Student Employment Services

2015-2016 Employer Information

Topics Covered Meaningful Employment Hiring Student Employees (Hourly & Work-Study) SERP Work-Study Tips Employer Guidelines JobX

Note: Most slides have additional notes added for clarity

MEANINGFUL EMPLOYMENT

MEANINGFUL EMPLOYMENT Help us increase the quality of work-study employment

opportunities by ensuring each work-study position is comprised of these 6 components:

StructureTransferrable SkillsRichness of RoleTrainingMentorshipEvaluation/Feedback

Employment is a highly researched and enhanced college experience linked to student success. Thank you for your efforts!

HIRING STUDENT EMPLOYEES

ELIGIBILITY FOR STUDENT EMPLOYMENT Student Employees must be:

Admitted to degree-seeking program at CSU (Fort Collins) Taking courses at CSU without admission is not degree-seeking

Registered by Census each Semester

Student Hourly Eligibility At least 1 credit, Continuous Registration, or Planned Undergraduate

Leave

Work-Study Eligibility Undergraduate – At least 6 Credits Graduate – At least 5 Credits

Summer No enrollment required – However, must have intent to enroll fall, or

be a new admit for fall.

Required Hiring Forms must be submitted to

Student Employment Services

1. Form I-9 Check I-9 Status on Employment

Tab of People Screen If “Yes,” no form required

2. Affirmation of Legal Work Status Form With copies of original documents.

3. SSA-1945 (SERP)

4. Helpful Resources:1. I-9 Central (USCIS Website)

2. I-9 Handbook (USCIS Website)

BACKGROUND CHECKS Mandatory for student employees.

• A criminal history background check – Mandatory for:I. All new hires

II. Continuing student employee moving into a position with sensitive condition

• Motor vehicle check – Mandatory for: I. is responsible for operating a University owned or controlled vehicle;

II. requires driving of children, patients, students, clients or others in a private vehicle;

or

III. requires renting a vehicle on a regular or routine basis to conduct University business.

If there is a 12 month (or greater) break in service and student is returning to a position that meets the sensitive condition criteria (see notes below).

http://www.hrs.colostate.edu/background-checks/background-checks.html

SERP

What is SERP? The Student Employee Retirement Plan is a state-mandated

retirement plan requiring contributions from gross pay by all “eligible” student employees in lieu of traditional Social Security contributions.

What is Social Security? Social Security is a federally mandated supplemental retirement

system in the US

CSU is NOT a Social Security Employer Important: If CSU did not have SERP, a student would

have to pay into Social Security.

Is participation in SERP mandatory? Yes, unless certain conditions are met

What conditions must be met to be exempt? Summer

• Undergraduate & Graduate Students – must be officially admitted as a degree-seeking student at CSU (Fort Collins) and enrolled at least half-time (defined as 3 credits) for a summer term running concurrently with your work schedule.

Fall & Spring• Undergraduate Students – officially admitted as a degree-seeking

student and enrolled at least half-time (6 credits) • Graduate Students – officially admitted as a degree-seeking student

and enrolled at least half-time (5 credits)

A retirement savings account will be established in the student’s name at TIAA/CREF for all SERP contributions.

When will a student have access to the money contributed to SERP?

• SERP allows for a refund of contributions and any interest upon termination of employment AND departure from the University as a student.

• Warning: If funds are withdrawn, those funds will likely be taxed as ordinary income in the year it is withdrawn and may also be subject to an additional 10% early withdrawal penalty.

Train Students on SERP Explain SERP when they fill out the SSA-1945

Make sure name and social security number are legible We may send back if we cannot identify the student

Provide students the website about SERP:• http://

ses.colostate.edu/student-employee-retirement-plan-serp

Utilize the “SERP – Medicare Info Slides”• http://ses.colostate.edu/employment-guidelines

Assignments Terminated/Suspended Assignments are systematically terminated for:

• All Graduating Students 4-6 weeks after commencement • No pay activity for at least 12 months

Assignments are systematically suspended for:• Zero Credits at Census• Non-degree-seeking at Census• No pay activity for 4 months

To request termination reactivation, send Email to StudentEmployment@colostate.edu with:

• Effective Date• Assignment Number• Requested Change

You may reactivate Suspended assignments yourself, or email Student Employment if any issues.

WORK-STUDY TIPS

New for 2015-2016 • Freshman

• Must review Work-Study Terms and accept work-study award on RAMweb before award is “active.”

• Accepted – Work-Study in Oracle to pay wages• Not Accepted – Work-Study award not in Oracle; dept billed 100% TEW

• Continuing Students • Work-Study award continues to be accepted

automatically and immediately available in Oracle

Work-Study Awards

Confirm Work-Study Award each academic year. Work-Study assignments stay active from year to year, so be sure to

verify student’s award each year. Obtain verification from student prior to beginning work.

• Students can send email or print work-study award confirmation from RAMweb (Remember: Freshman must accept award 1st)

• You may also Verify in JobX, if accepting applications via JobX. Monitor award status on work-study earnings report. Student Employment will notify the Department

Employment Coordinator, if award changes

Work-Study Awards

Work-Study EarningsBreakdown of Wages Employers pay 30% of

wages:• $900 per year on $3,000

Work-Study Award

Work-Study covers the remaining 70%:• $2,100 per year on $3,000

Work-Study Award

Fifty Percent Rule Only 50% of a student’s

Work-Study Award can be earned during the fall semester.

• Any earnings over this 50% will be billed to your Department as Time Entry Wages (TEW).

Transferring Work-Study Assignments

Important: Avoid changing Work-Study assignment to Hourly or Hourly to Work-Study

Hiring department initiates transfer in Oracle• Previous department approves request• Refer to important dates for beginning of semester• Best if effective date is first day of pay period

WORK-STUDY REPORTS Work-Study Earnings by Department

• Should run this report every pay period• Displays students’ award amounts and amounts earned• Changes to Work-Study awards reflected on this report

Expense Distribution Report• Should run this report every pay period• Watch for email from Payroll• Confirms pay for your student employees• Confirms what is billed to your Department account

EMPLOYER GUIDELINES Please see our website for

Employer Guidelines and links to important forms

JOBX

JobX – A Total SolutionJobX helps schools automate the job posting, hiring, and reporting process for students, employers, and administrators.

Job Posting Control Customized employment applications Work-Study award & class schedule Email tools for communicating with students COMING SOON! – streamlined hiring to Oracle

HOW TO USE JOBX

PLEASE REFER TO USER GUIDE ON OUR WEBSITE

ses.colostate.edu

JobX – At this time, once the student employee is hired through JobX, enter the assignment into Oracle.

This process will eventually be updated and streamlined so JobX hires go directly into Oracle.

JobX User GuideAvailable on ses.colostate.edu

If you will be employing Work-Study students in 2015-2016, please sign and return these documents to Student Employment Services:

Memo of Understanding Compliance Review

Oracle Training and Assistance

Contact HR IS Oracle Help Desk by email at: hr_is@mail.colostate.edu

Training opportunities will be emailed out to the HR system user listserv when classes are available

Hourly Payroll

Questions can be directed to:

Yodit Lulseged

Yodit.Lulseged@colostate.edu

970.491.4969

Frank H. Martinez

Karri White

Jillian Zucosky

Phone – 970.491.5714 Fax – 970.491.1975 1065 Campus Delivery Email – StudentEmployment@colostate.edu Web: ses.colostate.edu

QUESTIONS?

THANK YOU FOR YOUR HARD WORK WITH STUDENT EMPLOYEES!