Employee Reference Guide
Getting Started
College policies, which have broad application across campus and affect multiple constituencies, are compiled on a webpage. For policies with a narrower focus please visit the appropriate divisional or unit website.
The logo design of the Chapel cupola — with its unique quill weather vane — signals the College’s historical roots and our commitment to clear and effective oral and written communication. The consistent use of this logo with the 51ÁÔÆæ wordmark on stationery, brochures, banners, the website and wherever 51ÁÔÆæ signs its name helps solidify our place with our many constituents. The College’s Style Guide outlines the proper uses for the logo and wordmark and should serve as a guide as you help us present the College. If you have any questions, or to obtain printer-ready files of the logo, please contact Communications and Marketing.
The College issues employee ID cards known as the Hill Card. The Hill Card may be used for library privileges, Fitness Center access, golf course access and admission to College events. The card also provides door access for card-access controlled buildings on campus.
In addition, the Hill Card provides a safe, easy and convenient way to make purchases on campus through declining balance privileges at campus dining halls, the Diner, FoJo Beans, Euphoria Coffee, the Box Office and the Barnes & Noble college store. The Mail Center and Print Shop also accept the Hill Card, and it may also be used at public copiers and vending machines.
Members of your immediate household (spouse/partner and dependent children) may obtain a if they wish to take advantage of Campus facilities.
You can use the link below to view the services, technology, resources and policies available to you as a new member of the 51ÁÔÆæ Community, and your responsibilities in using them.
During the academic year employees may buy food at the Howard Diner, The Little Pub or at the Dining Halls in Commons or McEwen. The dining facilities accept payment via the Hill Card and cash. These food service establishments are operated by and are normally closed when classes are not in session. Dining services are also provided by FoJo Beans (McEwen Hall and Taylor Science Center) and Euphoria Coffee (Sadove Student Center).
On-Campus and External Mail Procedures
- Please separate mail into the following four categories and rubber band: U.S. mail, Canada and Mexico mail and all other international mail.
- Keep unsealed envelopes “nested” together, with the flaps open and like sizes and weights together (still separating U.S., international, etc.), with the exception of envelopes with flaps on the end. These cannot be sealed by our postage meter and should be sealed by you.
- If your name or department is not imprinted on the envelope, please print or type this information under the return address section. Otherwise, the Mail Center must open the envelopes to determine their origin for billing purposes.
- Notify the Mail Center of the budget line when charging mail to restricted or other special accounts.
- On first and second day air envelopes, write your department name, or the department to be charged, under the reference number.
- All personal mailings will be on a cash, personal check, credit card or Hill Card.
Overnight Mail
The College has a contract with UPS for overnight mail. Overnight letters and packages must be at the Mail Center no later than 3 p.m. UPS supplies are available from the Mail Center. There are a few rural areas where UPS cannot guarantee overnight delivery. Only in this situation should Federal Express be used.
Please visit the Mail Center website for detailed information regarding Mail Center hours and services.
The Print Shop provides copying and printing service to all offices on campus.
Please visit the Print Shop website for copyright information, Print Shop services and guidelines and the Print Shop Service Request Form.
The Print Shop will also work with employees on personal orders, subject to availability.
The Procurement Office establishes the College's procurement policies and procedures and provides procurement services to the departments. IT is the mission of 51ÁÔÆæ's Procurement Office to serve as a strategic partner to the 51ÁÔÆæ Comminity for the acquitision of goods and services.
The Procurement Policy provides clear guidelines for purchasing materials, supplies, services, and equipment in order to ensure quality and compliance and, ath the same time, minimize cost and provide the best benefit to 51ÁÔÆæ's overall mission.
General Purchases of Goods & Services
The purchase of all goods and services over $1,500 should be processed via a Workday purchase requisition prior ot ordering or work commencing. View the job-aid for for an overview of how to create and manage purchase requisitions.
Office Supplies
WB Mason is Hamiton College's exclusive contracted vendor for office supplies. WB Mason comes with many benefits including desktop delivery, invoicing to account, as well as dicounts and rebates. Acces theri easy to use website via Workday.
In keeping with the College's sustainability initiatives, the copy paper choice for the campus is Boise Aspen 100% Recycled Office Paper, 8 1/2 x 11, 5,000 sheets/carton, Item #CAS054922. WB Mason also offers Boise Aspen 50% Recycled office paper if a brighter paper is needed.
With this contract, WB Mason offers teh 51ÁÔÆæ community discounts on personal office supply purchases. For additional information, please contact the Procurement office at x 4998.
