A Student Employment Training for Campus Supervisors Success is Central A Student Employment Training for Campus Supervisors 9/17/2018

Training Objectives To provide all supervisors with Student Employment Policies and Procedures To provide information on the process to obtain student workers To define the process for students to secure campus employment To clarify the roles of units associated with managing Student Employment To define the role of the supervisor and the KEY mission of EPAF and Timesheet completion 9/17/2018

STUDENT EMPLOYMENT Part-time job opportunities for students that are temporary in nature and funded through a variety of sources, including: Federal Work Study (FWS) Grants Institutional funds (E&G) 9/17/2018

Supervisor Develop Job Descriptions Select Student Employees Ensure Compliance with Policies & Procedures Ensure Timesheet Accuracy & Integrity Approve Timesheets within Timely Manner Supervise/Manage Student Employees 9/17/2018

Locating Student Employees Participate in the Student Employment Job Fair: On Campus Student Employment Fair Tuesday, August 22, 2017 & Wednesday, August 23,2017 11:00AM-1:00 PM, and 4:00PM-5:00PM University Center *Please have a knowledgeable representative from your department attend both job fair sessions. To request a table please contact: ablake@centralstate.edu 9/17/2018

Student Employment Policies Success is Central Student Employment Policies 9/17/2018

Student Employment Policies Supervisors CANNOT allow student employees to work until the student can see their timesheets on MyCSU! 9/17/2018

Student Employment Policies Students can only work a maximum of 20 hours per week A work week begins Sunday 12:01a.m.- Saturday 11:59p.m. Students cannot work during their scheduled class hours Institutional Student Workers must be enrolled in at least 12 credits According to Federal regulations, students with FWS must be enrolled in at least 6 credits International Students are not eligible for FWS Post Secondary Students (PSEOP) and Minors are not eligible for FWS Student who aren’t properly enrolled must be terminated immediately 9/17/2018

Student Employment Policies No overtime No Comp-time Must report actual hours worked Must be paid at least minimum wage 9/17/2018

Student Employment Policies Students MUST have direct deposit. No checks will be issued by payroll TMS card Able to be obtained through Cash Management NO EXCEPTIONS! 9/17/2018

Congrats, you selected a student! Student Employment TWO PARTS to make a student an employee: 1. Document collection 2. EPAF (Employee Personnel Action Form) Congrats, you selected a student! 9/17/2018

Student Employment: Document Collection 1. OPERS The following forms need to be completed by students with supervisor guidance: 1. OPERS 2. I-9 Form 3. Buckley Amendment 9/17/2018

EPAF (Employee Personnel Action Form) Electronic Hiring 9/17/2018

Starting the EPAF: Step 1 Supervisors must go to MyCSU and log in. 9/17/2018

Starting the EPAF: Step 2 On the Welcome page, click on Employee tab 9/17/2018

Starting the EPAF: Step 3 Then, click on Employees’ Information link 9/17/2018

Starting the EPAF: Step 4 Click the fourth option “Electronic Personnel Action Forms” If you do not see this option, please contact Andrea Blake 9/17/2018

Approved Start Dates (See notes below before proceeding to the next slide) ST01 12/18/16 ST02 1/01/17 ST03 01/15/17 ST04 01/29/17 ST05 02/12/17 ST06 02/26/17 ST07 03/12/17 ST08 03/26/17 ST09 04/09/17 ST10 04/23/17 ST11 05/07/17 ST12 05/21/17 ST13 06/04/17 ST14 06/18/17 ST15 07/02/17 ST16 07/16/17 ST17 07/30/17 ST18 08/13/17 ST19 08/27/17 ST20 09/10/17 ST21 09/24/17 ST22 10/08/17 ST23 10/22/17 ST24 11/05/17 ST25 11/19/17 ST26 12/03/17 *Basically the start day HAS to be the start of a pay period – see schedule 9/17/2018

Starting the EPAF: Step 5 On the Electronic Personnel Action Form page, click “New EPAF” 9/17/2018

Starting the EPAF: Step 6 Enter Student ID number from completed packet. To search for their ID number, you can click on the magnifying glass icon to the right of the ID field. 9/17/2018

Starting the EPAF: Step 7 Enter your query date in MM/DD/YYYY format (Use next available Start Date) This date has to be the start of one of the pay periods . 9/17/2018

Starting the EPAF: Step 8 Use drop down menu of Approval Category to select “New Employee – Electronic Personnel Form, NEWHIR” Click “Go” to advance to next page. 9/17/2018

Starting the EPAF: Step 9 On the New EPAF Job Selection page, enter a position number for your Student Employee. Your student must provide you with their FWS award letter to verify their FWS status. Position 000631 Suffix 00 will be used for Federal Work- Study students ONLY. Position 000700 Suffix 00 will be used for students who are being paid from your Department Funds or Grant ONLY. 9/17/2018

Filling Out the EPAF: Cont. Step 9 Click “Go” to advance to next page. 9/17/2018

Filling Out the EPAF: Step 10 To enter student information on the Electronic Personnel Action Form page: Enter Current Hire Date. *Again, must be start of pay period 9/17/2018

Filling Out the EPAF: Step 11 Enter Home Organization number. This is your department number. This step cannot be skipped! If you do not know your department number, please check with your department. 9/17/2018

