Changes due to OneRF

City Tech RFCUNY Employee Processing form must be submitted at least three weeks before the employee start date.

At this time, employee appointment changes must be entered by OSP. Please submit a City Tech OneRF Appointment Modification form at least one week before effective change date.

OneRF is being continuously updated, and procedures may change at any time.

City Tech Principal Investigator (PI) The Process

To hire an employee on a City Tech Research Foundation of CUNY (RFCUNY) grant, the PI must complete a City Tech RFCUNY Employee Processing form and submit to Rodlyn Daniels at least three weeks before the employee start date. If you are hiring multiple employees, please send as far in advance as possible. Employees must present documentation to Rodlyn in-person before they can start work.
For hiring employees on Perkins grant, please forward Perkins employee processing form to Philip Zeng for approval.

If hiring a full-time employee, contact Rodlyn at least one month before work start date. The position must be posted at RFCUNY website for applicants to apply. Once a candidate is selected for hire. The PI must send completed City Tech RFCUNY Employee Processing form to Rodlyn Daniels.

For new hires to RFCUNY information from the completed processing form will be entered into the OneRF system by OSP. PI should not enter employee information into OneRF. Employee will be sent link to enter information in Workday system. Employee information will also be entered into the RFCUNY E-Verify system, and the employee will be sent an invitation to complete section 1 of the I-9 form.

If the employee is a rehire complete a City Tech RFCUNY Employee processing form. A rehire is an employee who has not worked for RFCUNY for 120-days or more. Employees may need to enter information in OneRF/Workday, and/or complete I-9/E-verify.

Employees will receive several emails to be onboarded. OSP will send an email about the process and copy the PI and/or supervisor.

The RFCUNY website also has additional information about Hiring & Employee Management.

Principal Investigator (PI)Completing the City Tech RFCUNY Processing Form

You must include the employee’s full legal name.

If the person is a current CUNY employee a multiple position letter is required. Here is a sample multiple position letter. The RFCUNY job duties must be distinct and separate from the employees’ CUNY job duties.
The form must include a work start and end date. The work starts and end dates must be within the start and end dates of the grant.

Full-time employees require an annual salary, full-time employees work 70 hours per biweekly period. The hours per biweekly pay period is the total work hours for two weeks. The fringe benefit rate for full-time employees is 35% as of 7/1/2023.

Part-time A or B employees require an hourly rate. Part time A employees work more than 38 hours bi-weekly but less than 70 hours. The fringe benefit rate is 35%.

Part time B employees work 38 hours or less per biweekly period. The fringe benefit rate is 8% as of 7/1/2023.RF is required to charge all grants MTA payroll tax at rate of .60% of salary for all employees.

Please include employees’ work schedule with the number of hours of work for each day, and daily schedule, e.g., 9am-1pm.

The salary expense code is the object code listed on your budget on your RFCUNY Budget & Expense Report. You must include the code that has available funds budgeted for this employee. For example, 5414 Tutors, 5417 Technician and 5449 Mentor.
RF job titles can be found at RFCUNY website. If you have any questions about RF job titles, please contact OSP. The functional title does not have to be the same as the RFCUNY job title.
Please indicate if work is remote and U.S. state if not in New York. An employee must present documentation in-person before their work start date. Please be sure to include job description, and qualifications. Please check other boxes as needed, sign form and send to OSP at least three weeks prior to work start date.

City Tech RFCUNY Employee Onboarding Process

Before starting work City Tech RFCUNY new employees will initially receive four emails to complete the Onboarding process, one from the Department of Homeland Security, one from OSP, and two emails from workday@rfcuny.org. Please check your spam folder, sometimes emails will go to spam.

The Department of Homeland Security email will include a link to complete section 1 of I-9 form.

The OSP email will advise you to complete section one of I-9 form and will include a link to schedule an appointment with Rodlyn Daniels in OSP. When meeting with Rodlyn employees must bring documentation to verify identity and employment eligibility.
Employees must complete an Onboarding packet, section 1 of I-9 and meet in-person with OSP before work start date.

As you complete Onboarding tasks you will receive additional emails to complete more Onboarding tasks from workday@rfcuny.org.

OneRF Appointment Modifications

Modifying appointments in OneRF is very different than modifying ePAFs in the RF legacy system. At this time, employee appointment changes must be entered by OSP. Due to complexities of OneRF, PIs should not enter any employee grant modifications or terminations at this time. Incorrect entries can cause errors and additional delays. OSP is typically aware of recent OneRF updates and changes.Submit a form to request appointment end date extensions, increase or decrease of employee hours, ending employee appointment, rehire current employee less than 120 day break in service, and move employee appointment to different RFCUNY grant.

Please submit a City Tech OneRF Appointment Modification form at least one week before effective change date.

RFCUNY Timesheets

RFCUNY timesheets are due bi-weekly, please see RFCUNY payroll calendar for pay period end dates.
OSP recommends that employees submit their timesheets on the Friday before each pay period end date to allow time for supervisors to approve timesheets. PIs or supervisors should not be entering and approving timesheets. Employees must enter their timesheet and PI/supervisor must approve.

The simplest way for an employee to enter their timesheet is to type Enter My Time in the search bar which leads to calendar. Employees must enter work hours for each day worked, click Review and Submit.

PIs should receive a My Task alert after the timesheet is submitted and can be approved via My Task.

RFCUNY Annual Leave

Annual Leave

RFCUNY employees accrue annual leave on hours worked. RF employees should be using their annual leave during their appointments, and it must be scheduled. Employees must submit a request for time and leave in advance. The task in the OneRF search bar is Request absence. Employees can also go to Menu tab and click Absence and enter request absence at next screen. Employees can also select an absence balance to view available annual leave and sick time. If employees will not work their full scheduled hours during a week, they should enter annual leave or sick leave. Employees should have consistent bi-weekly paycheck. We recommend that employees charge annual leave during spring break if they are not working. Employees can charge accrued annual leave for holidays if the holiday falls on a date that were scheduled to work. The annual leave request approval is the same as timesheets. Annual leave is no longer paid out at the end of appointment but at employee separation from RFCUNY. PIs should discuss the use of annual leave with their employees. Please refer to RFCUNY website for information about annual leave.

City Tech RFCUNY and PSC-CUNY

Most City Tech RFCUNY employees are covered by collective bargaining agreement and are members of the PSC-CUNY union. Eligibility is dependent upon RFCUNY job title. Eligible employees must pay union dues or agency fees; failure to do so can result in employee discharge. Also note as per the current contract employees are entitled to a 3.25% increase as of October 1st. RFCUNY typically automatically increases employee salaries on this date. The contract is available at RF Field Unit Contracts – PSC CUNY (psc-cuny.org)
For additional information, employees can contact PSC at 212-354-1252 or email Jessica Varrone or Denyse Procope Gregoire. Email is preferred.