Welcome Meeting
The agenda for the day will be something like this (varies based on availability of others and roles our new employees will be filling)
Technology
AUG completion (include mailing address on back of form), ID photos and AUG submission to Technology, Issuing of Email access information, Basic review of web-based gmail and Google resources available and the TIU Tech Support process
Evidence, Please!
I-9 completion – verification that form is filled out completely and that appropriate valid documentation is provided. Documentation may be anything as indicated on the list provided in the I-9 form and must be copied and retained with the I-9
Potential TIU Vehicle Drivers? – Valid Driver’s License must be copied for our insurance vendor
Payroll Confirmation of Name and SSN – Please provide your social security card for legal name and number verification. If your name does not match, or your name changes later, you will be required to submit a copy of a new card with your legal name on it. If you do not have your social security card, please obtain a new copy from the government!
Forms and Certification Review
Be sure you have signed and dated all forms!
Application and/or Resume
PA Criminal History Report
PA Child Abuse History Report
Federal Criminal History Registration Number or Unofficial Repot
PDE 6004 – Self Certification or Arrests and Convictions (Act 24)
Health Form with Tb Results
Teaching Certificate or Other Professional Credentials – if needed
Proof of Master’s or Doctorate – if needed
Proof of Tenure – if needed
Emergency Data Form
Emergency Accommodation form – distribution, explanation, and collection
Photo Release Form – provide and collect
Ethnicity Data Form – Voluntary/Optional – if not submitted data will be based on observation, for mandatory governmental reporting
Procedural Reviews
TIU Website Policy and Forms
Anti-harassment, Right to Know, and HIPPA review and signoff (provide documents)
Workers Compensation Awareness sign-off and Current Panel
Payroll Forms
W-4
Certificate of Residency for Local Earned Income Tax – this form must be revised and submitted to Payroll for any name change or address change.
Direct Deposit form and supporting documentation – the account(s) you designate must have your name on them
Retirement Verification form
For Your Information: Name changes also require submission of a copy of your new social security card, and if it will impact benefits, must include a legal document like a marriage certificate or divorce decree. You may submit the new data through the employee portal, but it will not be approved until the proper documentation is received!
A little about:
Retirement
PSERS, Public School Employees Retirement System, is a legislated retirement system and any employee that is full time or part time and working 500 hours or more per year must participate. TIU normally withholds contributions for all employees. Any employee that doesn’t meet the requirement for participation receives a refund pf contributions in the next year. However, if we do not withhold, and a part time employee does meet the threshold, they receive a bill for all the money that was not withheld! If you are new to PSERS, PSERS will contact you with more information about your options once they receive information from the TIU. It will probably be 6 to 9 weeks from your start date.
PSERS Brochure Handout
403b – Tax Deferred Savings Plan – optional, supplemental retirement plan, contributions are made through payroll withholding with pretax dollars. You can start a 403b account at any time, make changes to it as needed but most importantly – ALL employees are eligible to contribute to their 403b plan.
Payroll Forms
TIU pays semi-monthly for nearly all employees. Employees that work less than 15 hours per month may submit paper timesheets once a month, instead. Employees that are paid hourly, based on a timesheet, are paid one pay period after the time worked. Semi-monthly timesheets are completed in the employee portal. Employees paid salary style are paid current.
Pay Cycle Calendars are available for each pay schedule. Normal pay dates are the 15th and 30th each month or last working day prior to that.
Salary Style Pay
Monthly Timesheets
Portal Timesheets
Salary style pay calculation process: (daily rate x number of days to be worked)/number of pays in the salary year
Employee Portal
The employee portal provides access for employees to review and print pay stubs, review and request updates for personal information in the personnel systems, and if appropriate to request absences, and to submit timesheets. Supervisors also have access to approve employee requests, and review absences for planning purposes.
Portal Instructions are available including various portal features, since not all employees have access to the same tabs.
