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STUDENT ASSISTANT/NRA PROGRAM FOR SUPERVISORS Year End 2013 Summer 2013 2013/2014 Academic Year.

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Presentation on theme: "STUDENT ASSISTANT/NRA PROGRAM FOR SUPERVISORS Year End 2013 Summer 2013 2013/2014 Academic Year."— Presentation transcript:

1 STUDENT ASSISTANT/NRA PROGRAM FOR SUPERVISORS Year End 2013 Summer /2014 Academic Year

2 Year End  Mass Cancellations June 30, 2013 June 30, 2013  Graduation June 14, 2013 June 14, 2013 Must process timesheet within 72 hours of separationMust process timesheet within 72 hours of separation Contact Payroll for final Student ListingContact Payroll for final Student Listing Submit termination form with last day workedSubmit termination form with last day worked Submit copy of final Student ListingSubmit copy of final Student Listing  Manual Terminations NRA: 6/30/13 NRA: 6/30/13 Must provide last day student physically worked on a Student Assistant Employment Transaction/Termination Form Must provide last day student physically worked on a Student Assistant Employment Transaction/Termination Form

3 SA ELIGIBILITY REQUIREMENTS  Student Assistant Employment Policy  Enrolled at least half-time status (6 units)  Maintain good academic standing  Work hours vary based on department's needs and funding  Can work a maximum of 20 hrs/week (Fall, Winter & Spring terms)  During authorized vacation periods and approved breaks, can work up to 40 hrs/week depending on funds  No provision for paid holidays

4 NON-RESIDENT ALIEN STUDENT ASSISTANT Non-Resident Alien Student Assistants (NRA) are international students attending CSUSB under the F-1 and J-1 visa categories and DACA (Deferred Action for Childhood Arrivals). Note: Other undocumented and non-immigrant visa categories such as H-1, J-2, B-2, etc., do not apply.

5 NRA STUDENT ASSISTANT  Receive eligibility to participate in the CSUSB employment program  Enrolled in a minimum of 6 units at CSUSB  Maintain good academic standing  Work hours vary based on department's needs and funding  Can work a maximum of 20 hrs/week (Fall, Winter & Spring terms)  During authorized vacation periods and approved breaks, can work up to 40 hrs/week depending on funds  No provision for paid holidays

6 RULES AND REGULATIONS STUDENT ASSISTANTS AND NRA EMPLOYEES:  May not work during class  Must take a 30 minute unpaid break after 6 consecutive hours  Cannot exceed 20 hours a week during sessions and breaks  May only work a maximum of 8 hours in a day  Students cannot work overtime, holidays, or during campus closures  Cannot serve in staff related positions  Must be supervised at all times  Must correctly report work hours for a pay day on correct pay period, e.g. no swapping of hours worked on a different pay period  Must maintain academic progress  Who falsify timesheets are subject to termination and disciplinary action by Judicial Affairs

7 SUPERVISOR RESPONSIBILITIES  Provide student with a monthly time sheet  Determine the wage rate  Report pay rate changes, etc. on a Change/Termination Request Form to the Student Employment Office. All changes become effective the first day of the following pay period  Directly supervise student worker(s)  Monitor/verify the following: 1) student earnings, 2) maximum 20 work hours/week, 3) academic progress/disqualification/graduation, 4) enrollment of at least ½ time each quarter, and 5) funding  Submit copy of Student Listing and timesheet on a timely basis  Notify Student Employment Office immediately of any changes in your student’s employment, change in supervisor, and prior to terminating a student assistant/NRA  Ensure that student workers are not serving/completing duties of staff related positions  Do not permit student worker to report work hours for a pay day on a different pay period, e.g. no swapping of hours worked on a different pay period

8 SUMMER EMPLOYMENT Bridge:  Not enrolled or enrolled in less than 6 units  Enrolled in 6+ units for 6W1 only  Enrolled in 6+ units or more for 6W2 only No Bridge:  Regular Summer Session and/or combination of 6+ units both 6W1 & 6W2

9 REGULAR AND BRIDGE APPOINTMENTS Job Codes: 1174 Bridge and 1870 Regular BRIDGE (Bridge Job Code):  Subject to 5-week break in attendance  Not enrolled or enrolled in less than 6 units in summer 2013  Enrolled in 6 or more units in only 6W1 OR in only 6W2 NOT BRIDGE (Regular Job Code):  Enrolled in Regular Session (10 weeks) in a minimum of 6 units  Enrolled in Sessions 6 W1 & 6W2 in a combination of 6 or more units Example: Session 6 W1 = 4 units and Session 6W2 = 8 units and/or  Enrolled in a combination of Regular Session and 6W1 or 6W2 6 or more units Enrolled in Fall quarter – 6 or more units; 20 hours maximum per week; eligible for FICA exemption

10 ON CAMPUS HIRING PROCESS 2013/2014  Student views Job Listings and contacts supervisor for an interview  Student & supervisor complete the Student Transaction Form  Student takes Student Transaction Form, un-laminated social security card, CA ID, Confidentiality Compliance form (new hires only) to the FAO  Student workers must complete the entire hiring process before they begin working.  Student receives stamped Routing Slip as proof that they completed the hiring process and may begin working  Student & Supervisor receive/retain a copy of Terms of Employment/Work Authorization

11 STUDENT ASSISTANT/NRA ON CAMPUS JOB POSTINGS  Supervisors may begin posting job listings on the Career Center website after 7/1/13  Use Wage Table to determine appropriate wage rate  Ensure positions are removed from the website after filled

12 INSTRUCTIONS FOR POSTING AN ON CAMPUS JOB   Each Student Assistant position should have a job description that includes the following: Name and address of the employer The purpose of the job The duties and responsibilities Job qualifications Wage rate Length of the student's employment (beginning and ending dates) Name of the student worker's supervisor

13 JOB POSTINGS SEARCH ENGINE   Students can view jobs by: Keywords - within Job Title, Job Description, and Skills/abilities/experience fields Division - Academic Affairs, Administration and Finance, Athletics, Information Resources and Technology, Student Affairs, University Advancement, Off-Campus. Job Posted Date Range - Anytime, within one week, within one month, within three months.

14 TIME REPORTING  Use Electronic Time Sheet on FAO website – report time in military hours  Electronic time sheet will compute daily, weekly, and monthly totals  No hours for a payroll period other than the one reported  Report whole or partial hours in half-hour increments  Complete class schedule information  Adhere 20 hour per week rule  All corrections on time sheet must be initialed by student and supervisor in ink – no white-out  Annotate timesheet if class was cancelled (CC) or excused early (EE) if student works during class time. Must be pre-approved by supervisor  Timesheet signed by student, supervisor and administrator  No paid lunch. The Fair Labor Standards Act mandates a half-hour (30min) unpaid break be provided for every 6 hours worked per day  Students are entitled to a 15 minute paid break for every 4 consecutive hours worked  Fax Student Listing and timesheets to FWS every month; including any “revised” lists – MANDATORY – For Work-Study program  Only supervisor assigned to student worker is authorized to sign student’s time sheet  Students who falsify timesheets are subject to termination and disciplinary action by Judicial Affairs

15 TIMESHEET SAMPLE

16 STUDENT ASSISTANT PAYROLL CALENDAR

17 STUDENT EMPLOYMENT CONTACT INFORMATION  Janeth Chaidez, ASAII (909) Direct Line (909) FAX  Roseanna Ruiz, Director of Financial Aid (909) Direct Line Office Hours: Monday-Friday 8AM-5PM Summer Hours: Monday – Thursday 7AM-5:30PM


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