1. Student Employment Services 2015-2016 Employer Information

2. Topics Covered  Meaningful Employment  Hiring Student Employees (Hourly & Work-Study)  SERP  Work-Study Tips  Employer Guidelines  JobX  Note: Most slides have additional notes added for clarity

3. MEANINGFUL EMPLOYMENT

4.  Help us increase the quality of work-study employment opportunities by ensuring each work- study position is comprised of these 6 components:  Structure  Transferrable Skills  Richness of Role  Training  Mentorship  Evaluation/Feedback  Employment is a highly researched and enhanced college experience linked to student success. Thank you for your efforts!

5. HIRING STUDENT EMPLOYEES

6. ELIGIBILITY FOR STUDENT EMPLOYMENT  Student Employees must be:  Admitted to degree-seeking program at CSU (Fort Collins)  Taking courses at CSU without admission is not degree-seeking  Registered by Census each Semester  Student Hourly Eligibility  At least 1 credit, Continuous Registration, or Planned Undergraduate Leave  Work-Study Eligibility  Undergraduate – At least 6 Credits  Graduate – At least 5 Credits  Summer  No enrollment required – However, must have intent to enroll fall, or be a new admit for fall.

7. Required Hiring Forms must be submitted to Student Employment Services 1.Form I-9Form I-9  Check I-9 Status on Employment Tab of People Screen  If “Yes,” no form required 2.Affirmation of Legal Work Status FormAffirmation of Legal Work Status Form  With copies of original documents. 3.SSA-1945 (SERP)SSA-1945 (SERP) 4.Helpful Resources: 1.I-9 Central (USCIS Website)I-9 Central 2.I-9 Handbook (USCIS Website)I-9 Handbook

8. BACKGROUND CHECKS  Mandatory for student employees. A criminal history background check – Mandatory for: I.All new hires II.Continuing student employee moving into a position with sensitive condition Motor vehicle check – Mandatory for: I.is responsible for operating a University owned or controlled vehicle; II.requires driving of children, patients, students, clients or others in a private vehicle; or III.requires renting a vehicle on a regular or routine basis to conduct University business.  If there is a 12 month (or greater) break in service and student is returning to a position that meets the sensitive condition criteria (see notes below).  http://www.hrs.colostate.edu/background-checks/background-checks.html http://www.hrs.colostate.edu/background-checks/background-checks.html

9. SERP

10. What is SERP?  The Student Employee Retirement Plan is a state-mandated retirement plan requiring contributions from gross pay by all “eligible” student employees in lieu of traditional Social Security contributions. What is Social Security?  Social Security is a federally mandated supplemental retirement system in the US CSU is NOT a Social Security Employer  Important: If CSU did not have SERP, a student would have to pay into Social Security.

11. Is participation in SERP mandatory?  Yes, unless certain conditions are met What conditions must be met to be exempt?  Summer Undergraduate & Graduate Students – must be officially admitted as a degree-seeking student at CSU (Fort Collins) and enrolled at least half-time (defined as 3 credits) for a summer term running concurrently with your work schedule.  Fall & Spring Undergraduate Students – officially admitted as a degree-seeking student and enrolled at least half-time (6 credits) Graduate Students – officially admitted as a degree-seeking student and enrolled at least half-time (5 credits)

12. A retirement savings account will be established in the student’s name at TIAA/CREF for all SERP contributions.  When will a student have access to the money contributed to SERP? SERP allows for a refund of contributions and any interest upon termination of employment AND departure from the University as a student. Warning: If funds are withdrawn, those funds will likely be taxed as ordinary income in the year it is withdrawn and may also be subject to an additional 10% early withdrawal penalty.

