Transcript Slide 1

Student Employment Services
Employer Information Session 2013
Student Employment Website
ses.colostate.edu
Employment Scams
Awareness
Now is the time to post jobs!
New Pay Scale
STUDENT ELIGIBILITY GENERAL
Enrollment Requirements
 Admitted to degree-seeking program at CSU
 Registered by Census each Semester
 Student Hourly – At least 1 credit or Continuous
Registration
 Work-Study
• Undergraduate – At least 6 Resident Instruction Credits
• Graduate – At least 5 Resident Instruction Credits
 Summer – No enrollment required but must have attended
spring and be returning fall, or a new admit for fall
STUDENT ELIGIBILITY GENERAL
Student Employee Retirement Plan
 If not enrolled at least half-time, assessed SERP/Medicare
• Undergraduates – 6 credits minimum
• Graduates – 5 credits minimum
• Summer – 3 credits Graduate/Undergraduate
 Enrollment checks:
• Biweekly Payroll – every pay period end date (PPE)
• Monthly Payroll – on the 15th of each month
HIRING TIPS - GENERAL
Important Dates
HIRING TIPS - GENERAL
Required documents to send to Student Employment
 Form I-9
 Check I-9 Status on Employment
Tab of People Screen
 Employment Verification
Affirmation Form
 Legible copies of
required original
documents
HIRING TIPS - GENERAL
SSA – 1945 Report
 Must collect SSA-1945 for every student employee
(send to Student Employment)
 We send reminder emails every pay period to run
the SSA-1945 report
• If someone on your report is missing the SSA-1945, have them sign
& forward to Student Employment
• If you are unable to reach the student due to graduation, withdrawal,
etc., please let us know
HIRING & ORACLE TIPS
Oracle Training and Assistance
 Contact Carolee and Chris by email at:
[email protected]
 Training opportunities will be emailed out to the HR
system user listserv when classes are available
HIRING & ORACLE TIPS
Create new concurrent assignment
 Do not change the employee qualifier
• Student Hourly to Work-Study or vice versa
 If Work-Study student is working over the summer, set
up a concurrent hourly assignment
HIRING & ORACLE TIPS
Transferring Work-Study Assignments
 Do Not transfer Work-Study to Hourly or Hourly to
Work-Study
 Hiring department initiates transfer
• Previous department approves request
• Refer to important dates for beginning of semester
• Make effective on first day of pay period
 Contact Student Employment to transfer from an OffCampus Work-Study Agency
ORACLE TIPS
Ending Assignments – Suspension Request
 Personnel File Data Forms (PFD’s)
OR
 Email Student Employment Services
• Make sure request includes:
• Effective Date
• Assignment Number
• Requested Change
 Note – Do Not use “Initiate Assignment Termination”
for Work-Study or Student Hourly
ORACLE TIPS
Ending Assignments
 Assignments are systematically
ended for:
• All Graduating Students
• No pay for at least 18 months
• Zero Credits at Census
 To request reactivation, send PFD
or Email with:
• Effective Date
• Assignment Number
• Requested Change
WORK-STUDY TIPS
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REMINDER – Confirm Work-Study Award each academic year.
 Assignments stay active from year to year, so be sure to verify
student’s award each year.
 Obtain verification from student prior to beginning work.
 Monitor on work-study earnings report.
 Check with Student Employment.
Work-Study Verification
Students can send email or print work-study confirmation.
WORK-STUDY TIPS
Breakdown of Wages
 Employers pay 30% of
wages:
• $750 per year on $2,500
Work-Study Award
 Work-Study covers the
remaining 70%:
• $1,750 per year on $2,500
Work-Study Award
Fifty Percent Rule
 Only 50% of a student’s
Work-Study Award can be
earned during the fall
semester.
• Any earnings over this 50%
will be billed to your
Department as Time Entry
Wages (TEW).
WORK-STUDY TIPS
REPORTS
 Work-Study Earnings by Department
• Should run this report every pay period
• Displays students’ award amounts and amounts earned
• Changes to Work-Study awards reflected on this report
 Expense Distribution Report
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Should run this report every pay period
Watch for email from Payroll
Confirms pay for your student employees
Confirms what is billed to your Department account
Please sign and return these documents to
Student Employment Services:
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Memo of Understanding
Compliance Review
QUESTIONS?
