REU temporary employee positions for UTC students, vendor form for non-UTC students

·         PREFERRED STEP, but not required – a month before arrival get all employee full names (as listed on Social Security Card and/or passport), Social Security Number, and Date of Birth.  Communicate with Jina Johnson in UTC H.R./Payroll to get each of your participants classified as a pending-employee

1.       Work with Andrea Evans to get temporary positions created (before completing this step, verify with Jina Johnson in H.R./Payroll that this is still the correct process for paying REU students)

2.       Provide participants with I-9 (and instructions), W-4, Background Check Form, and Personal Data Form.  Also, remind each of them to bring bank documentation in order to complete Direct Deposit blue form.

3.       Upon arrival, have participants turn in all documentation, watch and verify signatures on said documents, and make photocopies of official identifying documentation for I-9.

4.       Complete Initial Hire paperwork for each employee.

5.       Once all paperwork has been verified, walk materials to Human Resources Department (DO NOT MAIL).

6.       Complete time sheets for each of the pay periods that your visitor will be receiving pay.  Have the visitor sign completed timesheet.

7.       Have time sheet approved by PI

8.       VERIFY that visitors have been hired.

9.       Each week while submitting own timesheet, enter timesheet for each employee.

Hello,

It was a pleasure working with both of you for your NSF REU Program. I just wanted to give a couple of little reminders on what still needs to be done and who to contact for the ARC. Lyndsay Hyden will be your point of contact on getting the students set up to use their MOCS card for ARC entry; Lyndsay-Hyden@utc.edu. As for the HR paperwork Eva, the students should have sent you the corresponding documents:

New Hires:

Initial Hire/Rehire Form

Personal Data Form

Direct Deposit emails (not all of them will have sent you this because most of them brought in physical documents ie: passport, license, ss card etc).

They will turn in to you tomorrow; I-9, W-4 and Direct Deposit form.

Existing Hires:

Personnel Change Form

You will have to open up the forms that the students should have sent you and fill out the remaining information that is needed. Please note that those forms and anything else will need to be printed out and turned into HR. They cannot be sent via email as it needs an original signature. (Speak with Jina about what specifically needs to be filled out on these forms).

The students will need timesheets which you can find on the Human Resources page where all of those forms listed above are. Don’t forget to set them up in IRIS as well as the mentors so they can be approved and paid on time. I would double check with Jina just to make sure you have everything you need.

Let me know if you need anything else.

Thanks!

==============FOR non-utc student, vendor form is needed ===========

I just found out that we cannot set up the partcipants for the REU as payroll but they have to be set up as a vendor. Please see the email below from Virginia regarding this process. This email is in regards to Electrical’s REU attendees but can also be used for your attendees with Dr. Qin. Please let me know if you have any questions.

I am writing you to follow up on Jina’s email below about the REU students on Dr. L’ NSF grant (Rxxx-participant account).  When you complete the Worker’s Classification form for these non-UTC student participants, please do the following:

1.       Section I A-E, mark No

2.       Section II in the Description of Services to be performed put “Research Experience participant for NSF REU grant”.

3.       Section IV  check the bottom one: Non-UT student support costs in a research experience program and attach a support statement that explains that the participant is in a part of a NSF REU (Research Experience for Undergraduate) program and the stipend to be received is not for work per the NSF guidelines. 

You will also have to complete the other required vendor paperwork, Vendor Payment Selection Form, Business Classification Form, and W-9.  Andrea Evans can help you get the vendors setup.   

After the vendor has been setup, then you will need to complete the T-27 form for each payment that needs to be submitted for the participant.  Submit the form to Andrea Evans who will submit them in IRIS.  Dr. L will need to decide how often he wants to pay the students, but I would suggest about every two weeks.  If they sign up to be paid by ACH on the Vendor Payment Selection form then it is automatically setup as Net 30 or if by check then Net 40 from the document date.  The document date is the date at the top right of the T-27 form.  The document date must be at least the first day service or after.  The budget allows for $500 a week for each student for the stipend.  

Also, each of these participants can get up to $450 total in travel expense reimbursement off the grant account (Rxxx) for coming to and leaving UTC.  Therefore, each one of them will need to be setup as Guest Travelers in IRIS.  You may have to limit what you pay them for so that the cost doesn’t go over $450.  There is only $4500 total in the budget for all students for their travel to and from UTC.  There is another $900 in the budget that may be used throughout the rest of the year for select students to attend a conference.  

If any of the participants are UTC students, then you will have to enter their stipend as an award through the Scholarship/Financial Aid office and the amount they receive will be counted as income for the financial aid eligibility.  The non-UTC students will need to report the amount they received from UTC to their home university Financial Aid office as income. 

Hello M.  VM has found out more info regarding the REU Summer Program.  It has been discovered that since these employees are not students here at our University, they will need to be set up as vendors and paid on a T-27.  Please do not enter any time on the employees that has already been set up.  I will have Pam Quick to remove them from the system. Once these employees are removed you will then be able to go through the procedures of setting them up as vendors, make sure you do the worker classification questionnaire, it has been updated and it does address summer programs such as the one you are working on.  I will let you know when these employees have been removed from payroll so that you can proceed with the vendor set ups.  Thanks.