employees depends on the facts in each case. The general rule is that an individual is an independent contractor if the payer has the right to control or direct only the result of the work and not what will be done and how it will be done. The earnings of a person who is working as an independent contractor are subject to Self-Employment Tax. If you are an independent contractor, you are self-employed. To find out what your tax obligations are, visit the Self-employed Individuals tax center<\/a>.<\/p>\n You are not an independent contractor if you perform services that can be controlled by an employer (what will be done and how it will be done). This applies even if you are given freedom of action. What matters is that the employer has the legal right to control the details of how the services are performed.<\/p>\nHiring Personnel<\/h4>\n
If you are hiring a full-time employee–working more than 19 hours a week–you must complete a Personnel Vacancy Notice to advertise the position. (This is a good practice for part-time employees, too, but it’s optional.)\u00a0Complete the notice through the RF website under \u201cE-Services\/Personnel Vacancy Notice.\u201d<\/p>\n
Once you have selected a candidate for employment, a new hire package must be fully completed and submitted to the ORSP office.\u00a0The new hire package is available only on the Research Foundation website. Please see the list of forms that are included and required. The PI and the new\u00a0employee should complete the package together. Incomplete packages will be returned to the PI.<\/p>\n
\n[\/et_pb_accordion_item][et_pb_accordion_item title=”Employee Payroll and PI Responsibility ” _builder_version=”4.16″ _module_preset=”default” global_colors_info=”{}” open=”off”]PIs are ultimately responsible for their employees. PIs are responsible for monitoring and maintaining all of their employees’ time.\u00a0PIs must discuss annual and sick time with employees and ensure that employees’ time is being utilized properly. PIs create the E-PAF and by doing so, acknowledge this responsibility. Once the PI has created the E-PAF, the employee can log on to the RF website with his or her employee ID (www.rfcuny.org<\/a>) and begin submitting timesheets through the \u201cTime and Leave\u201d screen under E-Services. Timesheets can be submitted as far back as four pay periods. Prior to that, any timesheets that need to be submitted must be done on paper. Employee timesheets must be approved by the PI\u00a0before they can be processed.<\/p>\n
\n[\/et_pb_accordion_item][et_pb_accordion_item title=”Re-Hires:” _builder_version=”4.16″ _module_preset=”default” global_colors_info=”{}” open=”off”]<\/p>\n