Valeria Munt, named a 2015 Diplomacy and Diversity Fellow by Humanity in Action

Welcome to CUNY Internship Programs! Here you can find useful handbooks and resources to guide your through the timesheet and payroll process, forms for time and leave, retroactive timesheets, and stop payment, and learn more about your benefits.

As a current intern of the CUNY Internship Programs you will be an employee of the Research Foundation of CUNY and paid according to their procedures and process.

Please carefully read the handbook that applies to your position.

All interns are responsible for the creation of their timesheets in order to receive payment every pay period. Interns must submit timesheets every other Friday between the hours of 9:00am to 5:00pm (with the exception of NYCHA interns who can submit by Sunday evening). A courtesy reminder email will be sent to all interns on the Wednesday before the timesheet due date.

In order to complete your timesheets, please visit the Research Foundation of CUNY website: www.rfcuny.org. If logging in for the first time click Create to set up your account and choose a password.

Visual step by step instructions

  1. Use the sign in box on the left-hand side of the home page. Enter your RF CUNY ID and password and hit sign in. (In case you can’t log in, click on Forgot Password?)
  2. Select the Time and Leave option from the My E-Services box. After clicking on Time and Leave you will be taken to the current month’s calendar.
  3. The dark blue squares contain hyperlinked dates that you can click to access your timesheet for the pay period. The drop-down menu at the top of the calendar can be used to go back to view or enter hours in older timesheets.
  4. After clicking on the hyperlinked date you will be able to enter your work hours for the two week period. All hours worked should be entered in the “Reg” column. Any vacation time should be entered in the “Annual” column and any sick time should be entered in the “Sick” column. No other Columns should be used.
  5. After you have finished entering your hours, click Preview Timesheet. After clicking Preview Timesheet the system will calculate your total hours. Make sure the hours are correct and click Save. Do Not Click on Save & Submit as this will lock your supervisor out from making their approval.
  6. After clicking the Save button you will see a notification that your timesheet has been saved. Your supervisor can now approve your hours.

Intern that are scheduled to work 19 hours a week or less are classified as Part Time B and are entitled to only statutory benefits, which include the following:

Short-Term Disability:

An employee who becomes disabled due to an injury or illness unrelated to the workplace for six or more consecutive days may be eligible for short-term disability. All employee statuses are eligible. Part time employees are covered after the completion of 20 scheduled workdays.

Social Security:

A tax that is deducted from an employee’s earnings in order to provide for the material needs of individuals, families, aged and disabled persons against the expenses of illnesses that may otherwise exhaust their savings.

Unemployment Insurance:

Federal-State Unemployment Insurance Program provides unemployment benefits to eligible workers who are unemployed through no fault of their own.

Worker’s Compensation:

Domestic

A state-regulated employment benefit for which an employee may be eligible if he/she becomes injured or ill in the course of his /her employment and the claim is deemed compensable.

International

Frontier MEDEX is available to serve as the initial point of contact for all Research Foundation employees traveling overseas on business who need medical attention. (Note: This policy ONLY covers employees who are active on Research Foundation payroll).

Interns that are scheduled to work 19 to 34 hours are classified as Part Time A and are entitled to statutory benefits and additional benefits. For detailed information about additional benefits, please feel free to contact the Benefits Coordinator:

Bardria Nichols: Bardria_Nichols@rfcuny.org

Time and Leave

Interns must complete the Time and Leave Form when requesting annual leave and accounting for sick time. The completed Time and Leave Form should be reviewed and signed by the intern’s supervisor and submitted to CUNY Program Staff. The annual and sick time that is documented on this form should also be included on the intern’s electronic timesheets for proper approval and payment. Although we have assigned timekeepers that approve the hours for interns in our program, these timesheets sometimes get submitted without being verified. This time and leave form helps to ensure that the interns are communicating their requests to their supervisors and entering correct timesheets.

Time and Leave Form

NYCHA Time and Leave Form

 

Retroactive Timesheet

If an intern inadvertently enters the incorrect number of hours for a pay period or misses a pay period that is no longer accessible via the RFCUNY electronic system, then that intern will need to complete a Retroactive Timesheet in order to request payment for the missed hours. The intern should complete the form, have his or her supervisor review and approve it, and then submit the form to CUNY Program Staff for processing.

Retroactive Timesheet Form

 

Stop Payment Request

In the event that an intern does not receive or misplaces a mailed check, he or she will need to complete a Stop Payment Request Form in order to have the check re-issued.

Stop Payment Request Form

CUNY Interns are required attend 4 hours of paid professional development per semester. Interns who do not fulfill this requirement may face disciplinary action up to dismissal from the program.

Professional development will be provided via the following outlets:

  1. CUNY Internship Programs will facilitate weekly, 2 hour professional development on various topics. Interns can see the topics and sign up by signing into Symplicity and going into the ‘Events’ tab and selecting ‘Workshops and Info Sessions’.
  2. In addition, CUNY Internship Programs will hold larger sessions about once per month on specific topics. These can also be found in the Symplicity ‘Events’ tab.
  3. Interns can also attend professional development run by their agency or school with approval from the CUNY Internship Programs Training Manager.

To get approval interns must complete the following:

  1. Submit a request to the Fellowship Training Manager at caroline.thrun@cuny.edu  that includes the topic, date and time of the professional development.
  2. The Training Manager will respond via email with an approval or denial.
  3. After the intern attends the professional development, they will have to either submit a certificate of completion or an email from their supervisor confirming they attended the session.

 

All PD sessions count towards the intern’s weekly total hours. For example, if the intern works 15 hours/week usually and attends a two hour session, they will then only have to work 13 hours at their site.  If you attend a session longer than four hours, you will only be paid for the four allotted hours.

The sessions can be attended during normal scheduled internship hours with approval from their supervisor. Otherwise, interns can attend on their own time but they should still notify their supervisor since they will have to reduce their hours worked that week. 

New interns must attend the Professional Communication workshop within the first month of their internship. The session is 2 hours long and counts towards their 4 hours.

For the Fall semester, if an intern starts after November 1st, they will only have to complete the ‘Professionalism in the Workplace’ workshop in their first semester as an intern. The next semester they must attend 4 hours.

For the Spring semester, if an intern starts after May 1st, they will only have to complete the ‘Professionalism in the Workplace’ workshop in their first semester as an intern. The next semester they must attend 4 hours.

Fall Semester

Monthly: Professional Development schedule goes out

September-November: Attend 4 hours of Professional Development

November: Strong reminder goes out to interns who have not completed the professional development with their supervisor and the CUNY coordinator CC’d.

Mid-December: Notices go out to the intern, supervisor and CUNY coordinator that the intern must sign up for a session in January or they will have to stop working.

January: Make up period

Last day of January: Interns who have not attended must stop working until they register for a session

Spring Semester:

February 1st: PD Schedule goes out

February-May: Attend 4 hours of professional development

May: Strong reminder goes out to interns who have not completed the professional development with their supervisor and the CUNY coordinator CC’d.

Late May: Notices go out to the intern, supervisor and CUNY coordinator that the intern must sign up for a session in June or they will have to stop working.

June: Make up period

Last day of June: Interns who have not attended must stop working until they register. For DOE school interns who have not completed the requirement, it may affect their standing as an intern.