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Student Employment Form

Please fill out before you are hired as a TA or RA for the History Department

Are you an International Student? *

International students should follow the guidelines for the official BYU Work Week. Students are permitted to work 19 hours and 50 minutes from the beginning of Saturday at 12:00 am (midnight) until Friday at 11:59 pm. International students need to be very careful about staying under 20 hours week.

New Job Title? *

How many hours a week do you expect to work?

Next Steps to Employment (Please read carefully)

1. Look for an email from Student Employment Services that may request your I-9 documentation. Please submit necessary identity documents to the Student Employment office in the Wilkinson Center. For a list of acceptable documents, go to this link: https://hrs.byu.edu/job-seekers/student-jobs/faq-working-on-campus/what-do-i-need-to-get-hired (you may not need to do this if you have worked on campus in the last 3 years and have already submitted your documents)

2. Sign up for Direct Deposit found on the myBYU page under Direct Deposit tab.

3. Please wait for an Authorization to Work email prior to clocking in for the first time. Please do not start working until you get approval from Jacque Holloway to start your new job.

Training and Recording Time

1. For Teaching Assistants Only: Complete FERPA training for Staff. This needs to be done once per year.
http://enrollment.byu.edu/registrar/records-privacy-ferpa

2. Please read carefully the Y-Time instructions below to learn how to clock your time. Your Faculty Supervisor will be your direct supervisor. Jacque Holloway jacque_holloway@byu.edu will be your Y-Time supervisor. Please contact her with any time punch issues.

Y-Time Instructions


The University uses the Y-Time time keeping system to record hours worked. Employees should punch in/out at the clock nearest their work station or by using the on-line access through myBYU. Employees should punch out for lunch breaks, class attendance or other absences, and punch out at the end of the work period. Your timecard is to reflect ONLY REAL TIMES WORKED. You are never under any circumstances to falsify your timecard by punching in and out other than real times when you begin and end working. Employees should not permit others to enter their punches for them. Employees should not clock in/out from other buildings on campus unless work assignments require it. Due to federal wage and hour laws regarding overtime, employees may not return to their workstations to engage in further University work after they have clocked out unless they clock back in. Violation of these procedures may result in termination.
Y-Time portals utilize the Y-Time timekeeping/payroll system and are placed at various locations around campus. These Y-Time portals are simple to use and the instructions are generally posted near the clocks themselves.

Y-Time PORTALS


Three Y-Time portals in the JFSB are located on the first floor of the building; on the wall by the Humanities Advisement Center (NE entrance), on the wall by the Center for Family History/Genealogy (SE entrance) and on the wall by the restrooms (NW entrance).

Please note the following guidelines for using the Y-Time portals:
• You may use any portal on campus, providing that it is close to where you are working.
• You may punch in at one portal and out at another, provided that it is close to where you are working.

CLOCKING IN AND OUT


Via IP Phone:

1. There are four buttons on the lower right-hand side of the phone – Messages, Directories, Services and Settings.
2. Press the Services button.
3. Select the option labeled Y-Time.
4. Enter your nine-digit BYU ID and press Next.
5. Press the button located just under the screen with the label of “In” if you are clocking in or “Out” if you are clocking out. (If you have more than one job, you must first select the job you would like to punch for.)

Via myBYU:


Adding the Portlet:

1. Navigate to my.byu.edu
2. Select the Home tab, Customize, Add Apps.
3. Enter “Y-Time” into the search bar that appears.
4. Select “Add” on the top right corner of the box.

Using the Portlet:


1. The portlet will list all active jobs for which you are employed. To clock in or out, click on the green “IN” or red “OUT” button next to the job description.

If you want to review your last punch, click on the job description link.

If you want to review all punches, click on the Timesheet button.

EMPLOYEE EXPECTATIONS


The following are all conditions of your employment with the History Department. These policies are designed to make sure that everyone gets paid correctly and on time. The earlier you notify me with any questions, problems, or concerns about your timecard, the more likely it is that the problem will be solved quickly and effectively.

Note: If you work more than one job on campus, you must have at least 5 minutes between punching in and out of each job in order for the system to recognize your time and not cause it to have an exception due to a job overlap.

You are expected to clock in and out on a Y-Time portal or on the web for ALL hours that you work. You might forget to punch in or out or might not always have access to the web feature. To resolve missed punches or to record off-site hours where you did not have myBYU access, EITHER:
1. Email me at jacque_holloway@byu.edu. Your e-mail MUST include the following:
a. your first and last name
b. your BYU ID number
c. the reason for the missed punch
d. the date of the missed punch
e. the actual time of the missed punch, including a.m. and p.m.
f. if punches need to be deleted, please specify (ie. 1:20:04pm needs to be deleted on 3/25/18).

2. Correct the time yourself by going into your own time card and adding or correcting a missed punch.
*Missed punches must be itemized by dates and times and properly labeled (i.e. Wednesday, May 14,
2013: IN – 2:08pm OUT – 5:30pm). Block sets of hours (i.e. September 12 - 6 hours) will NOT be accepted.
If you miss a punch (whether in or out), do NOT punch again to compensate. For example, if you forget to punch in at 12:00 pm and then punch out at 2:00 pm, DON’T punch again at 4:00 pm to “make up” the two hours you worked. Likewise, if you punch in at 12:00 and forget to punch out, but don’t realize it until 3:00, DON’T punch out at 3:00 to avoid a missed punch, planning to fix it later. Report ALL missed punches ASAP.
The BYU work week is from Saturday 12:00 a.m. through Friday 11:59 p.m. Pay periods end every other Friday. You are responsible for knowing when pay periods end, for logging your hours by the deadline, and for reporting your hours by the end of each pay period. If you consistently fail to do so, we may refuse to continue carrying hours to the next pay period.

In the TA agreement letter you received, the details of your assistantship were outlined, including how many hours you are allowed to work per week. You must keep as close as possible to the number of hours given to you by the History Department, without going over. If you have ANY questions or concerns about whether you might work more than the hours you are assigned, please talk to me ( Jacque Holloway) BEFORE the end of the pay period. There will be some weeks that are busier than others, like midterms and finals weeks, but there should be no reason to consistently go over your allocated hours. If you are having a problem completing everything that the professor asks of you in the time allowed, please contact the history department.


From myBYU find the Campus Links area.


Choose the Work link and then choose Human Resources/Payroll.
Then, click on the Main Menu.
Then click Self Service.
Then click Y-Time.
Okay, you are not going to want to do all these steps each time you need to clock in or out, so I create a bookmark by moving my curser to the URL/IP address and clicking in the box to select it.
Then “copy” it by pressing CTRL-C, then go back to your myBYU page and find the area that says Bookmarks.
Click on the Add Bookmark, then paste (CTRL-V) the URL in the appropriate box and give the bookmark a name such as Y-Time and then press Save.
Sometimes you have to do the add bookmark process twice if you had not recently refreshed your myBYU page.
Then, you have a Y-Time bookmark that brings you directly to the Human Resource/Payroll service page and everything works great from their site!