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

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

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

4. Student Jobs System (SJS)
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
All departments that hire work-study students must have the position descriptions in this system

5. 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

6. 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

7. Student Job Fair Friday, September 21, 2007
Now for ANY student job, not just Work-Study
Announcement ed 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?

8. Student Employment Policy and Procedures
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

9. Student Payroll http://bg/hris/student/stupro.htm Student types
Eligibility
HR Approval: Chris Lonigan,
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

10. 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
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

11. 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

12. 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

13. 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

14. 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

15. 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)

16. 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.

17. 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

18. 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.

19. 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.

20. 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

21. 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

22. Resources Banner Guide http://bg/hris/hrisguid.htm
Payroll Office
Jen Sowins
Kyna Burgett
Pat Ferris

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