Insurances
EAP – all employees expected to work 500 hours or more per year are provided this at no cost. (brochure)
Life Insurance – all full time employees, provided at no cost (beneficiary form on Insurance page)
Long Term Disability – Consultant level staff, program operators and administrators, provided at no cost
Health – see Insurance Benefit Information Page
Benefits
Holidays
Paid Leave –
School Year Full Time Employees: Personal Days, Sick Days,
Year-Round Full Time Employees: Personal Days, Sick Days, Vacation Days
Part Time Employees: Some program areas offer limited paid time off for regularly scheduled part time staff
Unpaid Leave of Absences and FMLA
Sick Days = Family Sick or Self, accumulate over time, no payout unless retiring, and then as an increment (not pay rate)
Personal Days – awarded July 1, use or loose by the next July 1
Vacation Days – accumulation process and rate varies with program and position, accumulate over time, limited payout on exit at pay rate
Orientation Documentation
Please Print , Fill Out, and Bring With You to Orientation
I-9 completion – verification that form is filled out completely and that appropriate valid documentation is provided. Documentation may be anything as indicated on the list provided in the I-9 form and must beI-9 completion – verification that form is filled out completely and that appropriate valid documentation is provided. Documentation may be anything as indicated on the list provided in the I-9 form and must be copied and retained with the I-9.
| PA Criminal History Report (Act 15) | Must have been issued within past five years years | |
| Child Abuse Report (Act 15) | Must have been issued within past five years | |
| Federal Criminal History – Fingerprints (Act 15) | Must have been issued within past five years. | This link is only for PA Intermediate Units! If you do not use this link, you may need the service code for Intermediate Units, which is 1KG6S7 |
In addition, all employees must complete the self-certification form: Act 24 –Arrest/Conviction Report and Certification Form
| Mandated Reporter Training Certificate(Act 126) | Must have been completed within five years | If you will be working directly with children this must be done prior to starting, if not it must be completed with in 60 days of start date |
| Educator Discipline Certificate(Act 126) | Must have been completed within five years | If you will be working directly with children this must be done prior to starting, if not it must be completed with in 60 days of start date |
| Health Form & Current TB Results | Required for all employees prior to start. Health form can be within one year period. | TB test must have been completed within 90 days prior to submitting the form |
| Optional | This form is optional, but you should be aware that as an LEA we must report detailed aggregate demographics about our staff |
| Workers Compensation Notice and Panel Listing | Required | Sign-off on general notice and local panel for the area where you live. Panels are updated periodically and current lists may be found in the Human Resources web section |
| W-4 | Required | If you do not submit a W-4, IRS guidance will be used to establish your withholdings as single with 0 deductions. |
| EIT Certificate of Residency | Required | Form on file must have legal name and current home address, you must submit an updated form for any address change or name change. |
| Direct Deposit Authorization | Required | When direct deposit is set up your first check will be mailed and the banking data will be verified (proof run). Please review the Instructions page for this form. |
The employee portal provides access for employees to review and print pay stubs, review and request updates for personal information in the personnel systems, and if appropriate to request absences, and to submit timesheets. Supervisors also have access to approve employee requests, and review absences for planning purposes.
Portal Instructions are available including various portal features, since not all employees have access to the same tabs.
| Retirement Participation & Act 29 | Required | You will receive information from PSERS about 6 to 9 weeks after you start working if you are new to that system. You will have choices to make about your retirement participation and to designate your beneficiary. this is time sensitive, so please be sure to review the information when it arrives. If you are working part time, you may not get a mailing until you have met the participation hours requirement. Only eligible to be enrolled in PSERS once you’ve reached 500 hours or 80 days. |
| Notification of 403B TPA | optional | Tax Deferred Savings Plan – optional, supplemental retirement plan, contributions are made through payroll withholding with pretax dollars. You can start a 403b account at any time, make changes to it as needed but most importantly – ALL employees are eligible to contribute to their 403b plan. |