Student Employment & Payroll

Department Roles & Responsibilities

Overview of Today’s Training

Student Employment/Payroll

1Hiring Process

2Timesheet Process

& Query Reports

3Data Changes

4Separation

Hiring Process

Department Roles

1

Regular Student Assistant (1870):

• This classification is used during the academic periods where the CSU student’s status qualifies for the student FICA exemption. Incumbents in this classification do not pay Social Security or Medicare and are not enrolled in the Part-Time, Seasonal, Temporary ( PST) retirement plan in lieu of Social Security.

• Must be enrolled at least half time (6 units undergraduate/4 units graduate).

• Students are allowed to work up to 20 hours per week and 8 hours a day.

Non Resident Student Assistant (1868):

• International Student Assistant (Non-Resident, Non Citizen) hold a J-1 or F-1 visa and exempt from the Retirement plan and Medicare tax

Bridge Student Assistant (1874):

• The bridge classification is available for continuing student employment during academic breaks and/or student employment during academic terms when the student is less than a half-time student. This classification accommodates CSU student employment that does not qualify for the student FICA exemption. Incumbents in this classification are required to participate in Medicare and a mandatory retirement plan (PST) in lieu of Social Security.

• Bridge Student Assistant classification is used during the summer. (June thru August)

• In the Summer Bridge classification, students are allowed work up to 40 hours per week and 8 hours a day.

• 7.5% of the students earnings is contributed to the PST Retirement Plan and 1.45% to Medicare Tax.

• Please note that student employees who work 130+ Average Monthly Hours makes them eligible for Affordable Care Act (ACA). If this happens please contact one of our HR Benefit Representative.

Overview of Student Employee Job Class

•It is the responsibilty of the supervisor to make sure the student maintains their eligibilty.

•Student must be enrolled in Spring but also in Fall semster to be consider a student assistant.

•Graduated Student last day of class is their last day of work

http://www.calstate.edu/hradm/classification/E99/Student_Assistant.pdf

Before Hiring a Student Employee

Student must complete the I-9 Compliance process

The I-9 is a process that verifies the student employment eligibility. To complete the process, go to the Dean of Students office, SSB 403, Monday thru Friday between 9am and 4pm.

Two pieces of documentation are required:

1. A photo identification that establishes identity. Acceptable documents are: a State-issued driver's license or a State-issued ID card with a photograph, U.S. Military card or a student photo identification card.

2. Documents that establish employment eligibility. Acceptable documents are: original Social Security Card, a birth certificate bearing a seal or other certification, or an unexpired INS Employment Authorization. You may use any of the following documents to establish both identity and employment eligibility: U.S. passport, Certificate of United States Citizenship, Certificate of Naturalization or Alien Registration Card with recent photograph.

Department to make sure student have completed the I-9 process:

Student can provide the department of the printout from the Dean of Student Office that states the student have completed the I-9 process or

The department can check through HRMS (manage service indicator) to check the completion of the I-9 process ( if you have access to this).

Hiring documents to be completed before students can work

Department to provide the following payroll documents to their selected student employee to complete

• SPAR (CSU Student Payroll Action Request)

• CSU SSA 1945• Confidentiality Access and

Compliance form• Direct Deposit Authorization form• CANRA Form (Child Abuse And

Neglect Reporting Act)

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SPAR (Student Payroll Action Request)

1. New Employee must complete C thru I, K & L. If either sections are blank this form will be consider incomplete

2. Section C input SS# & Full Name

3. Section D: Use permanent address. The address the student provide is where their W-2 form will be sent next January

4. Tax Information

5. Designee For State Warrant (Section K): Must add someone over the age of 18. Must have their correct SS# or age.

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Student Signature Date

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SPAR (Student Payroll Action Request): Non Resident

1. If you are hiring an international/foreign student assistant, they MUST make an appointment online at: http://audit.sfsu.edu/ to see Young Kim in Internal Audit to complete their SPAR form

2. Must have the Tax Specialist stamp on the SPAR form.

3. If the stamp states resident since… or resident by marriage they are now an 1870 and NOT an 1868

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CSU SSA 1945

Student employees are exempt from paying social

security taxes

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Confidently Access & Compliance Form

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Direct Deposit Authorization Form

Must check

checking or saving

Full Legal Name that states on your check book or bank statement

Social Security Number

Direct Deposit form is

mandatory for “All” student

assistant positions. It’s

part of the hiring packet.

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CANRA (Child Abuse And Neglect Reporting Act) Form

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TRAC

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Department Creates ETRAC Hiring

Department reviews all hiring documents to make sure it’s all complete and correct before creating hire E-trac

• SPAR (CSU Student Payroll Action Request)

• CSU SSA 1945• Confidentiality Access and

Compliance form• Direct Deposit Authorization form• CANRA Form (Child Abuse And

Neglect Reporting Act)

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PeopleSoft (ETRAC) Hiring Student Employee Guide

PeopleSoft (ETRAC) Hiring Student Employee Guide

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Peoplesoft (ETRAC) Hiring Student Employee

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PeopleSoft (ETRAC) Hiring Student Employee Guide

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PeopleSoft (ETRAC) Hiring Student Employee Guide

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2 Timesheet Process

Hard Copy, Online Time Report, and approval

Hourly Staff & Student Payroll Calendar

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Timesheet Process

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Department Responsibility

•Inform student employee of deadlines for timesheet time reporting through Gateway.

