1. Presented by Karla Desjardins Kimberly Duby Cindy Garrison
Student Payroll
Presented by
Karla Desjardins
Kimberly Duby
Cindy Garrison

2. Scholarship & Student Employment Contact Info
Wilbur Cross Building Room 102
A unit within the Office of Student Financial Aid Services
Main line: , Fax #
General
Members of our Staff:
Kimberly Duby, Assistant Director
Cindy Garrison, Student Employment Officer
Dana Novak, Temporary University Specialist
Ashley Slater, Scholarships &
Student Employment Administrator
6 Student Administrative Assistants

4. Employment Guide Meal & Break policy Progressive Disciplinary policy
Student Employee Grievance

5. Employment Guide Highlights
Employment Verification
Refer employment wage verifications to Renee in Payroll
FERPA privacy requirements
Student employment=Educational records
Students must give parents access to disclose Student Employment information
Meal Breaks
Students working 7.5 hours or more MUST be offered a 30 minute meal break (unpaid)
If student cannot leave work station, you MUST pay them for meal break
Rest breaks at the discretion of supervisor

6. Student Hiring Overview “Pay Rates”
Effective as of 12/26/2014
Class
Requirement
Pay Scale
Class I
The position does not require a specific degree of skill or prior work experience.
$8.70
Class II
The position requires a reasonable degree of skill, prior experience and a fair amount of responsibility.
$8.85 – 10.05
Class III
The position requires a high degree of skill and entails an extensive amount of responsibility.
$10.10 – 12.05
Class IV
The position requires advanced skill, market/environmental demand, knowledge and/or training in a scientific, academic or specialized study.
$12.10 – 27.40
Beginning Jan minimum wage will increase, which means our pay scales will be updated for spring New pay scales will be made available in our September Student Employment Newsletter

7. Forms & Guides

8. Go to Live site!

9. Student Hiring Overview
Screen shot, you would want to click on the “Log in to JobX” to get started

13. Student Hiring Overview “Candidate Selection”
Post jobs with Student Employment via JobX.uconn.edu
Equal Employment Opportunity compliance = 2 week advertising requirement =University Policy
No advertising requirement for returning employees
Can begin interviewing before 2 weeks are up
Narrow down candidates to decide who to interview
Interview candidates
Equity: Have standard set of interview questions
Questions and requirements must relate to job duties in ad
Make hiring decisions and communicate with candidates
It is so important to be consistent when hiring student employees

14. Student Hiring Overview “Candidate Selection”
Nepotism Policy=University Policy
Policy.uconn.edu
Purpose:
The employment or contracting for service of relatives in the same department or area of an organization may cause conflicts and serve as the basis for complaints concerning disparate treatment and favoritism as well as violations of the state’s Ethics statute.
This policy is established to protect against such conflicts and complaints, and to provide for the ethical and legally consistent treatment of individuals with relatives seeking employment or who are employed by the University.

16. Record Retention Department Responsibility
Application (interviewed but not hired) including resumes, transcripts, interview materials - 2 years
Timesheets – 4 years
Student Employment file – 5 years
Must receive authorization from University Archivist before destroying any records
Mention Record Governance & Retention handout

17. Policies/Best Practices Related to Employment Law
Do not schedule students to work before pre-employment paperwork is complete!
Student Employment will notify Payroll contacts of holds on payroll authorizations and reasons why student cannot work
NOTIFY YOUR WORKERS OF OUTSTANDING REQUIREMENTS
Contact Student Employment and/or Payroll immediately if there are authorization or timecard entry problems
Always enter time worked on the correct timecard and by payroll deadlines
Contact Student Employment and/or Payroll immediately if there are paycheck errors
Scenario

18. Progressive Discipline
Verbal Warning-specifying what area needs improvement
Written Warning-when further disciplinary action is required
Contact Student Employment prior to issuing the written warning
Dismissal-in the event the student fails to meet satisfactory standards of job performance

19. Grievance Steps Informal
It is hoped that both parties can come together to resolve the issue by communication
If the student is not satisfied with the results of an informal hearing, they may ask a representative from the Student Employment unit to act as a mediator
Formal
Defined as, and limited to, a written complaint involving an alleged violation of a specific provision outlined in the Student Employment Guide
Step 1: Upon receipt supervisor and/or department head will schedule a meeting within 10 working days. If grievant is dissatisfied with results, he/she may proceed to Step 2.
Step 2: Grievant may appeal in writing to Assistant Director in Scholarships & Student Employment within 10 working days.
Step 3: Grievant may appeal to Director of Financial Aid within 10 working days. This step is final and binding.

20. Supervising Minors
Whether they are paid or volunteering, must follow the Connecticut Department of Labor guidelines
There is a list of Prohibited Occupations and Places of Employment
MUST follow non-UConn student hiring process for paid positions
Departments need to send SEU a copy of the termination letter. SEU will review the termination letter to ensure it is appropriate.

