student employment sheila anderson kelley guldenpfennig dorene spotts 3/26/14
DESCRIPTION
Student Employment Sheila Anderson Kelley Guldenpfennig Dorene Spotts 3/26/14. Will Cover. Hiring student workers On-boarding student employees Banner ePAF - Electronic submission of student personnel actions Students web time entry Questions. Hiring Student Workers. Definition: - PowerPoint PPT PresentationTRANSCRIPT
Student EmploymentSheila Anderson
Kelley GuldenpfennigDorene Spotts
3/26/14
Will Cover
Hiring student workers On-boarding student employees Banner ePAF - Electronic submission of
student personnel actions Students web time entry Questions
Hiring Student Workers
Definition: Student worker – UT students currently attending classes at UT and
work part-time on campus FWS or CWS – students are eligible to work part-time up to 20 hrs per
week & paid minimum wage from a fed grant admin by Financial Aid. Where do I find info on hiring student workers?
Working on MC - http://www.utoledo.edu/success/career/studentemployment/student_employment.html
Working on HSC - http://www.utoledo.edu/success/career/studentemploymentHSC.html
Hiring Student Workers
Hiring Dept should find out; If student is currently working on-campus – if so where? Has student ever worked on-campus / received payment via
UT’s payroll? Is student currently enrolled in classes – if so number of credit
hours? Is student in good academic standing? See policy #3364-71-01 Has student been awarded work study by Fin Aid Office? Does student have their work study contract yet? Is student a GA through Grad School?
• If yes – need approval from Grad School to work both pos
What is their anticipated grad date?
On-Boarding Student Employees
Required Forms - complete list found on website PIF – all 4 pages – add Rocket ID # in upper right corner of first page I-9 – need pages 7, 8, 9 and a copy of ID attached
• International Students – form must be completed by International Student Services Fraud Alert – signature page only State Tax Form OPERS Exemption Certificate – student completes top portion only; payroll
completes bottom portion Work Study Contract (if applicable) Hiring dept attaches forms to a copy of ePAF & sends to Student
Empl Office MS112; SU 1533 Student completes on-line (after 1st pay has been issued)
Federal W-4 tax form Direct Deposit
Classifications S1 – 61308
Taking classes in same semester - work up to 20 hrs/week fall & spring & up to 30 hrs/week breaks & summer - Exempt from OPERS
S2 – 61308 Work study appointments – contract from Fin Aid - Work up to 20 hrs/week - Exempt
from OPERS S3 – 61311 (may not be processed within the same pay period as a S1)
Not taking classes in same semester - Usually summer only (took spring classes & pre-registered for fall classes) - Must pay into OPERS
S4 – 61321 Internships – taking classes in same semester – flat rate or stipend – exempt from
paying into OPERS S4 – 61904
Taking classes in same semester – flat rate or stipend – exempt from paying into OPERS
BANNER EPAF
Banner ePAF - Primary Issues Dates
Start dates must all be the same End dates must all be the same
Work Study Students New Hires with several positions – how do I submit? Beginning of FY requires new PCN and suffix will always be 00
Ending one position but not others Use “Ending Students Job” (ENDJOB) option Before SUBMIT – contact HRTD by e-mail HRTD will remove current end date and will e-mail you back
Timeframes & Deadlines - Banner ePAF
Using Banner ePAF Tentative effective fall 2014 – finalizing grant funded setup
Deadline for ePAF submission 5:00 p.m. on Tuesday of non-pay week
Missed deadline could result in Student unable to submit time on-line Student may not receive pay timely
WEB TIME ENTRY
Web Time Entry - Instructions
Web Time Entry – Superv Approval Example Instructions
Web Time Entry for Students –Supervisor Approval Time Sheets must be approved by 2:00 p.m. Monday of pay week. Holidays could cause this deadline to be moved up. Employee Tab ->Select More Employee Options…Select Time Sheet
Web Time Entry – Supv Approval
Sample Instructions Select approve or acknowledge time
If acting as a proxy, use the drop down arrow to select the person you are approving time on behalf
Select Dept and pay period to approve
Timeframes & Deadlines – Web Time Entry
Students Work week - Saturday thru Friday Pay period – paid one week behind Have until midnight on Sunday to enter & submit time worked
• Ex: 3/28 is end of pay period – students have until Sunday, 3/30 to submit time for period of 3/15/14 thru 3/28/14
• This is a new deadline • Holidays move the due date up – will send notice a week in advance
Approvers Have until 2:00 p.m. on Monday of pay week to approve
Final Step Finalizing pay starts on Monday afternoon and final run is Tuesday
afternoon
Timelines & Deadlines
Spring semester ends Work study – 5/2/14 Non-work study – 5/9/14
Summer assignments begin 5/10/14 Forms required
• OPERS enrollment• SSA-1945
Summer assignments end 8/15/14
Who Do I Contact For -
Posting Student Positions Student Employment Office – Sheila Anderson - 8553
Student Employment Forms – Onboarding Questions Student Employment Office – Sheila Anderson - 8553
Banner ePAF Questions Kelley Guldenpfennig - 1494
Web Time Entry Questions Payroll – LaToya Jackson - 8799
Questions