University of Connecticut |
Employment and Travel Coordinator
Lois Somers This position covers all travel and general employment for the Biology Departments. Although faculty searches are initiated in the respective departments, the final checking and employment is done by this position. On an annual basis, this employee handles approximately 200 employment authorizations for new and/or continuing professional employees, 80 special payroll authorizations including primary/subsidiary payments, 45 special payroll authorizations for faculty and grads summer salaries; 155 student labor authorizations. In addition, this we sponsor the High School Minority Program. We employed 10 students for the 1997 summer session. This program involves underage and sometimes foreign students. We must make sure they are eligible to work and provide working papers for the first time employees.. When processing all employment it is necessary to process W-4s, both state and federal, as well as I-9s to determine legality of work eligibility. As time passes, it seems more of the work that is initiating, processing and advising is falling to the department instead of the International Office. It has also become the responsibility of the departments to fill out the required paperwork to aid foreign workers in the process of changing and/or extending their visa status. Occasional training is necessary to keep abreast of changing rules and regulations so that we minimize impact of these concerns on research and academic programs. Advice and information is frequently requested by faculty regarding salaries and fringe benefit rates necessary to write grant proposals. It is essential to maintain contacts with many campus offices to assure accurate information and timely processing of all paperwork. For postdoctoral fellows with their own grant awarded funds, it is necessary to set up a reservation of funds and initiate a monthly payment via a CO17. Special undergraduate research stipends for Biotechnology students are also processed on a CO17. Also, 8 additional under grads received NSF fellowships. To date, 10 doctoral dissertation fellowships have been processed for the fiscal year with several more anticipated before the June 30 deadline. As time progresses and systems change, it is necessary to continue to learn the rules and requirements in regard to foreign employment; hiring processes; travel regulations. I have attended instructional meetings on employment hiring procedures and how to write complete and effective offer letters. I then proceeded to make this information available to all the departments heads and their secretaries. I have also attended meetings on the processing of foreign employment verifying visa eligibility. Also, we have continued to use the Focus system to input student labor and work study hours on line directly to payroll. The new Genesys system has been implemented which allows employment to be entered online. All payroll checks for both regular and bi-weekly and supplemental checks are logged and sorted in this office. As part of a group office, this position is responsible for calling in emergencies and typing work orders when necessary. We also handle hundreds of phone inquiries per week and supervise undergraduate employees. Travel remains a major part of this position. Several of our faculty conduct active field research programs that require a great deal of planning and contact with travel and accounts payable. Approximately 200 travel authorizations are processed annually with the corresponding number of reimbursements. Although many of these travels are uncomplicated there are always several that require special handling. In addition to the ever present and always reoccurring duties, this position maintains working contacts and relationships with many of the executive and directive offices on campus. This position is responsible for learning and instructing the departments in new systems and methods; assisting with evaluations; solving emergency problems and situations and troubleshooting when necessary. |