13. Train Students on SERP  Explain SERP when they fill out the SSA-1945  Make sure name and social security number are legible  We may send back if we cannot identify the student  Provide students the website about SERP: http://ses.colostate.edu/student-employee- retirement-plan-serphttp://ses.colostate.edu/student-employee- retirement-plan-serp  Utilize the “SERP – Medicare Info Slides” http://ses.colostate.edu/employment-guidelines

14. Assignments Terminated/Suspended  Assignments are systematically terminated for: All Graduating Students 4-6 weeks after commencement No pay activity for at least 12 months  Assignments are systematically suspended for: Zero Credits at Census Non-degree-seeking at Census No pay activity for 4 months  To request termination reactivation, send Email to StudentEmployment@colostate.edu with: Effective Date Assignment Number Requested Change  You may reactivate Suspended assignments yourself, or email Student Employment if any issues.

15. WORK-STUDY TIPS

16. New for 2015-2016 Freshman Must review Work-Study Terms and accept work-study award on RAMweb before award is “active.”Work-Study Terms Accepted – Work-Study in Oracle to pay wages Not Accepted – Work-Study award not in Oracle; dept billed 100% TEW Continuing Students Work-Study award continues to be accepted automatically and immediately available in Oracle Work-Study Awards

17. Confirm Work-Study Award each academic year.  Work-Study assignments stay active from year to year, so be sure to verify student’s award each year.  Obtain verification from student prior to beginning work. Students can send email or print work-study award confirmation from RAMweb (Remember: Freshman must accept award 1 st ) You may also Verify in JobX, if accepting applications via JobX.  Monitor award status on work-study earnings report.  Student Employment will notify the Department Employment Coordinator, if award changes Work-Study Awards

18. Work-Study Earnings Breakdown of Wages  Employers pay 30% of wages: $900 per year on $3,000 Work-Study Award  Work-Study covers the remaining 70%: $2,100 per year on $3,000 Work-Study Award Fifty Percent Rule  Only 50% of a student’s Work-Study Award can be earned during the fall semester. Any earnings over this 50% will be billed to your Department as Time Entry Wages (TEW).

19. Transferring Work-Study Assignments  Important: Avoid changing Work-Study assignment to Hourly or Hourly to Work-Study  Hiring department initiates transfer in Oracle Previous department approves request Refer to important dates for beginning of semester Best if effective date is first day of pay period

20. WORK-STUDY REPORTS  Work-Study Earnings by Department Should run this report every pay period Displays students’ award amounts and amounts earned Changes to Work-Study awards reflected on this report  Expense Distribution Report Should run this report every pay period Watch for email from Payroll Confirms pay for your student employees Confirms what is billed to your Department account

21. EMPLOYER GUIDELINES  Please see our website for Employer Guidelines and links to important formsEmployer Guidelines

22. JOBX

23. JobX – A Total Solution JobX helps schools automate the job posting, hiring, and reporting process for students, employers, and administrators.  Job Posting Control  Customized employment applications  Work-Study award & class schedule  Email tools for communicating with students  COMING SOON! – streamlined hiring to Oracle

24. HOW TO USE JOBX HOW TO USE JOBX PLEASE REFER TO USER GUIDE ON OUR WEBSITEWEBSITE ses.colostate.edu

25. JobX – At this time, once the student employee is hired through JobX, enter the assignment into Oracle. This process will eventually be updated and streamlined so JobX hires go directly into Oracle.

26. JobX User Guide Available on ses.colostate.eduses.colostate.edu

27. If you will be employing Work-Study students in 2015-2016, please sign and return these documents to Student Employment Services:  Memo of Understanding  Compliance Review

28. Oracle Training and Assistance  Contact HR IS Oracle Help Desk by email at: hr_is@mail.colostate.edu  Training opportunities will be emailed out to the HR system user listserv when classes are available

29. Hourly Payroll Questions can be directed to: Yodit Lulseged Yodit.Lulseged@colostate.edu 970.491.4969

30. Frank H. Martinez Karri White Jillian Zucosky  Phone – 970.491.5714  Fax – 970.491.1975  1065 Campus Delivery  Email – StudentEmployment@colostate.eduStudentEmployment@colostate.edu  Web: ses.colostate.eduses.colostate.edu QUESTIONS?