5 Employment Guide Highlights Employment VerificationRefer employment wage verifications to Renee in PayrollFERPA privacy requirementsStudent employment=Educational recordsStudents must give parents access to disclose Student Employment informationMeal BreaksStudents 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 breakRest breaks at the discretion of supervisor
6 Student Hiring Overview “Pay Rates” Effective as of 12/26/2014ClassRequirementPay ScaleClass IThe position does not require a specific degree of skill or prior work experience.$8.70Class IIThe position requires a reasonable degree of skill, prior experience and a fair amount of responsibility.$8.85 – 10.05Class IIIThe position requires a high degree of skill and entails an extensive amount of responsibility.$10.10 – 12.05Class IVThe position requires advanced skill, market/environmental demand, knowledge and/or training in a scientific, academic or specialized study.$12.10 – 27.40Beginning 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
13 Student Hiring Overview “Candidate Selection” Post jobs with Student Employment via JobX.uconn.eduEqual Employment Opportunity compliance = 2 week advertising requirement =University PolicyNo advertising requirement for returning employeesCan begin interviewing before 2 weeks are upNarrow down candidates to decide who to interviewInterview candidatesEquity: Have standard set of interview questionsQuestions and requirements must relate to job duties in adMake hiring decisions and communicate with candidatesIt is so important to be consistent when hiring student employees
14 Student Hiring Overview “Candidate Selection” Nepotism Policy=University PolicyPolicy.uconn.eduPurpose: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 yearsTimesheets – 4 yearsStudent Employment file – 5 yearsMust receive authorization from University Archivist before destroying any recordsMention 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 workNOTIFY YOUR WORKERS OF OUTSTANDING REQUIREMENTSContact Student Employment and/or Payroll immediately if there are authorization or timecard entry problemsAlways enter time worked on the correct timecard and by payroll deadlinesContact Student Employment and/or Payroll immediately if there are paycheck errorsScenario
18 Progressive Discipline Verbal Warning-specifying what area needs improvementWritten Warning-when further disciplinary action is requiredContact Student Employment prior to issuing the written warningDismissal-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 communicationIf 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 mediatorFormalDefined as, and limited to, a written complaint involving an alleged violation of a specific provision outlined in the Student Employment GuideStep 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 MinorsWhether they are paid or volunteering, must follow the Connecticut Department of Labor guidelinesThere is a list of Prohibited Occupations and Places of EmploymentMUST follow non-UConn student hiring process for paid positionsDepartments 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 positionSSN/Temp NumberCitizenship StatusStart & End DatesAuthorized amountKFS CodeJob CodePay RateU-boxIf confirmation page doesn’t show, log back in to insure that payroll authorization submittedStart and End Dates: Work study end date pre populatesAuthorized 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 checklistStudent 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 placeholderEnter the authorization in WINJAYou will need Student’s SSN/Temporary Number, Status, Country and Expiration DateAND tell student toStudent will complete Form I-9 & tax paperwork with KarlaYou must give the student the F1 Employment Verification letter so they can apply for SSNWhen in doubt contact Karla
24 Form I-9: Regional Campuses New student checklistStudent brings original forms of ID to Regional campus contactStudent completes section 1 of Form I-9 on or before first day of workDepartment contact completes section 2 of Form I-9 within 3 business days of start of workDepartment contact faxes Form I-9 to Student Employment for US citizens and US Permanent residentsDepartment contact faxes Form I-9 to Payroll for International studentsOnce Student Employment or Payroll receives Form I-9, we release holds on payroll authorization in GenesysForm 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 mannerIncomplete authorization or incomplete pre-employment paperwork = No timecard generated and no pay = ViolationPlease 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 FormsAnnually by the end of each JanuaryDeadline for Student Payroll Time Report SheetsFriday of non-pay weekDeadline for the entry of the student hours in FocusNOON on Friday of pay weekWINJA DeadlinesNew Students – Monday of pay week by close of businessContinuations – Tuesday of pay week by noonWatch 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 periodAll holds on payroll authorizations must be released prior to timecard generation jobMay take up to 4 weeks from the entry of the Payroll Authorization to generate first timecard for new studentStudent must be entered into the State CORE payroll system prior to timecard generation jobEnter hours on FOCUS timecardsData entry possible every 2 weeks Wednesday – FridayUsual deadline: Friday after payroll end date at noonVerify Work-Study balance on FOCUS timecardKarla 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 ANDFocus Agreement FormPlease send manual sheets only once!, Mail OR FaxDuplicate timesheets can lead to overpayment!Supervisors responsibilitySupervisors are responsible for the accuracy of their student’s timecardsWhen 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 againDo not send all three ways
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 paidThe deadline to submit corrected or late timesheets:Friday, Noon of a non-pay weekCorrected 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 checkStudents receive payment 2 weeks after hours submittedPaychecks – Thursday after 3:00 pmDirect Deposit – Thursday morningChecks routing determined by Section Code in Payroll systemStub 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 cardStudents employees accrue 1 hr. of paid sick time for every 40 hrs. workedEligible to use time upon completion of 680th hr. of workCan only use 40 hrs. per calendar yearSick leave can only be used in lieu of previously scheduled work hoursSick leave must be taken in 1 hr. incrementsFor detailed information, visit Payroll’s website at
36 Student Sick TimeSick Time must be reported on the Student Payroll Sick Time RecordUse the online form (populate dates/total hours):Employee ID numberHourly 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 recordedSubmit sick time during cycle sick time was takenSubmit one form per employee per job per pay periodAND regular hours should NOT Be entered on the Sick Time Record.Check application on Payroll Website for balancesEntering time incorrectly will impact accrual of sick time.We have behind the scene formulas on the form to
37 Student Sick TimeCheck balances in application prior to submitting formDo not send multiple copies of a form, Mail OR FaxWork Study Accounts CANNOT be used to pay sick time!Must have Student Labor account set up to payIncorrectly 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 websitePassword (expires on first log in)First 4 letters of your last name (all caps) and last 4 digits of your Social Security NumberSystem ProfileSet up system address and forgotten password help question located under My System ProfileVisit for ePay Training Tools, FAQs, ePay Help Request Form and the Find Employee Number functionElectronic paystub information eliminates paper for direct deposit advices Office of the State Comptroller initiativeAvailable 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 DepositDirect Deposit is strongly encouraged for all UConn employees, including your students!AdvantagesAvoid the inconvenience of manually depositing a check each pay periodProtection against loss or theft of checksPayments are timely and reliableFunds 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 onlyArea emergency departments or walk-in clinicsSupervisors 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 formYou must send a copy of the WC-207 to the Payroll Department, Attn: Vivian CadenheadFax:Ubox: 1111
44 Time Lost from WorkWhen 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-207Call the reporting lineSend the WC-207 and related medical documentation to the Payroll DepartmentBeing 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 StudentsDepartments provide their KFS # to Budget OfficeBudget Office will charge the 25% to the designated account