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FastFactsFeature Presentation

March 24, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s TopicWe’ll be taking a look at…

Student Employment: the process for hiring a Homewood student from the New Hire ISR to the student’s “first” paycheck.

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Today’s Presenters

D. Lynn O’Neil Director, Student Employment Services

Pamela Arrington - Q&APayroll Coordinator, Student Employment Service

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Session Segments

PresentationLynn will walk us through the process of hiring a Homewood student employee, from the ISR to the paycheck. Pam will be on hand to answer specific questions during the Q&A.During the presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Lynn and Pam will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Student Employment From New Hire to First

Paycheck (Including the “Cutoff” Process)

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Agenda

Review the Student Employment Services (SES) Website Employer Handbook New Hire Progression (Flowchart) Cutoff Dates - What They Mean to You SAP Job Aids

ISR New Hire Checklist (Students Only) Position Verification (PPOSE) ISR Form Verification ISR Common Mistakes

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Temp InactiveFederal Work-StudyConcurrent EmploymentBonus SupplementsOff-Cycle Check Requests

What Won’t Be Covered

These topics will be mentioned, but not covered in detail. If you have questions concerning these topics, please contact Student Employment Services - www.jhu.edu/stujob

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Student Employment WebsiteTo access the Employer Handbook, navigate to the Student Employment website (www.jhu.edu/stujob) and click the Employer Handbook link.

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Employer Handbook

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1, 2, 3 of Hiring Students

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Flowchart – New Hire to First

Paycheck

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Cutoff Dates & Processing Cycle

Number of business days SES allows to verify and approve ISR documents is:

Semi-monthly- 5 business days Weekly - 7 business days

Two days added since legacy due to increased volume. In SAP, every student job is a new record. In legacy, a new budget line was added via ESAL to the existing record.

Weekly paid staff normally work a minimum of 2 weeks until their first paycheck is issued.

Weekly paid students work a minimum of 3 weeks until their first paycheck is issued. This is provided the ISR is accurate, meets cutoffs, and all related employment documents are submitted.

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Weekly Cutoff Dates

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Weekly Cutoff Dates - Hire to Pay

The New Hire ISR should be initiated/approved quickly after the student is hired.

Student’s 1st day of work should follow the completion of employment forms.

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SAP Student Job Aids

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Approver 1 - Verification Process

Approver 1 must verify the following components. By failing to do so,

you could overlook a mistake that would create a delay in the payroll

process.

Position Attributes = Student AttributesEmployee Group/Sub Group (weekly/hourly vs. salary/semi)

Status (i.e., Undergrad, Graduate, Fellowship, etc.)

Wage vs. Fellowship (Non- Employee)

Position Vacancy = OPEN

Approver 2 = Pamela Arrington (or) Sharrie Patterson

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Enrollment Status (Eligibility)

Concurrent Employment (All jobs must match) Pay Frequency, Personal Data, Job Group, etc.

Federal Work-Study (If Checked)

Award Type, Amount, Dates, etc.Appointment and/or Non-Resident Criteria (If Applicable)

I-9 statusPosition Vacancy & Position Attributes

Approver 2 - Verification Process

For Homewood students, Approver 2 is Student Employment Services… regardless of where the student works within the Hopkins community.

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SAP Student Job Aids

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SAP Student Job Aids

This link on our website is a PowerPoint presentation that guides you through PPose so that you can view the positions in your org unit.

Although the enhanced ISR New Hire form will verify the position for you, if you are not certain about the position’s attributes, we recommend that you use PPose before you start the ISR.

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SAP Student Job Aids

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Common MistakesStudent Name reversed/misspelled Date of Birth does not match I-9Nationality (Citizenship) left blank Visa Type does not match I-9Ethnic Origin left blank Position is occupied (or) does not match the new hire attributesFWS indicator checked but FWS Authorization Form not sent to SESSSN incorrect

Does not match I-9 (or) other ‘Concurrent’ employmentInternational student is in SAP with a temporary SSN

Selecting < High School Diploma in the Highest Degree Field

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SAP Student Job Aids

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New Hire Checklist

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SAP Student Job Aids

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For answers to your questions, cutoff dates, and much more, please visit the Student Employment website … www.jhu.edu/stujob

Conclusion

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Q&A

We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!