Furniture Procurement
Furniture purchases must be made through Procurement using a purchase order. Furniture, regardless of price, is not permitted on a P-Card. For assistance with competitive pricing or to have a slaes representative review an office space, pleace contact the Procurement Office.
Computer Repairs
To arrange for repair of computer equipment, contact CCNY Tech on campus ext. 4171 or email ccnytech@hamilton.edu.
Fax Machine Service
Fax machines are not covered under any maintenance agreement. Repairs are made on a time/materials basis. Please contact Ed & Ed Business Technology, Inc if you have a fax machine that needs repair at 315-853-4111. Supplies for faxes can be purchased through W.B. Mason.
Copier Supplies All leased copiers are covered under maintenance agreements with Ed&Ed. All copier leases include supplies (except paper and staples) at no extra cost. Please contact Ed&Ed at 315-853-4111 should any machine service be needed. Paper and staples should be purchased through WB Mason.
Need something repaired? Furniture moved? The Facilities Management Office has an .
As an alternative if you do not have access to email, call ext. 4235. Describe your work request in as much detail as possible. Include the building, room number(s), your phone number, and the type of work that is needed and identify you as the contact person. You must also have an account number available. Departments will not be charged for "regular maintenance" (e.g., repairing a faucet that leaks, replacing a light bulb, etc.) but will be charged for other services such as moving furniture, installing shelves, etc. Work outside regular maintenance will not be completed until a charge number is provided. Contact the Work Control Assistant, ext. 4235, if you are unsure whether you will be charged for a specific request.
The College Events and Scheduling Office uses 25Live for event management and space scheduling. Any College employee can request space for basic meetings and events that don’t require any support services using this system. Training is offered for those that will need services (set ups, tech support, food service) for their events.
Contact the Assistant Director of Campus Scheduling, ext. 4402, to set up an appointment for training. Contact the College Events & Scheduling Office collegeevents@hamilton.edu or ext. 4243 with any questions about scheduling an event.
To arrange for catering of campus events, use Parkhurst Dining’s .
Should you determine that an outside caterer is preferred; you are responsible for coordination of all details and regulations for off campus caterers as well as take-out and delivery services. Any off site caterer must provide the following in advance of services: a copy of the Oneida County Board of Health license and proof of liability insurance coverage. Access to on campus kitchen facilities is not available to off campus caterers. If any liquor is served by an off campus caterer, a special event liquor license is required and liquor liability coverage must be included in insurance. Copies of these documents should through campus mail or faxed, ext. 4300, to the attention of the Administrative Services.
Any group using restaurant take out or delivery for an event must submit a food waiver form listing any items to be served. For information regarding obtaining a good waiver, support for menu planning and general food safety, contact the Associate Director of Conferences & Summer Programs, ext. 4372.
51ÁÔÆæ-Owned Accommodations
Managed by 51ÁÔÆæ, The Arbor Inn is located at 3919 Griffin Road in Clinton.
Bristol Center Guest Rooms
51ÁÔÆæ’s Bristol Center offers College visitors the opportunity to lodge on the campus. 12 guest rooms and hospitality lounge are located on the fourth floor, a private floor that requires key access.
The College has developed a Travel Policy to establish and communicate equitable standards and effective procedures to facilitate travel while on college business. The policy applies to all individuals whose travel expenses are paid by the College.
51ÁÔÆæ is a not-for-profit 501(c)3 organization and is exempt from any and all sales tax in the state of New York. This exemption applies to hotels, meals, rental cars, and business purchases. Effective January 1, 2006, New York State sales tax paid on COllege purchases will not be included in reimbursements for retail purchases, hotel accommodations, or meal charges in excess of $100.
Please request a tax exemption when conducting any business on behalf of the College. A wallet-sized tax exemption card is issued with a corporate credit card. A full-sized copy of the tax exemption certificate is available under the foms section of the website. Copies of the exemption certificate or the wallet-size card can also be obtained from the office of Administrative Services by contacting the Associate Director of Procurement at x 4998.
51ÁÔÆæ has tax exemption in several other states. Please visit the Tax Exemption section if the Procurement page for detailed information on how to obtain exmption when traveling to other states.
Employees and their families may use athletic facilities of the College without charge, subject to regulations and schedules issued by the Physical Education Department provided such use does not interfere with physical education classes, intramural and intercollegiate sports and other scheduled student athletic activities. These facilities include tennis courts, squash and racquetball courts, swimming pool, ice skating rink, field house and fitness center. Children under 12 years of age who wish to use any of these facilities should be accompanied by an adult, unless they are participating in a college-organized recreation program, such as an instruction group in swimming or basketball. Older children should carry a Facility Access Card to avoid being confused with ineligible users.
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Human Resources
