1. Student Employment Workshop
Regular Student Employment Federal Work-Study
UO Work-Study

2. April 30th, May 1st & May 3rd, 2018 Presented by
Holly Cook, Student Payroll Specialist
Kaira Chandler, Financial Aid Program Specialist

3. Agenda Posting & Managing Student Jobs Employment Policy & Procedures
Student Eligibility
Hire/Rehire/Terminate
Corrections/Updates
HRIS Forms & Reports
FWS & TECHWK/UOWS Awards

4. Student Payroll Resources
Banner Guide – for departments
bg.uoregon.edu -> HRIS -> Student
Business Affairs – for employees
ba.uoregon.edu -> Payroll -> I’m an employee
Payroll Deadlines – paperwork, pay period and pay day
bg.uoregon.edu -> HRIS -> Payroll Calendar
Departments – Banner Guide definitive source for student payroll administration
Business Affairs – designed specifically for the employee
Payroll Updates
DuckWeb for Employees
Earnings statements
Direct deposit
Update addresses
Net pay calculator
General Info
Don’t wait to submit hire documents, especially fall term
Pay Periods vary by department and are defined
Pay day is ALWAYS the last BUSINESS day of the month

5. Student Employment Timeline
Position Description
Recruitment
Determine Eligibility
Hire
Updates & Changes
Adding a job
Termination
Terms/Conditions of employment
Students must complete paperwork in timely manner
I-9 complete within 3 days of starting work
Students must submit time sheet by department deadline
Failure to do above grounds for termination
Do NOT withhold pay
Contact Payroll ASAP with any issues

6. Duck Connect career.uoregon.edu -> Employer Resources
Departments have control over posting and updating job information
Meets federal requirements to have position description on file for Federal Work-Study jobs
Contact: Career Center
All students position descriptions must be entered in this system
The UO as an institution can loose the ability to use Work Study if a PD is not posted and WS is used to pay the student employee.

7. Employment Eligibility
Enrolled & actively seeking a high school or college/university degree
8 credits : Undergraduate (or semester equivalent)
5 credits : Graduate/Law students
High school students submit Statement of Enrollment (SOE) or class schedule. No transcripts.
Non-UO enrolled student employees must submit enrollment verification each term
From HR
Student employees are students first
Not covered: GEs (EXCEPT term past graduation) and scholarship stipend positions processed through Accounts Payable
Student workers must not displace regular classified employees
Student employment is subject to the UO Policy Statement 3.600, issued 3/1/85
Eligibility
Defines student status including acceptable educational institutions and enrollment level (more next slide)
Free terms
Terms past graduation
Classifications and Wage Rates
Position descriptions in DuckConnect
HR approval required for > $16/hour
Guidelines
Max hours – more later
Time sheets must be kept and turned in monthly.
Overtime > 40 hours per week
8 hours per day applies ONLY to Classified employees per SEIU contract
Information regarding breaks and meal periods
No paid vacation, no holiday pay
Are eligible to accrue sick leave (unless using Federal Work Study award) at 1 hour per 30 hours worked
1 Year record retention – applications and search notes
Injuries - accident reporting procedures are the same as for regular staff (Office of Risk Management)
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

8. Student Employment Policies and Procedures
hr.uoregon.edu -> Recruitment -> Hiring Faculty and Staff -> Hiring Students -> Policies and Procedures
Equal Opportunity Policy
Eligibility
Classification and Wage Rates
Payroll Guidelines
Hiring Procedures
On-the-job Injuries
Layoff, Termination and Grievances
From HR
Student employees are students first
Not covered: GEs (EXCEPT term past graduation) and scholarship stipend positions processed through Accounts Payable
Student workers must not displace regular classified employees
Student employment is subject to the UO Policy Statement 3.600, issued 3/1/85
Eligibility
Defines student status including acceptable educational institutions and enrollment level (more next slide)
Free terms
Terms past graduation
Classifications and Wage Rates
Position descriptions in DuckConnect
HR approval required for > $16/hour
Guidelines
Max hours – more later
Time sheets must be kept and turned in monthly.
Overtime > 40 hours per week
8 hours per day applies ONLY to Classified employees per SEIU contract
Information regarding breaks and meal periods
No paid vacation, no holiday pay
Are eligible to accrue sick leave (unless using Federal Work Study award) at 1 hour per 30 hours worked
1 Year record retention – applications and search notes
Injuries - accident reporting procedures are the same as for regular staff (Office of Risk Management)
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