• Holding both department and student employee accountable for payroll deadlines

If the timesheet time reporting is reported and approved after payroll deadline. Please inform your student employee in advance that their paycheck/paystub will be delayed.

Timesheet Process:

1. Have student log –in & submit time using Time Report thru SF State Gateway.

2. 1st level approver reviews and approve student employee timesheets

3. 2nd level approver approves all student employee timesheets

4. Approvers run/review query reports

Timesheet Guidelines ( Department & Student Responsibility)

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EET Have the student log-in & submit their time using Time Report through SF State Gateway :

https://idp.sfsu.edu/idp/authn/UserPassword

Provide the student assistant with their RECORD NUMBER. Each student job & salary rate is a different record number.

Timesheet Guidelines ( Student Responsibility)

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Basic Information to Student Assitant online Timesheet:

A. Employee Information

B. Select this link to view detailed tutorial guide for reporting Timesheet

C. Reporting Period Fields

D. Timesheet Fields

E. Save for Later and Submit buttons

F. Reported Time Status

G. Reported Hours Summary

H. Balances —Not applicable; may not reflect the latest balances

See Report Your Time Guide for details

http://hr.sfsu.edu/time_sheets

Timesheet 1st Level Approver ( Department Responsibility)

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Basic Information For 1st Level Approver

1. Log-in to the SF State Gateway. The SF State Gateway Page appears 2. Select the First Level Approver link on your gateway page. The Approve Reported Time appears. 3. Review student timesheets before approving or denying timesheets

See Approve Reported Time Guide for details

http://hr.sfsu.edu/time_sheets

Timesheet Guidelines ( Department Responsibility)

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Basic Information For 2nd Level Approver

1. Log-in to the SF State Gateway. The SF State Gateway Page appears 2. Select the Second Level Approver link on your gateway page. The Timesheet Summary Page appears.3. Approve student timesheets

See Approval Payable Time Guide for details

http://hr.sfsu.edu/time_sheets

Query Reports Guidelines ( Department Responsibility)

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•Type in the Query Name in the section begins with and click on search (make sure to save as favorites when you see the Action section).

Important Query Reports to run/review:

1. Log-in to your PeopleSoft Account2. Click on Reporting Tools3. Under Query --- Click on Query Manager

Query Reports Guidelines ( Department Responsibility)

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Query Name Description of the Query Report

SFO_TL_PAYABLE_BY_DEPTID

List of SA TL 2nd level status: Tells you SA Time Report Status. NA (Not Approved): Hours approved by 1st level

approver & Hours ready for 2nd level approval TR (Transmitted): Hours Transmitted to the State

Controller’s for Payment AP (Approved): Hours approved & Ready for State

Controllers

SF_STUDENT_ROSTER List of SA who’s currently working in your Dept.

SF_TL_REPORTED_TIME

List of All Student Assistants who have reported their hours. AP: Hours approved by 1st level approver sent to 2nd

level approver Denied: Hours denied by 1st level approver waiting for

SA to correct Saved: Hours saved in SA Time Report: Have not submit

for approval

SF_TL_RPTD_TIME_BY_DEPT List of Student Assistants (by Department) who have reported their hour. AP: Hours approved by 1st level approver sent to 2nd

level approver Denied: Hours denied by 1st level approver waiting for

SA to correct Saved: Hours saved in SA Time Report: Have not submit

for approval

3 Data Changes

Pay Rate, SPAR, Etrac Data Change

» Notify the follwoing changes on or before the deadlines given on the payroll memo to make sure student payroll is process in a timely manner

» Pay Rate Changes•Pay rate changes must be approved by the department and create etrac data change to change pay rate and in the prpse value you’ll input the new comp rate

» SPAR Changes (Submit original form to HR, ADM 252)•Changes my inculde the following:

• Name change (inclue a copy of student social security card)• Address change (where the w-2 form will be mailed)• Withholding allowance change

» New Temp Position ( ETRAC data change)

If student etrac appointment ended must create data change to extend apointment as new temp appointment and in the propose value you’ll input the desire date.

Data Changes

Separation Process

End Temporary Appointment

4

Dapartment needs to create Etrac data change to end temporary appointment.

Inform your payroll Ananlsyt of who’s leaving, especially if they are graduating or leaving SF State.

End Temporary Appointment

Payroll Analyst will Inform you of how to handle timesheet process

Student leaving and graduating must submit a manual timesheet instead of report timesheet online

Any Questions?

Student Assistant Payroll

Thank You!Supervisor Roles & Responsibilities

Student Assistant Payroll