Student Employment Sheila Anderson Kelley Guldenpfennig Dorene Spotts

Student Employment Sheila Anderson Kelley Guldenpfennig Dorene Spotts 3/26/14

Will Cover ¢ ¢ ¢ Hiring student workers On-boarding student employees Banner e. PAF - Electronic submission of student personnel actions Students web time entry Questions

Hiring Student Workers ¢ Definition: l l ¢ 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? l l Working on MC http: //www. utoledo. edu/success/career/studentemployment/student _employment. html Working on HSC http: //www. utoledo. edu/success/career/studentemployment. HSC. ht ml

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? l l l l • l 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 l l 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 l l ¢ ¢ 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 e. PAF & sends to Student Empl Office MS 112; SU 1533 Student completes on-line (after 1 st pay has been issued) l l Federal W-4 tax form Direct Deposit

Classifications ¢ S 1 – 61308 l ¢ S 2 – 61308 l ¢ Not taking classes in same semester - Usually summer only (took spring classes & preregistered for fall classes) - Must pay into OPERS S 4 – 61321 l ¢ Work study appointments – contract from Fin Aid - Work up to 20 hrs/week - Exempt from OPERS S 3 – 61311 (may not be processed within the same pay period as a S 1) l ¢ 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 S 4 – 61904 l Taking classes in same semester – flat rate or stipend – exempt from paying into OPERS

BANNER EPAF

Banner e. PAF - Primary Issues ¢ Dates l l ¢ Work Study Students l l ¢ 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 l l l 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 e. PAF ¢ Using Banner e. PAF l ¢ Deadline for e. PAF submission ¢ ¢ Tentative effective fall 2014 – finalizing grant funded setup 5: 00 p. m. on Tuesday of non-pay week Missed deadline could result in l l 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 l l l 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 l ¢ Have until 2: 00 p. m. on Monday of pay week to approve Final Step l Finalizing pay starts on Monday afternoon and final run is Tuesday afternoon

Timelines & Deadlines ¢ Spring semester ends l l ¢ Work study – 5/2/14 Non-work study – 5/9/14 Summer assignments begin 5/10/14 l Forms required • OPERS enrollment • SSA-1945 ¢ Summer assignments end 8/15/14

Who Do I Contact For ¢ Posting Student Positions l ¢ Student Employment Forms – Onboarding Questions l ¢ Student Employment Office – Sheila Anderson - 8553 Banner e. PAF Questions l ¢ Student Employment Office – Sheila Anderson - 8553 Kelley Guldenpfennig - 1494 Web Time Entry Questions l Payroll – La. Toya Jackson - 8799

Questions