Transcript Slide 1

Slide 1
Feature 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
Slide 2
Today’s Topic
We’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”
Slide 3
Today’s Presenters
D. Lynn O’Neil
Director, Student Employment Services
Pamela Arrington - Q&A
Payroll Coordinator, Student Employment Service
Slide 4
Session Segments
Lynn 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
During the presentation, your phone will be muted.
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
Lynn and Pam will answer as many of your questions as time
Slide 5
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:
[email protected]
You can also send us an instant message!
GoogleTalk – [email protected]
AOL Instant Messenger – HopkinsFastFacts
MSN – [email protected]
Slide 6
At 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.
Slide 7
Student Employment
From New Hire to First Paycheck
(Including the “Cutoff” Process)
Slide 8
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
Slide 9
What Won’t Be Covered
Temp Inactive
Federal Work-Study
Concurrent Employment
Bonus Supplements
Off-Cycle Check Requests
These topics will be mentioned, but not covered in detail. If you
have questions concerning these topics, please contact Student
Employment Services -
Slide 10
Student Employment Website
To access the Employer Handbook, navigate to the Student Employment
website ( and click the Employer Handbook link.
Slide 11
Employer Handbook
Slide 12
1, 2, 3 of Hiring Students
Slide 13
Flowchart – New Hire to First Paycheck
Slide 14
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.
Slide 15
Weekly Cutoff Dates
Slide 16
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.
Slide 17
SAP Student Job Aids
Slide 18
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
Position Attributes = Student Attributes
Employee 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
Slide 19
Approver 2 - Verification Process
For Homewood students, Approver 2 is Student Employment Services…
regardless of where the student works within the Hopkins community.
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 status
Position Vacancy & Position Attributes
Slide 20
SAP Student Job Aids
Slide 21
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.
Slide 22
SAP Student Job Aids
Slide 23
Common Mistakes
Student Name reversed/misspelled
Date of Birth does not match I-9
Nationality (Citizenship) left blank
Visa Type does not match I-9
Ethnic Origin left blank
Position is occupied (or) does not match the new hire attributes
FWS indicator checked but FWS Authorization Form not sent to SES
SSN incorrect
Does not match I-9 (or) other ‘Concurrent’ employment
International student is in SAP with a temporary SSN
Selecting < High School Diploma in the Highest Degree Field
Slide 24
SAP Student Job Aids
Slide 25
New Hire Checklist
Slide 26
SAP Student Job Aids
Slide 27
For answers to your questions,
cutoff dates, and much more,
please visit the Student
Employment website …
Slide 28
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.
Slide 29
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: [email protected]
Slide 30
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…
Thanks again!