Transcript Student Employment Presentation

Student Employment
Sheila Anderson
Kelley Guldenpfennig
Dorene Spotts
3/26/14
Will Cover
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Hiring student workers
On-boarding student employees
Banner ePAF - Electronic submission of
student personnel actions
Students web time entry
Questions
Hiring Student Workers
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Definition:
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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?
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Working on MC http://www.utoledo.edu/success/career/studentemployment/studen
t_employment.html
Working on HSC http://www.utoledo.edu/success/career/studentemploymentHSC.ht
ml
Hiring Student Workers
Hiring Dept should find out;
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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?
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If yes – need approval from Grad School to work both pos
What is their anticipated grad date?
On-Boarding Student Employees
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Required Forms - complete list found on website
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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
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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)
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Federal W-4 tax form
Direct Deposit
Classifications
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S1 – 61308
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S2 – 61308
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Not taking classes in same semester - Usually summer only (took spring classes & preregistered for fall classes) - Must pay into OPERS
S4 – 61321
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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)
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Taking classes in same semester - work up to 20 hrs/week fall & spring & up to 30
hrs/week breaks & summer - Exempt from OPERS
Internships – taking classes in same semester – flat rate or stipend – exempt from
paying into OPERS
S4 – 61904
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Taking classes in same semester – flat rate or stipend – exempt from paying into
OPERS
BANNER EPAF
Banner ePAF - Primary Issues
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Dates
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Work Study Students
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Start dates must all be the same
End dates must all be the same
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
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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
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Using Banner ePAF
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Deadline for ePAF submission
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Tentative effective fall 2014 – finalizing grant funded setup
5:00 p.m. on Tuesday of non-pay week
Missed deadline could result in
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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
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Select approve or acknowledge time
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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
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Students
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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
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Approvers
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Have until 2:00 p.m. on Monday of pay week to approve
Final Step
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Finalizing pay starts on Monday afternoon and final run is Tuesday
afternoon
Timelines & Deadlines
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Spring semester ends
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Work study – 5/2/14
Non-work study – 5/9/14
Summer assignments begin 5/10/14
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Forms required
• OPERS enrollment
• SSA-1945
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Summer assignments end 8/15/14
Who Do I Contact For 
Posting Student Positions
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Student Employment Forms – Onboarding Questions
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Student Employment Office – Sheila Anderson - 8553
Banner ePAF Questions
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Student Employment Office – Sheila Anderson - 8553
Kelley Guldenpfennig - 1494
Web Time Entry Questions
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Payroll – LaToya Jackson - 8799
Questions