9. Student Approvals
Payroll Approval - Free Term - One Term Past Graduation - One Term Prior to Enrollment Holly Cook – HR Approval - Wage > $16 per hour - Under Enrollment Jenna Rakes –
Students are allowed ONE free term per academic year, Fall, Winter, Spring and Summer. Summer being the most common term for a free term
A notification or Excel Spreadsheet for 5+ students “XX student would like to use their free term for XX term”
student must have been enrolled for minimum amount of credits previous term
Free term includes the break and student can work up until the first day of the new term
Payroll Approval Required – Submit by
One term past graduation, must be term directly after the graduating term OR the term that they are not enrolled. Ex, graduating spring but not enrolled spring = spring TPG
One term prior to enrollment
INTERNATIONAL Students are not given TPG unless they have previously applied and been granted OPT with the US Government.
May start work one week prior to classes w/o approval
Fall term they may start Sept 1st w/o approval IF they are an incoming freshman, transfer or new graduate student.
Any work prior to Sept 1st requires HR approval
HR Approval Required – Submit by
Pay or raise more than $16
Not eligible for free term/approval to work while under enrolled
For example, last classes required before graduation
Contact HR ASAP – approval not guaranteed (e.g., abuse of student worker privileges)
Request for GE must include the following (see HR Student Employment Policy, Section III.D, Loss of Student Status)
work to be performed
confirmation from the supervisor, graduate program director, or department head that no other graduate student is qualified, eligible, and willing to perform the work
pay rate.

10. Hours of Work
Maximum of 25 hours per week for U.S. Citizen Student employees
Maximum of 20 hours per week for International Student Employees based on terms of their visa
25 or 20 hours per week is the maximum total for all jobs across campus
Students first!
Hourly limits apply all student employment positions held simultaneously including GEs
Overtime is more than 40 hrs/wk
Track carefully if multiple jobs, especially summer
For example, student works 20 hours at one job and 22 at another, must pay 2 hours overtime
Summer hours
Limited to 25 hrs/week while class in session for any number of credits
For example, student worker enrolled for 4 credit classes during 1st 4-wk session
Limited to 25 hrs/wk June 20 – July 15
May work 40 hrs/wk beginning July 16
OT guaranteed due to condensed nature of summer classes
Contact HR and Payroll ASAP if student exceeds maximum hours per week

11. .49 GEs are NOT eligible for any additional student employment
GEs < .49 are limited by FTE throughout contract dates to 20 hours per week inclusive of their GE appointment
ex. .40 GE can only work 3 hours per week

12. Hire/Rehire New Hire Packet Rehire SEF W-4
I-9 and copies of supporting documents
Rehire
W-4 (if changes)
SEF
Yes, more than one “Purpose” check boxes may apply depending on situation – pick one or leave blank and put reason in the Remarks
If Minor, must have proof of age, e.g., Statement of Enrollment, driver license, ID card
Most school IDs do NOT have DOB
Check Delivery
Payroll pick up or direct deposit only
Department Use
Position: BUOSRG or BUOSNS
Suffix: number of jobs held. Ex: First job is 00, second job is 01
Home Org: enter if first job or only active job otherwise may leave blank, will be the same if your department is the only job.
Time Entry Org: this gives access to a time sheet in PHAHOUR. There are not umbrella orgs, you have to set up access to each specific org. You can have as many or just one Time Entry Org; one is easiest. FIS/HRIS profile is where a department coordinator and department head create access.
Effective Date: START date, not when paperwork is signed
End Date: use only when terminating a position with SEF
Hourly Rate: $10.75 as of January 1, Will be $11.25 as of January 1, 2019.
Labor Distribution: if using Activity Code and Index is left blank, all other codes must be entered – Fund, Org, and Pgm
Minimum needed: Index, Account Code & percentage
Department signatures
2 required for new hires and rehires
1 for termination or change to active job such as pay or labor distribution
I-9
Do not accept expired documents – check driver license, passport expiration dates
Must see original documents, copies/pictures are not valid
List of acceptable documents (primarily List A) updated when last revised
Annotated SSC NOT valid for I-9
May accept unsigned SSC
Rehire – check PWIVERI to verify I-9 dates, New I-9 required if employee has not worked in last year, and more than 3 years from original hire

13. Additional Documents for RA / NRA
Resident Aliens
Copy of Permanent Resident Alien Card
USCIS I-551 (aka Green card)
Non-Resident Aliens
UO-NRA
I-94 Departure Record
I-20 if F-1 visa
DS-2019 if J-1 visa & J-1 Attachment Letter (from Office of International Affairs) if J-1 visa
IRS 8233 & 8233 Attachment Letter if from a tax treaty country
SSA-7028 if providing social security card receipt

14. RA / NRA I-9 Documents Typically Presented
Resident Aliens
Permanent Resident Alien Card
USCIS I-551 (aka Green Card)
Non-Resident Aliens
Passport
I-94 Departure Record
I-20 if F-1 visa
DS-2019 if J-1 visa
Not for I-9 purpose, J-1 Attachment Letter from OIA is also required
RA: copy of PR card required per UO Payroll Policy, may present other documents for I-9 * but NOT annotated SSC *
NRA: We cannot require these documents for the I-9, but these are generally the only items a NRA will have that will satisfy the I-9
Foreign passport, NOT US Visa
If passport expired, must have an extension stamp or document – make a copy!