Frank H. Martinez
Jillian Zucosky
Karri White
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Phone – 970.491.5714
Fax – 970.491.1975
1065 Campus Delivery
Email – [email protected]
ses.colostate.edu
Shelly Lynch
HRS Records
TIPS FOR COMPLETING THE I-9
What’s new?
 The I-9 itself-effective March 2013
 Comprehensive instructions for both
employee and employer
 More space for List A documentation
 Form I-9 is two pages
• Please photocopy as two-sided
Section 1-Employee Section
 Must be completed by the employee on or before the first day of work
 Please provide a complete set of instructions to employee
 Must record a physical address. No PO Box, General Delivery, or work
address
 Enter “N/A” in fields left blank
 Corrections must be made by the employee only. Please do not use
white out. Simply cross out error, correct, initial and date
 Employee needs to choose one box to classify their status.
• Lawful permanent resident records Alien # only. No expiration
date
• Alien Authorized to Work needs to record quite a bit more
information. Expiration date frequently omitted
• Employee signature and date is easier to see
Section 1-Employee Section
Section 1-Employee Section
Preparer and/or Translator Certification
 Only used when employee is unable to complete Section1.
 Employer does not sign here
Section 2- Employer Section
 Must be completed within the first three days of employment.
 Now has more space for List A documents
 No white out should be used on corrections. Simply cross out,
record correct info, initial and date.
 Must provide your physical location. Please do not leave blank.
 Person completing the I-9 must also be the person completing the
EVAF
 Please no short cuts. Record info for all the spaces (document
title, issuing authority, number and expiration date if applicable)
 Note true issuing authority on SS Card, if used
 Only universally recognized abbreviations are allowed
 No over documenting
 Note space for employee name at top of Section 2
Section 2- Employer Section
Section 2- Employer Section
 Certification section now more detailed
 Must match the person completing the EVAF
 If notary is completing the Form I-9, they should not include seal
Section 3 – Updating & Reverification
 This section is tricky because department doesn’t
house original I-9
 This section can be used, but we find it better to
redo a new I-9 and EVAF
 Employee still needs to do section 1
 EVAF and copies needed for I-9 updates
What about my remote employee?
 Can use a notary IF he/she will do the complete
I-9, make copies of the documents, and sign EVAF
 Can contact an HR person or supervisor at a peer
institution or affiliated university to do I-9 for you.
Questions?
 Shelly Lynch—Manager, HR Records Unit
491-0951, [email protected]
 Foreign Tax Administrator – Haitao Cao
[email protected]
http://busfin.colostate.edu/tax.aspx
 Student Employment Office
491-5714
Bob Loosley & Haitao Cao
Foreign Tax Services
HIRING FOREIGN NATIONALS
HR-PAYROLL UPDATES
Joanne Robel
Sara Lopez
555 South Howes
PAYROLL UPDATES
 HRS Website
• http://www.hrs.colostate.edu
 Employee Self-Service
• ESS is accessed via the Campus Administrative Portal (CAP)
• (ESS) provides active CSU employees the ability to review much
of their personal HR-related information online
• All pay advices to employees are provided on-line through this
site
PAYROLL UPDATES
Hourly Payroll
 Processing Information
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Available every other Thursday?
Multiple assignments
VISA
Timecard hand loads required info:
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Complete assignment number
Employee name
Account number
All required signatures are present
All figures have been validated and are clearly written
Designate if work-study or time entry wages
Pay period ending date is completed and accurate
PAYROLL UPDATES
Student Notes
 Changing from work-study to student hourly = concurrent
assignment
 Monitor work-study awards = automated distribution update
when limit is reached
 Payroll Training for Students
• What is a direct deposit form?
• Why doesn’t CSU deduct Social Security?
o What is SERP?
o What is Medicare?
• What is a W4 form?
• What is a W2 form
o Importance of updating address information at year end and at graduation!
PAYROLL UPDATES
General Notes
 All original W-4 and direct deposit forms should be
sent to Payroll
• Copies should be retained by the department.
 Be aware of who you are paying on an hourly payroll
• Track State Classified hourly employees
QUESTIONS?
THANK YOU FOR
JOINING US TODAY