21. Student Hiring Overview “WINJA Entry”
Enter payroll authorization in WINJA as soon as candidate accepts position
SSN/Temp Number
Citizenship Status
Start & End Dates
Authorized amount
KFS Code
Job Code
Pay Rate
U-box
If confirmation page doesn’t show, log back in to insure that payroll authorization submitted
Start and End Dates: Work study end date pre populates
Authorized amount: Optional for student labor and pre-populates for Work Study.
KFS: 6 digits only, do not add zero!
Ubox: usually prepopulated

22. Pre-Employment Paperwork and Form I-9
New student checklist
Student brings original forms of ID to Scholarship & Student Employment unit (Payroll if International Student)
Once the Form I-9 is complete, the student will receive a “green sheet” to show that s/he has been cleared to begin work.
Only a check in the top box indicates the student has completed the process.
After paperwork is completed, Student Employment releases hold on payroll authorization in Genesys (Payroll if International Student)
Form I-9 is valid as long as there is continuous employment.
After entering WINJA authorization –
Do not allow a student to begin work unless they supply you with a green sheet. If you have any questions regarding the form I-9, do not hesitate to reach out to our office and ask for assistance.

23. International Student Hiring
Students may NOT begin work until they have a green slip!
Call Student Employment for Student’s SSN or temporary placeholder
Enter the authorization in WINJA
You will need Student’s SSN/Temporary Number, Status, Country and Expiration Date
AND tell student to
Student will complete Form I-9 & tax paperwork with Karla
You must give the student the F1 Employment Verification letter so they can apply for SSN
When in doubt contact Karla

24. Form I-9: Regional Campuses
New student checklist
Student brings original forms of ID to Regional campus contact
Student completes section 1 of Form I-9 on or before first day of work
Department contact completes section 2 of Form I-9 within 3 business days of start of work
Department contact faxes Form I-9 to Student Employment for US citizens and US Permanent residents
Department contact faxes Form I-9 to Payroll for International students
Once Student Employment or Payroll receives Form I-9, we release holds on payroll authorization in Genesys
Form I-9 is valid as long as there is continuous employment

25. Important Reminders Regarding Employment Law
Federal law:
Section 1 of Form I-9 must be completed and signed by student ON or BEFORE their first day of work (but not until after accepting job offer).
Failure to comply with Form I-9 requirements can lead to fines ranging from $110 - $16,
Federal and State Labor Laws:
Employees must be paid in timely manner
Incomplete authorization or incomplete pre-employment paperwork = No timecard generated and no pay = Violation
Please Please do not allow your students to work if they haven’t completed their pre-employment paperwork.
The following are examples of violations, and they all carry hefty monetary fines and some can even cause imprisonment:
- Unlawful employment
- Failure to comply with I-9 requirement’s
- Document abuse
- Unlawful discrimination
- Document Fraud

26. Dates and Deadlines Keep track of end dates!
Process new authorizations prior to end date of previous authorization.
Update the Winja and Focus Agreement Forms
Annually by the end of each January
Deadline for Student Payroll Time Report Sheets
Friday of non-pay week
Deadline for the entry of the student hours in Focus
NOON on Friday of pay week
WINJA Deadlines
New Students – Monday of pay week by close of business
Continuations – Tuesday of pay week by noon
Watch listserv for schedule changes due to Holidays!
After October 11th unencumbered work study awards will be canceled! Work Study awards cannot be reinstated!

27. Timecards FOCUS timecards generate for students
Generation Tuesday evening before the end of a pay period
All holds on payroll authorizations must be released prior to timecard generation job
May take up to 4 weeks from the entry of the Payroll Authorization to generate first timecard for new student
Student must be entered into the State CORE payroll system prior to timecard generation job
Enter hours on FOCUS timecards
Data entry possible every 2 weeks Wednesday – Friday
Usual deadline: Friday after payroll end date at noon
Verify Work-Study balance on FOCUS timecard
Karla starts here..

28. Time Cards Call or email Maribel immediately with FOCUS access issues.
Be sure to have a back up person for Online Timecard entry!
Subscribe to the Student Payroll and Student Employment listservs.
When requesting Focus access, you need:
Mainframe account AND
Focus Agreement Form
Please send manual sheets only once!
, Mail OR Fax
Duplicate timesheets can lead to overpayment!
Supervisors responsibility
Supervisors are responsible for the accuracy of their student’s timecards
When having trouble accessing the Focus Timecard System or ‘CP Read’ is in the bottom right corner of the screen.
Enter ‘b’ or ‘cms’ to begin the session again
Do not send all three ways

30. Time Card

31. Corrected Timesheets Download the Student Payroll Time Report Sheet
List all hours worked in the pay period, including any previously submitted hours.
Payroll will calculate the amount to be paid
The deadline to submit corrected or late timesheets:
Friday, Noon of a non-pay week
Corrected timesheets should be faxed:
Attention of Maribel Ortiz to

33. Student Paychecks Direct Deposit statements available in ePay
Pay for all student jobs lumped into a single check
Students receive payment 2 weeks after hours submitted
Paychecks – Thursday after 3:00 pm
Direct Deposit – Thursday morning
Checks routing determined by Section Code in Payroll system
Stub going to a former employer? Contact Payroll to change Section Code

