Hourly Hiring Process | Department of Biology

Hourly Hiring Process

Welcome To Biology!

This page is designed to help with the hiring process for our Undergrad Students and our SHRA/EHRA Temporary Employees – Only
All Students and SHRA Temps should receive an email from Helen Hardt Every month that shows due dates and How To’s.
Please let me know if you need to be added and/or removed from the email list

Hiring Undergrad Student Employee’s

All forms Must start with Departmental Approval.  Please return completed forms to Biology’s Business Officer

Supervisors Completes

  1.  Send email to Helen Hardt to gain permission to hire student.  The email needs to list:
    1. Name of the student
    2. Fund number
    3. Job description
    4. Amount per hour to be paid
    5. Start Date – All pay periods Begin on the 11th of the month
    6. End Date – All pay periods End on the 10th of the month – Student Default End Dates are 6/10
    7. Forwards email received from SEO of approval to hire
    8. Makes sure student employee completes I9 process prior to working

Student Employee Completes

  1. The I9 card: The I9 Must be Completed Before you can begin to work and the procedure has changed.  You must now complete a 2-step process that starts with Handshake.  Please click here to learn about Handshake and how to get this process started.   Once you’ve completed the I9 process, you’ll receive an email from the Student Employment Office looking like this:

Dear (Name) ,

Your Form I-9 has been successfully processed! The timestamp on this message will serve as your I-9 date. Please share this with your hiring supervisor as verification of your I-9 & E-Verify completion.
If you have any questions or concerns please contact the Student Employment Office by emailing  SEO@uncg.edu .
Thank you. 
2. Please forward the email to Helen Hardt.

~~~ For the second part of the 2-step process you will need to show ID.  Please see the List of acceptable documents.

3.  Authorization Agreement for Automatic Deposits Form: AKA – Direct Deposit.  UNCG requires direct deposits for payroll.  This can be completed in Genie once you have been added to payroll.  When you’ve logged in Genie, look for the Employee tab and scroll until you see Direct Deposit maintenance.  Enter your information as directed.

4. Tax Forms: If you have any questions regarding taxes and how to complete these forms, please visit the HR office at 721 Kenilworth – beside Yum Yums on Spring Garden

Business Officer Completes

  1. Justification form with Student Services
  2. Epaf to place student on payroll from the day I9 is received to End date of June 10th

To read more about Undergrad Student hiring please click here

For questions, please email Helen Hardt, or call 336-334-4405

SHRA Temporary Hires

All forms Must start with Departmental Approval.  Please return completed forms to Biology’s Business Officer

Supervisors Completes for SHRA Employees

  1.  Sends email to Helen Hardt to gain permission to hire a Temporary Employee – If funds are from grant – copy Ann Ashby in email
    1. Name of Employee
    2. Fund Number
    3. Start Date
    4. Complete SHRA/EHRA Temporary Request form and return to Helen – must be approved before moving forward
    5. Let Employee know a background check must be completed prior to start

SHRA Employees Completes

  1. Apply for Spartan Talent Research Technician application – Use Keyword search “Research” Scroll to Temp pool for Research/Lab Technician
  2. Background check – Send email to Helen Hardt that includes
    1. Full Name
    2. Address
    3. Phone number
    4. Receiving Email – an email from Castle Branch, Inc. will come to your email address.  You will have 3 days to complete the request
  3. Authorization Agreement for Automatic Deposits Form: AKA – Direct Deposit.  UNCG requires direct deposits for payroll.  This can be completed in Genie once you have been added to payroll.  When you’ve logged in Genie, look for the Employee tab and scroll until you see Direct Deposit maintenance.  Enter your information as directed.
  4. Tax forms – Can be completed via Genie once on payroll

Business Officer Completes

  1.  Sends SHRA Temp Request form to HR for approval – Once approved –
  2. Sends Background check to HR for request to be sent to Employee
  3. Once approved – completes forms to place employee on payroll

