Human Resources - Memos and Forms
Bi-weekly Time Summary Schedule
Bi-weekly Time Summary Information and Dates
Bi-Weekly Time Summary Dates Time Summary Schedule FY18.pdf
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 Employee Self Service at the following link: https://clients.synchr.com/. 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 back-up 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. In years with floating holidays use the line for HOLIDAY, indicate the appropriate number of hours and write in the “comments” field the number of hours and that it is a “floating” 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 friend, 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 applied for to the State of New Jersey. It is required to use PTO for the first 2 weeks and then you are paid directly by the State of NJ at the state disability rate.
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 Michael Klompus 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.
Agreement for Salary Reduction Form
Direct Deposit Form
Health and Dental Insurance Forms
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
BEA Spending Account Forms (Flexible Spending, Dependent Care, and Commuter Accounts)
CBIZ Flexible Spending Account Claim Form CBIZ FSA Claim Form.pdf
Last day to incur expenses for 2017 account is 3/15/2018. Last day to submit claims to CBIZ Flex is 5/14/2018.
Medical Mileage rate for 2017 is 17 cents per mile. Medical Mileage rate for 2018 is 18 cents per mile.
Commuter Account Enrollment Form Commuter Benefits Plan electionform 18.pdf
Tuition Benefit Form
Dependent Tuition Assistance Application Form DependentTuition Assistance formFY18.pdf
Voluntary Benefit Forms
Performance Appraisal Forms
The performance appraisal process begins with the employee who is being appraised.
For Staff (the appraisees):
The process will begin with you. To start, click here: IAS self-appraisal - 2017.pdf
Save the pdf of the form to your desktop by using the “File" drop down menu, "Save As…” option. Once it is saved to your desktop, you can save anything you type in either by using the “Save” icon (it looks like a diskette) or by using “Save" under the “File” drop down menu at the top. Of course, if you prefer, you can always print out the form and write or type directly on it. Please submit your completed self review form to your supervisor.
The second step in the performance appraisal process is completed by the supervisor.
For Supervisors (the appraisers):
For the Supervisor portion of the appraisal, click here: IAS performance - 2017 form.pdf
Save the pdf of the form to your desktop by using the “File" drop down menu, "Save As…” option. Once it is saved to your desktop, you can save anything you type in either by using the “Save” icon (it looks like a diskette) or by using “Save" under the “File” drop down menu at the top. Of course, if you prefer, you can always print out the form and write or type directly on it.
After completing the Supervisor’s portion of the performance appraisal, print it, sign it, attach the first two pages which were previously completed by the employee, and share the full, completed document with the staff member, asking them to sign it and return it to Human Resources by late April.
Please contact Michael Klompus at 8245 if your preference is to write a letter.
Nursery School Scholarship Forms
Information and Application for Nursery School Scholarship Nursery School scholarship app 1718.pdf
Physician and Dentist Survey Form
Here is the link to the 2017 Physician and Dentist Survey: https://www.ias.edu/physician-and-dentist-survey