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Student and Temp/Casual Supervisor Training Guide

2014-2015

Introduction

Before hiring a Student or T/C employee, you need to make sure they:

 

Complete an I9 form Complete background check

If a student or temp/casual has never worked before at the University, or does not have a

Legal Status to Work Card

, have them come to HR to fill an I9 form. They will need to bring a document from “List A” or one document from “List B”

and

one document from “List C”. See “Lists of Acceptable Documents” on I9 Form.

Important!

-Do not hire an employee or start their EPAF until they have their I9 and Background check is completed-

Federal Work Study

If the student has Federal Work Study (FWS), make certain the student gives you their

FWS authorization card

from Financial Aid before starting a FWS EPAF.

FWS starts

08/16/2014

and ends

05/07/2015

(end of finals).

New Index for FWS this year is

O01442.

Make sure your EPAF reflects the new Index.

Ready to Work

After the Student or Temp/Casual employee completes the I9 form and their Background check come back cleared, you are ready to start an

EPAF!

(Electronic Personnel Action Form) Please start your EPAFs 1-2 weeks in advance, if possible, to allow approval circulation, especially for brand new hires.

     To start an EPAF: Log into

Inside Pacific

, with your regular log-in. Go to

Administrative

tab, under

Administrative Services

, Click

Employee

, under “

EPAF Main Menu

”, Click “

New EPAF

”.

Before starting an EPAF, you will need the following:

       The Student/Employee’s

I.D. number

or

98#

.

Start date of employment

or

term date

if you’re terminating a job. (this date should be put in the “Query Date”).

What type of EPAF: 1. Extend or add a job, brand New Hire, or Rehire from terminated status. Second, is this for: 2. FWS Student, or DPT Student, or a Temp/Casual.

Position number

of the job

.

The

I.D. number

and

Position number of Supervisor

approving Web Time Entry timesheet.

Tiger Jobs ID#

from the Career Resource Center (CRC) on “Comments area”.

What’s Next?

Is there anything else that needs to be done after submitting an EPAF? Yes.



Notice to Employee, California Labor Code Certificate

The Law requires this within 7 calendar days of the start date.

Important!

**Please put the position number or the transaction number on top of this form and submit to HR.

University of the Pacific ~ New Staff Orientation 2010

Compliance Components

All employees must complete: 

Sexual Harassment

Prevention training every two years. This includes FWS student employees. HR does not need copies of certificates.

 A

Confidentiality Agreement

if working with confidential information.



FERPA

Training if employee will be working with Student Records. FERPA training is located on

Inside Pacific

, under the

Administrative

Tab.



HIPPA

training if employee will be handling medical files. This is located under

My Learning

under Mandatory & Compliance folder.



OSHA

training within 30 days of their employment. (See Risk Management for OSHA training).

Other Important Information:

       Temp/Casual employees must complete a University employment application and send original to Human Resources.

It is against the law to have students work without paying them in a timely manner.

Terminate a position as soon as you know the employee will not be working.

Supervisors are responsible for ensuring students are not scheduled to work during established class times or overlap hours with students’ other jobs. It is recommended that supervisors request class schedules from their student workers prior to preparing work schedules so they could exclude scheduled class time and coordinate with students’ other jobs. DPT Students may work a maximum of 30 hrs. per week (40 hrs. when classes are not in session).

Federal Work Study (FWS) Students may work a maximum of

20 hrs. total

per week.

International Students may work a maximum of 20 hours per week.

Other Important Information, Continued

    The term “Student Employee” refers to Pacific Students only. They will keep being Student Employees up until they graduate, when they will then be referred to as temp/casual employees.

Student or Temp/Casual employees cannot be supervised or work directly under a relative. If you have a relative working in the University, please fill out the “Conflict of Interest Form” and submit to Internal Audit Department. Student and Temp/Casual employees must be paid at an hourly rate.

A Temp/Casual employee can work less than 20 hrs/week indefinitely, or a maximum of 8 months F/T in a year, without being benefit eligible. If working 20 hrs/week or more for more than 8 months, you might need to offer benefits to the employee and allow for this expense in your budget, but first make an appt. with HR to talk about the position.

What’s New?

       New minimum wage is $9/hr. effective 07/01/2014, see updated

Student Salary Guidelines

.

All Student jobs have to go through Tiger Jobs. All Departments hiring students, need to post through the Career Resource Center (CRC) and refer students to apply through Tiger Jobs. It is still required to write on the “Comments” area of the EPAF, the

Tiger Jobs ID#

that you get from the Career Resource Center when you post a job.

End date for regular departmental (DPT) student employees is

08/15/15

.

End date for Federal/Pacific Work Study (FWS/PWS) student employees is

05/07/15. (

Last day of finals) Federal Work Study Index changes every year. The index for 2014-2015 school year is:

O01442.

Please verify that this new index is in your FWS EPAFs.

NEW TRAINING REQUIREMENT! In addition to the sexual harassment prevention training, you must also complete training on the SEXUAL VIOLENCE ELIMINATION ACT OF 2013.

EPAF TIPS

     When doing a change or extending a job in the middle of a pay period, have your student employee

restart

timesheet to see new changes.

Set up your Proxy or Proxies in case you go on vacation or you are not available. Go to “

EPAF Main Menu

”, under “

EPAF Proxy Records

”, select Approval Level, select name and click “

Add

” box and “

Save

”.

When starting a new EPAF, if employee did not have an active job for one month, use “Re-hire from term status” Category. If the student has another job on campus, use “Add a job or extend job”.

For GA’s extra jobs (not their Grad Assistantship job) always use “Add a job or extend job”.

Do not start an EPAF if this is a new employee that has never worked at the University before and they have not completed an I9 and background check.

EPAF TIPS

      When hiring for one day, you have to put at least two days on the EPAF.

If EPAF is late, put on the “Comments” the reason it is late.

If you are terminating a student or T/C job, use “STK

Job

Termination, 1JBTRM” EPAF.

Make certain you submit the Term EPAF after requesting the end date to be taken off.

When starting a new EPAF, on the position number, please use suffix “00” first, instead of “01”. For example: 192450-00.

When extending a job, use the very next day as the

start date.

(Do not overlap) For example: job ends on

10/25/2014

, you would do a new EPAF with start date of

10/26/2014.

Resources

Under Human Resources Website Employee Resources Under Student or Temp/Casual Employee .

Under Human Resources Website Under Employee Resources Under EPAF Information , you will find links for:

          Guide to EPAFs (detailed training guide for EPAF) How to Put a Grant Position on EPAF How to process a Federal Work Study Position on EPAF Query Date Guide Salary Notice to Employee Form Budget Analyst Assignments (Who is your University Budget Analyst) Security Access to EPAF Application (Application to Access EPAF) Approval Queue Cheat Sheet (Approval Process, Who approves EPAFs) Preview Guide to EPAFs with Banner HR (Powerpoint) EPAF Approver and Originator Summary (Powerpoint)



CONTACTS

Human Resources: Leticia Corona, ext. 67440 (Students) Joanne Carvana, ext. 67450 (Temp/Casuals) Patrice Coss, ext. 67451 (Faculty and GA’s) Sally Berry, Ext. 62126 (Staff)  Payroll: Alyssa Wray, ext. 62158 (Students and Temp/Casuals) Alisha Groene, ext. 627442 (Staff and Faculty)  Sponsored Programs: Shannon Chi, ext. 67425 (for all grants)  Financial Aid: Pa Moua, ext. 62520  Career Resource Center: Deb Crane, ext. 67369