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Slide 1 FastFacts Feature Presentation March 24, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648.

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Presentation on theme: "Slide 1 FastFacts Feature Presentation March 24, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648."— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation March 24, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:

2 Slide 2 Todays Topic Well be taking a look at… Student Employment: the process for hiring a Homewood student from the New Hire ISR to the students first paycheck.

3 Slide 3 Todays Presenters D. Lynn ONeil Director, Student Employment Services Pamela Arrington - Q&A Payroll Coordinator, Student Employment Service

4 Slide 4 Session Segments Presentation Lynn will walk us through the process of hiring a Homewood student employee, from the ISR to the paycheck. Pam will be on hand to answer specific questions during the Q&A. During the presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Lynn and Pam will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

6 Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 Student Employment From New Hire to First Paycheck ( Including the Cutoff Process)

8 Slide 8 Agenda Review the Student Employment Services (SES) Website Employer Handbook New Hire Progression (Flowchart) Cutoff Dates - What They Mean to You SAP Job Aids ISR New Hire Checklist (Students Only) Position Verification (PPOSE) ISR Form Verification ISR Common Mistakes

9 Slide 9 Temp Inactive Federal Work-Study Concurrent Employment Bonus Supplements Off-Cycle Check Requests What Wont Be Covered These topics will be mentioned, but not covered in detail. If you have questions concerning these topics, please contact Student Employment Services -

10 Slide 10 Student Employment Website To access the Employer Handbook, navigate to the Student Employment website ( and click the Employer Handbook

11 Slide 11 Employer Handbook

12 Slide 12 1, 2, 3 of Hiring Students

13 Slide 13 Flowchart – New Hire to First Paycheck

14 Slide 14 Cutoff Dates & Processing Cycle Number of business days SES allows to verify and approve ISR documents is: Semi-monthly- 5 business days Weekly - 7 business days Two days added since legacy due to increased volume. In SAP, every student job is a new record. In legacy, a new budget line was added via ESAL to the existing record. Weekly paid staff normally work a minimum of 2 weeks until their first paycheck is issued. Weekly paid students work a minimum of 3 weeks until their first paycheck is issued. This is provided the ISR is accurate, meets cutoffs, and all related employment documents are submitted.

15 Slide 15 Weekly Cutoff Dates

16 Slide 16 Weekly Cutoff Dates - Hire to Pay The New Hire ISR should be initiated/approved quickly after the student is hired. Students 1st day of work should follow the completion of employment forms.

17 Slide 17 SAP Student Job Aids

18 Slide 18 Approver 1 - Verification Process Approver 1 must verify the following components. By failing to do so, you could overlook a mistake that would create a delay in the payroll process. Position Attributes = Student Attributes Employee Group/Sub Group (weekly/hourly vs. salary/semi) Status (i.e., Undergrad, Graduate, Fellowship, etc.) Wage vs. Fellowship (Non- Employee) Position Vacancy = OPEN Approver 2 = Pamela Arrington (or) Sharrie Patterson

19 Slide 19 Enrollment Status (Eligibility) Concurrent Employment (All jobs must match) Pay Frequency, Personal Data, Job Group, etc. Federal Work-Study (If Checked) Award Type, Amount, Dates, etc. Appointment and/or Non-Resident Criteria (If Applicable) I-9 status Position Vacancy & Position Attributes Approver 2 - Verification Process For Homewood students, Approver 2 is Student Employment Services… regardless of where the student works within the Hopkins community.

20 Slide 20 SAP Student Job Aids

21 Slide 21 SAP Student Job Aids This link on our website is a PowerPoint presentation that guides you through PPose so that you can view the positions in your org unit. Although the enhanced ISR New Hire form will verify the position for you, if you are not certain about the positions attributes, we recommend that you use PPose before you start the ISR.

22 Slide 22 SAP Student Job Aids

23 Slide 23 Common Mistakes Student Name reversed/misspelled Date of Birth does not match I-9 Nationality (Citizenship) left blank Visa Type does not match I-9 Ethnic Origin left blank Position is occupied (or) does not match the new hire attributes FWS indicator checked but FWS Authorization Form not sent to SES SSN incorrect Does not match I-9 (or) other Concurrent employment International student is in SAP with a temporary SSN Selecting < High School Diploma in the Highest Degree Field

24 Slide 24 SAP Student Job Aids

25 Slide 25 New Hire Checklist

26 Slide 26 SAP Student Job Aids

27 Slide 27 For answers to your questions, cutoff dates, and much more, please visit the Student Employment website … Conclusion

28 Slide 28 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.

29 Slide 29 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:

30 Slide 30 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!

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