GENERAL
Identification cards are authorized by
the Department of Human Resources and issued by the Payroll Distribution Center (PDC), UUW B15. Hours of the PDC are generally 9:00 a.m. to 3:00 p.m. Monday-Friday.
Employees who work alternative shifts may arrange for the issuance
of ID cards at times other than this by contacting the individuals listed
at the end of this procedure who in turn, will work with PDC personnel to make appropriate arrangements.
Identification cards are important to both University employees
and the University, given potential security and safety issues of the
modern workplace. For Physical
Facilities classified staff, they are used to swipe in and out during
the work day and to record their attendance and accrual usage/use. For
those employees, they must obtain their ID card on their first day of
work. Generally, for all other employees, they should arrange to obtain
their ID card within the first week of employment. The holder of the card may use it to verify
his or her University employment both on and off campus, and to gain
admission to various University facilities, events, and services (such
as athletic events, social/cultural events, the Library, the Fit Space,
etc.). Employees should carry the card, which includes
a color photo, at all times.
University employees may be required to show their ID cards
upon request from a member of the University Police force or other appropriate
official. Refusal or failure
to do so may be considered a violation of the University’s Rules
for the Maintenance of Public Order and of this procedure.
ISSUANCE OF IDENTIFICATION
CARDS
When faculty/staff are hired at the University,
information about their hire is entered in the SUNY HR database.
If the correct appointment data has been entered into the SUNY HR system by the department, this information becomes available in the
ID system up to three weeks prior to the date of hire.
Therefore, a faculty/staff person could actually get their ID
card anytime after the date the information is entered into the system
– with the appropriate beginning date of employment of course indicated.
Personnel in PDC then access this database
when the staff person requests the ID card.
Sometimes, if information about a person to be hired is not yet
contained in the database, the Human Resources Office is authorized
to issue a temporary, paper, non-picture ID card to facilitate the employee’s
access of parking permits, etc. However, a permanent ID card should be sought
as soon as possible.
RETURN OF IDENTIFICATION CARDS
Upon separation from the University, all
faculty/staff must return their permanent ID card to the Human Resources
Office or to their supervisor for transmittal to that office. This must be done before the date of the separated
employee’s final salary check.
Failure or refusal to do so could result in the University holding
the final salary check until the ID is returned.
In the case of retirement, the employee should apply for a new
ID card indicating their retiree status.
It will then enable the retiree to continue to use certain University
facilities and services in appreciation of past service.
Contacts:
Employment Team, 7-6625
Employment Team, 7-4939
Associate Director of Human Resources, 7-2187
