Student Employment at the University of Oregon Regular Student Employment Federal Work-Study UO Work-Study

May 14 and 15, 2007 Presented by Kyna Burgett, Work-Study Coordinator Jen Sowins, Student Payroll Specialist

Agenda Posting & managing student jobs Employment Policy & Procedures Student Eligibility Hire/Rehire/Terminate Corrections/Updates HRIS Forms & Reports FWS/UOSWP awards

Student Jobs System (SJS) http://tembo.uoregon.edu/employers/ Departments have control over posting and updating job information Meets federal requirement to have position descriptions on file for Federal Work-Study jobs Contact: Pat Ferris, Career Center 346-3214 jobs@uoregon.edu All departments that hire work-study students must have the position descriptions in this system

SJS Departmental Management Page Open jobs are listed under Taking Applications Closed jobs are listed under Not Taking Applications Regardless of number of open or filled positions

SJS Edit Job Job status information: Please regularly update Open Positions, Filled Positions, and Taking/Not taking applications Automatic posting information: Erase Posting start date and Posting end date when position closes Need open and filled positions updated for recording keeping purposes Data compared with pay records in Data Warehouse Taking applications = job open Not Taking application = job closed Posting Dates Caution Also when a position closes, good idea to type a note that positions has been filled in caps into “How to apply” field At this time, students may query closed jobs to see what kinds of jobs are available However this means you may be contacted regarding a job that is filled Discussions are ongoing to eliminate this feature

Student Job Fair Friday, September 21, 2007 Now for ANY student job, not just Work-Study Announcement emailed to all OAs, Deans and Directors in August Follow-up announcement mid-September Post your jobs Sign up for a table Hire a student! Include announcement in PayNews?

Student Employment Policy and Procedures http://hr.uoregon.edu/recruit/studentpolicy.html Equal Opportunity Policy Eligibility Classifications and Wage Rates Payroll Guidelines On-the-job Injuries Layoff, Termination, Grievances EOP In the implementation of the university's student employment policy, no student shall be discriminated against on the basis of race, color, religion, gender, age, disability, national origin, marital or veteran status, sexual orientation, or any other extraneous considerations not directly and substantially related to effective performance (UO Policy Statement 3.600, issued 3/1/85). Student workers must not displace regular classified employees Eligibility: must be enrolled, department’s responsibility to verify student’s eligibility EACH TERM. Updated Classifications and Wage Rates Guidelines Hourly limits apply all student employment positions held simultaneously including GTFs 20 hour limit while enrolled in classes Example: .40 GTF can only work about 3, 3.5 hours per week in a student job May work full time during term breaks or if on leave from classes (free term) Only one free term per year Must pay overtime if more than 40 hours/week Information regarding breaks and meal periods No paid leave, no holiday pay 1 Year record retention – applications and search notes Injuries If a student employee is injured on the job, the accident reporting procedures are the same as for regular staff. The employing department must immediately send a completed Supervisors Accident Investigation Report (SAIR) and State Accident Insurance Form 801 to the Office of Environmental Health and Safety. Layoff - reasonable notice in writing Termination - encouraged to provide opportunity to correct deficiencies; no written notification required, but strongly recommended Grievances – relevant university grievance procedure, contact HR, Office of Student Advocacy, or Office of Affirmative Action

Student Payroll http://bg/hris/student/stupro.htm Student types Eligibility HR Approval: Chris Lonigan, clonigan@hr.uoregon.edu Free Term Payroll Deadlines Types – Regular, Federal Work-study, UO Work-study, Non-system Verify financial aid on RSACWSE more than once Eligibility Must be an enrolled student taking classes, high school or college/university Non-system must show proof of enrollment – see “Non-System Students” under Life Cycle Copy of class schedule preferred For each quarter or semester High school home school students may also submit a Statement of Enrollment for High School Students (SOE) Minimum credit hours Undergrad 8 Grad 6 Grad dissertation/thesis/project 3 GTF appointment less than .49 HR approval required Start work prior to classes One term past graduation Not eligible for free term Pay or raise more than $14 Free term Enrolled minimum credits prior term Deadlines Pay day is ALWAYS the last BUSINESS day of the month Failure to submit time sheet by deadline is grounds for termination

Student Hire/Rehire Position description and wage New hire SEF, W-4, I-9 & supporting documents, copy of Social Security card or receipt Rehire and Add a Job SEF, W-4 (if changes) Termination SEF or MCR (only one required) See Student Hiring Helpful Hints MUST provide copy SS card or receipt SEF Check Delivery Pick up at Dept: only write dept. name if you distribute student checks otherwise BLANK Employee Information Home Org: enter if first job or only active job otherwise BLANK Check Org: same as home org if DD, payroll p/u 431142 Job Information Effective Date: START date, not when paperwork is signed End Date: If entered, use 1st rather than last to ensure access to timesheet in PHAHOUR For example, a student’s last day is October 31st, but end date needs to be November 1st because pay period is mid-month to mid-month and hours for 2nd half of October are actually recorded on the November timesheet. Hourly Rate: $7.50 as of January 1, 2006 Labor Distribution: if using Activity Code and Index is left blank, all other codes must be entered – Fund, Org, and Pgm Signatures 2 required for new hires and rehires 1 for termination or change to active job such as pay or labor distribution Rehire – check PWIVERI Termination Employee terminates with 48 hours prior notice, pay due iimmediately upon termination Employee terminates without notice, pay due wwithin five working days of termination Employee is discharged, pay due iimmediately upon termination