To learn more about the SHRA Temporary Hiring Process, click here

EHRA Temp Hires

All forms Must start with Departmental Approval.  Please return completed forms to Biology’s Business Officer

Supervisors Completes for EHRA Employees

  1.  Sends email to Helen Hardt to gain permission to hire a Temporary Employee – If funds are from grant – copy Ann Ashby in email
    1. Name of Employee
    2. Fund Number
    3. Start Date – Must be Accurate as Employee has 3 days from Start Date to complete I9
    4. Complete SHRA/EHRA Temporary Request form and return to Helen – must be approved before moving forward
    5. Telephone Verification form – Once EHRA Temp form is approved
    6. Let Employee know about I9 process – 2 step process that must be completed
    7. Let Employee know a background check must be completed prior to start

EHRA Employees Completes

  1. Background check – Send email to Helen Hardt that includes
    1. Full Name
    2. Address
    3. Phone number
    4. Receiving Email – an email from Castle Branch, Inc. will come to your email address.  You will have 3 days to complete the request
  2. Certification form
  3. I9 – HR will send an email from LawLogix – this is a 2-step process and Must be Completed within 3 days of Start date
  4. PD7-A – Only if new to UNCG
  5. Official transcripts of Highest Degree Obtained – if person’s highest degree was from UNCG, HR request it from the Registrar’s office)
  6. Authorization Agreement for Automatic Deposits Form: AKA – Direct Deposit.  UNCG requires direct deposits for payroll.  This can be completed in Genie once you have been added to payroll.  When you’ve logged in Genie, look for the Employee tab and scroll until you see Direct Deposit maintenance.  Enter your information as directed.
  7. Tax forms – Can be completed via Genie once on payroll

Business Officer Completes

  1.  Sends EHRA Temp Request form to HR for approval – Once approved –
  2. Sends Background check to HR for request to be sent to Employee
  3. Once approved – completes forms to place employee on payroll

To learn more about the EHRA Temporary Hiring Process,  click here

How to Complete Your Timesheets (Student and SHRA Temps)

Follow this link to Biology’s Hourly Employee Timesheets.  Scroll down to find Hourly Student or Hourly Temporary Employee Timesheet.  Please be sure you have the correct Year!  The dates will populate each month to show the date ranges.

All Students and SHRA Temps should receive an email from Helen Hardt Every month that shows due dates and How To’s.
Please let me know if you need to be added and/or removed from the email list.

Timesheet How-To’s: 

  1. Timesheets are always due on the 11th of the month – with exceptions of November’s and December’s – please pay attention to November and December “Timesheets Are Due!” emails for November/December due dates
  2. Payday is always the last day of the month – except for November and December

Top Section of Everyone’s Timesheet 

  1. Name: Please enter your name
  2. Banner ID: starts with either 88 or 89
  3. Position Number:  Student = D99930 ~  Work Study = W99930 ~ Temporary worker = T99930
  4. Suffix Number:  Everyone is 00
  5. Pay rate: Your hourly rate of pay
  6. Department: Biology
  7. Biology’s Timesheet Org: 12204
  8. Pay Month:  Choose the current pay month from the drop-down menu  – the dates will change to the current pay period on the grids below and in the pay period begin/end boxes

Entering Hours Worked (Grids)

  1. Hours Reptd (hours reported) Enter the hours worked to the nearest quarterly increment: 15 minutes = .25; 30 minutes = .50; 45 minutes = .75
  2. Student Earn Codes: Drop Down Menu select = 024 – Student Regular hours worked
  3. SHRA Temp Earn Codes: Drop Down Menu = 015 – Temporary Regular hours worked ~ Please note~ overtime hours will populate if hours worked are over 40 hours a week – you do not need to choose the earn code
  4. Grand Total:  Total hours should reflect hours worked

Please check to be sure everything is correct

Your Signature: Please Print, Sign, and take to your supervisor to sign

Supervisor’s signature: Please sign and turn in to Helen’s Inbox located at 312 Eberhart – the Biology Office.

DO NOT HOLD TIME SHEETS FROM ONE MONTH TO THE NEXT!

For questions, please email Helen Hardt, or call 336-334-4405