Filling Out the EPAF: Step 12 Enter Distribution Organization. Always use 9776. Select your District Code from the drop down menu. Please do not skip this step. 9/17/2018

Filling Out the EPAF: Step 13 Enter I9 Date. Most likely, this will be the same date that you are completing the EPAF. Your Student Employee should fill out the I9 form at the same time you are entering the EPAF. I9 Form indicator MUST say “Received”. 9/17/2018

Filling Out the EPAF: Step 14 Enter Job Begin Date. Format your date as MM/DD/YYYY. Your Job Begin Date should be the same as your Query Date and Current Hire Date unless you are hiring a student that has held a previous Work-Study job (In that case you will leave the field blank; the system will pre-fill the information). 9/17/2018

Filling Out the EPAF: Step 15 Enter Job Effective Date. The date should be the same as the Query Date and the Current Hire Date. Enter Regular Rate. Student pay ranges from $8 to $12. The rate of pay is at the Supervisor’s discretion. 9/17/2018

Filling Out the EPAF: Step 16 Enter Assign Salary. To figure the salary, multiply the rate of pay times 40 hours. Enter Annual Salary. To figure the annual salary, multiply the assigned salary times 26 pays. 9/17/2018

Filling Out the EPAF: Step 17 Enter Pays and Factor. Always use 26. Enter Timesheet Orgn (Organization). This should match your Home Organization number. 9/17/2018

Filling Out the EPAF: Step 18 Enter Supervisor ID from your Marauder Card. 9/17/2018

Filling Out the EPAF: Step 19 The section following the Supervisor ID is the Labor Distribution section. This is how you tell Banner what fund and organization to pull funds from. The breakdown for FWS and Department/Grant is below: FWS will change yearly Fund 8042(for the 1718), Organization 8042 Account 61500. The program number is defaulted and cannot be changed. Department will always be Fund 0000, Organization (Your Dept. #), Account 61600. Grants will be the grant number you are working under and usually grants begin with 8 or 9. Example: Fund 9236, Organization 9236, Account 61600. 9/17/2018

Filling Out the EPAF: Step 20 The next section determines Pay Codes. Student Employment only has one earn code: REG. Follow the steps outlined below to complete the section. Effective Date. Again start of pay period. Earnings. Use the drop down menu and select “REG, Regular Pay”. 9/17/2018

Filling Out the EPAF: Step 21 The final step routes the EPAF for approval. Enter the following “User Names” in the following order: 10 – (FINAID) Financial Aid (Approval Level) ABLAKE (User Name) APPROVE (Required Action) 10 – (Grants) (Approval Level) TCASTONGUAY (User Name) APPROVE (Required Action) 90 – (HR) Human Resources (Approval Level) ABLAKE (User Name) APPLY (Required Action) 9/17/2018

Filling Out the EPAF: Step 22 Scroll to the very bottom of the EPAF page and click “Save”. 9/17/2018

Filling Out the EPAF: Step 23 A new page appears, check for any errors, if none, click Submit on top of page 9/17/2018

Filling Out the EPAF: Step 24 You can check the status of your EPAF If Pending, that is GOOD If Waiting, that is a sign you need to make adjustments. 9/17/2018

And they lived happily ever after… Student Employment: Administrative Management How to manage the administration of having an employee: Collect class schedule Maintain timesheets Keep track of hours worked And they lived happily ever after… 9/17/2018

Student Employment: Getting Paid Students must complete online timesheets by deadlines! Supervisors must approve timesheets by deadlines! If this is not done, students will NOT get paid on time! 9/17/2018

Student Timesheet Information 9/17/2018

Approving Student Timesheet: Step 1 Log in to MyCSU and click on the Employee tab 9/17/2018

Approving Student Timesheets: Step 2 Click on Employees’ Information link Click on Time Sheet link 9/17/2018

Approving Student Timesheets: Step 3 Select Approve or Acknowledge Time (from the options listed) and click the Select button. 9/17/2018

Approving Student Timesheets: Step 4 Select the Correct Pay Period from the drop down menu and click on Select button. 9/17/2018

Approving Student Timesheets: Step 5 You will see a list of students. Click on each student’s name, one at a time. You will have a full view of the student’s time card and see each day a student logged time. 9/17/2018

Approving Student Timesheets: Step 6 Review hours and make any corrections (if needed). When finished reviewing, click on Approve on each individual student. 9/17/2018

This is a sample time sheet Record Keeping This is a sample time sheet 9/17/2018

Record Keeping: Class Schedule Students cannot work during class time, so keep a copy of their schedule. 9/17/2018

Student Timesheet Access: Step 1 Log on to MyCSU. Click on Handle Your Business link. 9/17/2018

Student Timesheet Access: Step 2 On the Student page, click on Employee tab 9/17/2018

Student Timesheet Access: Step 3 Then, click on Time Sheet 9/17/2018

Student Timesheet Access: Step 4 On the Time Sheet Selection page, select the time period from the dropdown menu. Then click on the Time Sheet button. 9/17/2018

Student Timesheet Access: Step 5 Click on the Enter Hours link for each day that you want to enter hours for. Click on Next or Previous to navigate through the dates within the pay period. 9/17/2018

Student Timesheet Access: Step 6 When done entering hours, click on Submit for Approval button. 9/17/2018

QUESTIONS? 9/17/2018