15. Additional Documents for NRA hire
If employee is new, they will also need:
UO-NRA (required beginning of every calendar year for tax treaty country)
SSA-7028
If submitting copy of social security card receipt
IRS Form 8233 & 8233 Attachment Letter (also required beginning of every calendar year for tax treaty country)
Forms from Office of International Affairs
F-1 Social Security Verification Form
International.uoreogn.edu -> International Student & Scholar Services -> Current Students -> F-1 Employment Options -> Social Security Number
J-1 Social Security Verification Form
International.uoreogn.edu -> International Student & Scholar Services -> Current Students -> J-1 Employment Options -> J-1 Social Security Number
J-1 Student Work Authorization Form
International.uoreogn.edu -> International Student & Scholar Services -> Current Students -> J-1 Employment Options -> On-Campus Employment
SEF
Always include Identification info – name and UO ID
Only enter info that needs to be changed
Helpful to add a remark to clarify
Student Roster or Excel Spreadsheet
Best for mass updates – wage, index, or terminations

16. Updates & Changes Submit with a SEF
Status change (BUOSRG/BUOSNS)
Pay Rate
Labor Distribution
Termination (no pay owed)
Submit an EPAF via NOAEPAF in Banner
Submit Spreadsheet or Roster
For multiple students with the same update
Must be signed by department
SEF
Always include Identification info – name and UO ID
Only enter info that needs to be changed
Helpful to add a remark to clarify
Student Roster or Excel Spreadsheet
Best for mass updates – wage, index, or terminations

17. Students should make the following updates:
DuckWeb
Address
Direct Deposit
Submit document to Payroll
Name Change
W-4 update
SSN

18. HRIS Forms Bg.uoregon.edu -> HRIS -> Forms Hire Packet
All forms in hire packet are also available individually
Earnings Request form (ERF)
One time payment during time entry window
Manuel Check Request (MCR)
Missed time entry, termination, First pay check
Payroll Accounting Adjustment (PAA)
Redistribution of past pay
Banner Forms
Listed with descriptions
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
Dean, Director or Department Head signature if adjustment from prior, closed quarter

19. Banner Forms To Hire/Rehire Prior to Time Entry Reports Time Entry
PWIVERI – Employee and Job Verification form
RSACWSE – Work-Study Query Form
SQASMRY – verify enrollment/credit hours by term
Prior to Time Entry Reports
PWIPAYR
Student Roster
Student Employee Credit Hours
Work-Study
Time Entry
PHAHOUR
Run monthly reports!
RSACWSE to verify only
Verify credit hours
SQASMRY, Student Summary Query form
SFAREGQ, Registration Query Form

20. Federal Work-Study & UO Work-Study
Award is the total dollar amount
25/75 split
25% of award paid by department plus OPE
75% of award paid by work-study
Job descriptions must be in Duck Connect
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.

21. FWS/UOWS Awards Enrollment: 1 credit RSACWSE
Awarded by term
Fund description and amount paid
Free term and Term Past Graduation cannot be paid with work-study awards
Enrollment =1 credit. 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)
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 after payday, so always a few weeks lag time.
Summer is stand alone award and term

22. 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 (PHAHOUR)
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 1 credit 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.

23. FWS Codes Index will change July 1st of every year FWS
Earn Codes: RWS, RW1 and RW2
First digit of each program code MUST match
Fiscal Year 18/19
22419A
0CWSP
22419B
1CWSP
22419C
2CWSP
22419D
3CWSP
22419E
4CWSP
22419F
5CWSP
22419G
6CWSP
22419H
7CWSP
Run monthly reports!
RSACWSE to verify only
Verify credit hours
SQASMRY, Student Summary Query form
SFAREGQ, Registration Query Form

24. UOWS Codes Index should not change UOWS Earn Codes: RS3, RS4 and RS5
First digit of each program code MUST match
PFIWS0
0CWSP
PFIWS1
1UOWSP
PFIWS2
2UOWSP
PFIWS3
3UOWSP
PFIWS4
4UOWSP
PFIWS5
5UOWSP
PFIWS6
6UOWSP
PFIWS9
9UOWSP

25. Monthly Reconciliation
PWIPAYR
Work-Study
Work-Study Error Report
Awards CAN and DO Change
Avoid misuse of federal funds
PHAHOUR
Account code linked to earn code
When correcting index, must also correct account code
Enrollment =1 credit. 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)
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 after payday, so always a few weeks lag time.
Summer is stand alone award and term

26. Students may be employed by more than one department
Departments must coordinate hours worked
Less than 25 hours per week
Avoid overpay of FWS/UOWS award
Errors not corrected by Department will be corrected by FAO or Payroll
Pay may be moved to the corresponding
Avoid by reconciling monthly
PHAREDS
Electronically redistribute past pay

27. Payroll Redistributions
Payroll accounting adjustments limited to open quarter
January, February & March by May 4th, 2018
April, May & June by July 9th, 2018
July, August & September by November 6th, 2018
October, November & December by February 6th, 2018
Use a Payroll Accounting Adjustment form (PAA) or the Banner form PHAREDS
Submit PAA to Payroll for prior quarter adjustment with Dean, Director or Department Head signature
PHAREDS Class in MyTrack
Taught by Keri Bartow,
Deadlines
bg.uoregon.edu -> HRIS -> Payroll Calendar

28. Contacts Holly Cook 346-1107 hcook@uoregon.edu Kaira Chandler 346-1171
Kyna Burgett
Jenna Rakes

29. Thank you for coming!
Questions?
Feedback…