Human Resources - Memos and Forms
Please complete and return to Human Resources
Use this form to elect an amount to be withheld from your pay for the TIAA 403(b) voluntary retirement account
Note for New Hires: New hires may take PTO after the successful completion of the three-month introductory period. Please contact Human Resources with any questions.
If you have any questions regarding time cards, please contact Carol Kuna at ext. 8210.
State and Federal Regulations require employers to maintain detailed time records for non-exempt employees showing total hours worked. This law was established for the protection of both the employee and the employer to ensure that accurate compensation is awarded for hours worked.
You will find your electronic time card in Paylocity Employee Self Service. Fill in your hours in the appropriate areas and submit your time card for approval after the final day of the pay period. It will go to your supervisor for approval. If your supervisor is on vacation, select the backup approver. It is very important to submit the online time cards by the indicated dates. The bi-weekly time period and time card due date schedule can also be found online. Listed below are definitions of the time summary categories that are to be utilized when completing the time card. If it is not time worked, please select the appropriate option from the drop-down menu. If situations occur where additional clarification is necessary, please contact Human Resources at extension 8243.
HOURS WORKED: All hours worked in regularly assigned area. If you work 6 hours on one day and work 8 on another to make up the hour, 6 hours and 8 hours should be reflected on the time summary.
ACCOUNT #: Fill in hours worked in accordance with a particular account number(s) as provided by your supervisor when assigned to work in another area. If overtime is worked, indicate the account number for the overtime.
HOLIDAY: Time off for holidays recognized by the Institute. When required to work on a paid holiday, you should indicate the number of hours worked on the line which reflects the account your time is charged to, in addition to recording the holiday time as an added option as HOLIDAY.
PAID TIME OFF: These days are to be used for vacation and sick days, and can also be used to handle household emergencies or deliveries, personal days to attend to business appointments, time off to care for any sick family members or friends, etc. Paid time off which is to be used as vacation must be approved by your supervisor, except in emergency situations.
TEMPORARY DISABILITY: If you have an illness or injury that is not work-related and you are absent from work longer than one week.
JURY DUTY: Time off for jury duty.
BEREAVEMENT LEAVE: Approved leave for up to three days for death in the immediate family.
MILITARY LEAVE: Approved time off for military reserve active duty.
FAMILY LEAVE: Must be pre-approved by your supervisor and Human Resources.
LEAVE W/O PAY: Time off for reasons not considered in other areas listed above.
Bi-weekly Time Summary Information and Dates for Hourly Employees
State and Federal Regulations require that employers such as the Institute maintain detailed time records for non-exempt employees showing total hours worked. This law was established for the protection for both the employer and the employee to ensure that accurate compensation is awarded for hours worked.
The time summary covers a two-week period, Please make sure your time cards are submitted on time and approved by your supervisor every other Monday as indicated on the attached schedule for time summary due dates. It is very important to return them to Accounting by the indicated dates. Listed below are definitions of the time summary categories that are to be utilized when completing the form. If situations occur where additional clarification is necessary, please contact Jennifer Richardson at extension 8245.
Hours Worked: All hours worked in regularly assigned area.
Account #: Fill in hours worked in accordance with a particular account number(s) as assigned by your supervisor when assigned to work in another area. If overtime is worked, indicate the account number for the overtime.
Childcare Fund for Participants of Special School Programs
The IAS Childcare Fund for Participants of Special School Programs allows eligible program participants to receive funding to offset a portion of the costs of dependent childcare, permitting participants with children to easily attend.
Requirements
- Program participants who wish to apply for reimbursement for childcare expenses must submit a request form upon acceptance to the program and no later than 14 days before the start of the program
- Recipients of childcare funding are responsible for making their own childcare arrangements
- In cases where the caregiver is a family member of the dependent child, there will be no reimbursement for the hourly cost of care
- The fund will reimburse up to a maximum of $1,000 based on submitted receipts
Requests to receive support from the child care fund will be handled by the IAS Human Resources Department.
For consideration, please submit your request form to the Human Resources department by email hr@ias.edu or by fax 609-951-4468.
Please note this type of funding is considered taxable income by the Internal Revenue Service and will require a valid US Social Security number (SSN) or a US individual tax identification number (ITIN) and a completed Form W-9 for payment. Reimbursement will be provided to participants directly from the Institute for Advanced Study. Questions may be addressed to hr@ias.edu
To be reimbursed by Aetna, you can submit the claim by Secure Messaging by logging into Aetna navigator. After you log in at www.aetna.com, click on “Contact Us” in the upper right corner, which takes you to the tab “Send Message”. In the “Topic” drop-down, select “A claim”, upload a scan of the document and send. If you submit this way you do not need a claim form. Write your Aetna ID on every page that you send.
Aetna Medical Insurance Claim Form (Aetna_claim_form_17.pdf)
Mail to AETNA, P.O. BOX 981106, EL PASO, TX 79998-1106 or fax to 1-866-474-4040. Write Aetna ID on every page. Make sure to keep copies of everything that you send if you send by mail.
MetLife Dental Insurance Claim Form
Monthly staff are required to enter time off from work only on their electronic timesheets in Paylocity Employee Self-Service. You do not need to enter hours worked. Monthly employees still need to submit timesheets on a monthly basis, even during those months when Paid Time Off (PTO) or other time off options are not used.
Before using Disability, Leave w/out Pay, NJ Family Leave, or Parental Leave, you will need to contact Yuchao Wang in Human Resources at extension 8243.
Note for New Hires: New hires may take PTO after the successful completion of the three-month introductory period. Please contact Human Resources with any questions.
Application for Dependent Tuition Assistance
Application for Employee Tuition Assistance