Additional Documents Required Resident Aliens Copy of Permanent Resident Alien Card, USCIS I-551 (i.e., Green card, Permanent Resident Card, Alien Registration Receipt Card) Non-Resident Aliens CO-NRA I-94 Departure record I-20 if F-1 visa DS-2019 and J-1 Attachment Letter (from OIP) if J-1 visa IRS 8233 and 8233 Attachment Letter if tax treaty country SSA-7028 SSA-7028 required if first time applying for SSC CONRA, 8233, and SSA-7028 in International Student Hire Packet 8233 Attachment letter separate because country specific

Making Changes to a Student’s Employee Record Submit SEF Status Change (Student/Non-System) Pay Rate Labor Distribution Termination Similar Changes for Multiple Students Submit student roster (PWIPAYR) or spreadsheet Student initiated SSN - Direct Deposit Name - W-4 Address SEF Always include Identification info – name and UO ID Only enter info that needs to be changed Helpful to add a remark to clarify Not needed to terminate if MCR submitted Student Roster Best for mass updates – wage, index, or terminations All forms available at Payroll Copy of new SS card need for number or legal name change Addresses can also be changed on DuckWeb

HRIS Forms http://bg.uoregon.edu/hris/forms/forms.htm Hire Packet Daily Time Record Earnings Request Form (ERF) Manual Check Request (MCR) Payroll Accounting Adjustment (PAA) Banner Forms Daily Time Record feel free to modify for departmental use ERF One-time pay event Late paperwork If time entry window missed, contact me ASAP in attempt to avoid preparing MCR MCR – costly! Missed time entry Termination 1st paycheck - must be paid within 35 days PAA – PHAREDS training available to do it yourself Change index/account

Banner Forms To Hire/Rehire PWIVERI – Employee and Job Verification form RSACWSE – Work-Study Query Form SQASMRY or SFAREGQ – verify credit hours Time Entry PWIPAYR check student roster verify credit hours Work-study PHAHOUR RSACWSE to verify only, PWIEMPL is a more reliable source for expenses Verify credit hours SQASMRY, Student Summary Query form SFAREGQ, Registration Query Form

Federal Work-Study UO Work-Study 25/75 split 25% of wage paid by department plus OPE 75% of wage paid by award Job descriptions must be in SJS Enrollment: at least ½ time Job descriptions: must be on file with department Hiring Procedures: same as regular student except labor distribution The sooner a student starts earning FWS/UOSWP, the sooner s/he will run out. Enrollment =1/2 time. Periodically ask student about enrollment/attendance. Student must not work during regularly scheduled class time. FWS/UOSWP funds terminate immediately upon loss of student status (documented in SEPP)

FWS/UOWS Awards RSACWSE First page: Second page (click Next Block): Award by term Fund description and amount paid Second page (click Next Block): ACC vs. PEND vs. DECL Verification Holds Tracking Req. Comp. Satisfactory Academic Progress Use cntrl=page down or click next block, do NOT just put cursor in form, it will NOT re-query w/out c+pd or nb Even though the award is broken out by term, a student may earn the FWS/UOSWP award at any time during the year as long as the student is continually enrolled for all terms of the award. Amount paid: updated at end of each month, so always a few weeks lag time. Be sure to look at page 2: control page + page down or click on Next Block If award does not show on first page, may be on second page as PEND or DECL. Pend = pending: needs to accept award. DECL = declined=not available. Verification: if not selected do not need to worry about verification comp. If selected: Verification Comp: must be Y before pay FWS/UOSWP. Holds: If Y then FA has rec’d info that may impact student’s FWS/UOSWP eligibility. Cannot pay FWS/UOSWP funds until hold is cleared. Tracking Req must be Y before pay FWS/UOSWP. These are documents or actions required of the student. SAP: must be S, W, P to pay FWS/UOSWP. H = hold.

FWS/UOWS Codes Index Changing July 1, 2007 FWS UOWS Earn codes: RWS, RW1, RW2 Index: TBA Account: 10503 UOWS Earn codes: RS3, RS4, RS5 Account: 10504

FWS/UOWS during breaks Not available Summer to Fall break Spring to Summer break Only available for FWS Must use remaining spring award Must have been awarded summer FWS July payroll Shift 1 for all July hours, new FWS index Shift 2 for all June hours, old FWS index Can earn FWS/UOSWP during breaks (except Summer to Fall) if have award for each term and are enrolled at least half-time for each term. Spring/Summer break: Must have been awarded summer FWS: check RSACWSE Only during break, cannot use remaining spring award beyond first day of summer term. July payroll: fiscal year and award year change. Must be able to track both. Fall pay from FWS/UOSWP may begin the Monday before classes begin.

Monthly Reconciliation PWIPAYR Work-Study Work-Study Error Report Awards CAN and DO change Avoid misuse of federal funds Earn codes Account codes linked When correct index, must also correct account code FWS/UOSWP awards can and do change. Students eligibility may be reduced due to an outside resources being reported. Students can also request to cancel work-study and increase loans.

Monthly reconciliation: Students may be employed by more than one department Departments must coordinate hours worked Less than 20 hours per week Avoid overpay of FWS/UOWS award Errors not corrected by Department may be corrected by FAO or Payroll

Year-End Reconciliation Errors not corrected by the department in a timely manner will be corrected by FAO Pay may be moved to the corresponding department index at 100% Avoid this by reconciling monthly

Resources Banner Guide http://bg/hris/hrisguid.htm Payroll Office 346-3151 Jen Sowins 346-1108 jenni@uoregon.edu Kyna Burgett 346-1173 kmbacon@uoregon.edu Pat Ferris 346-3214 jobs@uoregon.edu

Thanks for coming! Questions? Feedback…. If attendees have feedback they would like to share, please feel free to contact any of the presenters.