34. Sick leave Public act No. 11-52
No sick hours can be enter on the student’s focus time card
Students employees accrue 1 hr. of paid sick time for every 40 hrs. worked
Eligible to use time upon completion of 680th hr. of work
Can only use 40 hrs. per calendar year
Sick leave can only be used in lieu of previously scheduled work hours
Sick leave must be taken in 1 hr. increments
For detailed information, visit Payroll’s website at

36. Student Sick Time
Sick Time must be reported on the Student Payroll Sick Time Record
Use the online form (populate dates/total hours):
Employee ID number
Hourly Rate (needs to be correct for pay period submitted)
Sick time should NOT be entered into FOCUS!
This is an official record - each sick day needs to be accurately recorded
Submit sick time during cycle sick time was taken
Submit one form per employee per job per pay period
AND regular hours should NOT Be entered on the Sick Time Record.
Check application on Payroll Website for balances
Entering time incorrectly will impact accrual of sick time.
We have behind the scene formulas on the form to

37. Student Sick Time
Check balances in application prior to submitting form
Do not send multiple copies of a form
, Mail OR Fax
Work Study Accounts CANNOT be used to pay sick time!
Must have Student Labor account set up to pay
Incorrectly recording regular or sick time hours will impact accrual and use of sick time.

38. ePay User ID 6 digit employee number located on pay stub
“Find Employee Number” link on the ePay page of the Payroll Department website
Password (expires on first log in)
First 4 letters of your last name (all caps) and last 4 digits of your Social Security Number
System Profile
Set up system address and forgotten password help question located under My System Profile
Visit for ePay Training Tools, FAQs, ePay Help Request Form and the Find Employee Number function
Electronic paystub information eliminates paper for direct deposit advices Office of the State Comptroller initiative
Available for use since April 15th, Check dated May 31, 2013 was the last printed direct deposit statement of advice. To date about 2900 of the 14,000 UConn users have logged in to ePay.

39. Direct Deposit
Direct Deposit is strongly encouraged for all UConn employees, including your students!
Advantages
Avoid the inconvenience of manually depositing a check each pay period
Protection against loss or theft of checks
Payments are timely and reliable
Funds from direct deposit payments are accessible earlier than the funds from checks

40. Workers’ Compensation 101
What is workers’ compensation?
Workers’ compensation is a mandatory program that pays medical costs and lost wages to full and part-time employees in the event of a work-related injury or illness.
Who is eligible for workers’ compensation?
All student labor and work-study students are eligible for workers’ compensation benefits, assuming the injury/illness occurs while in the course of their employment with the University.
Who determines if an injury/illness is covered?
The State contracts with a third party administrator to determine whether or not a claim is compensable under workers’ compensation. It is not up to the supervisor, employee, or anyone else at the University to make the determination.

41. What to do when an injury/illness occurs?
The State of Connecticut WC Program requires that an employee report a work-related injury/illness to their supervisor immediately.
Any emergency medical treatment should be sought.
Student Health Services can be utilized by STUDENTS only
Area emergency departments or walk-in clinics
Supervisors must work with the injured employee to complete the DAS First Report of Injury WC-207, within 24 hours of the incident.
The form can be found on the Payroll website:
Supervisors MUST accept all reports of injury from an employee and cannot deny an employee from filing a claim.

43. What to do once the WC-207 is filled out?
The supervisor must call the reporting hotline to report the injury/illness by calling (found underneath the signature line on the form)
At the end of the call, you will be given a reference number which is placed in the upper left hand corner of the form
You must send a copy of the WC-207 to the Payroll Department, Attn: Vivian Cadenhead
Fax:
Ubox: 1111

44. Time Lost from Work
When an employee has been placed out of work, they may or may not be eligible for wage replacement benefits. It is imperative that a supervisor inform the WC Administrator in the Payroll Department if an employee is losing time from work as a result of their injury.
This may impact how and if time is entered into FOCUS, so timing is very important!

45. Restricted/Light Duty
If an employee seeks medical treatment and is given light duty, ensure that they are working within their restrictions.
The University is at risk if you have them performing tasks they are restricted from performing!
Any medical forms that you receive should be sent to the WC Administrator in the Payroll Department.
If the employee is given restrictions that you cannot accommodate, you must notify the WC Administrator.

46. Summary Timeliness is critical in processing a claim.
Complete the First Report of Injury; form WC-207
Call the reporting line
Send the WC-207 and related medical documentation to the Payroll Department
Being aware of your surroundings to ensure the safety of yourself and those around you!

47. Work Study Split “25% Match”
University departments are responsible for paying 25% of the earnings for Federal Work Study Students
Departments provide their KFS # to Budget Office
Budget Office will charge the 25% to the designated account

48. Questions? Vivian Cadenhead, Workers’ Compensation Administrator
Phone:
Fax:
Budds’ Building, Room 339

49. Payroll Department Contact Info
Budds Building Room 334
Payroll.uconn.edu
Main line , Fax
Maribel Ortiz – Student Payroll Coordinator
Phone:
Karla Desjardins – Payroll Supervisor
Phone:

50. Questions?