Student EmploymentSheila Anderson

Kelley GuldenpfennigDorene Spotts

3/26/14

Will Cover

Hiring student workers On-boarding student employees Banner ePAF - Electronic submission of

student personnel actions Students web time entry Questions

Hiring Student Workers

Definition: Student worker – UT students currently attending classes at UT and

work part-time on campus FWS or CWS – students are eligible to work part-time up to 20 hrs per

week & paid minimum wage from a fed grant admin by Financial Aid. Where do I find info on hiring student workers?

Working on MC - http://www.utoledo.edu/success/career/studentemployment/student_employment.html

Working on HSC - http://www.utoledo.edu/success/career/studentemploymentHSC.html

Hiring Student Workers

Hiring Dept should find out; If student is currently working on-campus – if so where? Has student ever worked on-campus / received payment via

UT’s payroll? Is student currently enrolled in classes – if so number of credit

hours? Is student in good academic standing? See policy #3364-71-01 Has student been awarded work study by Fin Aid Office? Does student have their work study contract yet? Is student a GA through Grad School?

• If yes – need approval from Grad School to work both pos

What is their anticipated grad date?

On-Boarding Student Employees

Required Forms - complete list found on website PIF – all 4 pages – add Rocket ID # in upper right corner of first page I-9 – need pages 7, 8, 9 and a copy of ID attached

• International Students – form must be completed by International Student Services Fraud Alert – signature page only State Tax Form OPERS Exemption Certificate – student completes top portion only; payroll

completes bottom portion Work Study Contract (if applicable) Hiring dept attaches forms to a copy of ePAF & sends to Student

Empl Office MS112; SU 1533 Student completes on-line (after 1st pay has been issued)

Federal W-4 tax form Direct Deposit

Classifications S1 – 61308

Taking classes in same semester - work up to 20 hrs/week fall & spring & up to 30 hrs/week breaks & summer - Exempt from OPERS

S2 – 61308 Work study appointments – contract from Fin Aid - Work up to 20 hrs/week - Exempt

from OPERS S3 – 61311 (may not be processed within the same pay period as a S1)

Not taking classes in same semester - Usually summer only (took spring classes & pre-registered for fall classes) - Must pay into OPERS

S4 – 61321 Internships – taking classes in same semester – flat rate or stipend – exempt from

paying into OPERS S4 – 61904

Taking classes in same semester – flat rate or stipend – exempt from paying into OPERS

BANNER EPAF

Banner ePAF - Primary Issues Dates

Start dates must all be the same End dates must all be the same

Work Study Students New Hires with several positions – how do I submit? Beginning of FY requires new PCN and suffix will always be 00

Ending one position but not others Use “Ending Students Job” (ENDJOB) option Before SUBMIT – contact HRTD by e-mail HRTD will remove current end date and will e-mail you back

Timeframes & Deadlines - Banner ePAF

Using Banner ePAF Tentative effective fall 2014 – finalizing grant funded setup

Deadline for ePAF submission 5:00 p.m. on Tuesday of non-pay week

Missed deadline could result in Student unable to submit time on-line Student may not receive pay timely

WEB TIME ENTRY

Web Time Entry - Instructions

Web Time Entry – Superv Approval Example Instructions

Web Time Entry for Students –Supervisor Approval Time Sheets must be approved by 2:00 p.m. Monday of pay week. Holidays could cause this deadline to be moved up. Employee Tab ->Select More Employee Options…Select Time Sheet

Web Time Entry – Supv Approval

Sample Instructions Select approve or acknowledge time

If acting as a proxy, use the drop down arrow to select the person you are approving time on behalf

Select Dept and pay period to approve

Timeframes & Deadlines – Web Time Entry

Students Work week - Saturday thru Friday Pay period – paid one week behind Have until midnight on Sunday to enter & submit time worked

• Ex: 3/28 is end of pay period – students have until Sunday, 3/30 to submit time for period of 3/15/14 thru 3/28/14

• This is a new deadline • Holidays move the due date up – will send notice a week in advance

Approvers Have until 2:00 p.m. on Monday of pay week to approve

Final Step Finalizing pay starts on Monday afternoon and final run is Tuesday

afternoon

Timelines & Deadlines

Spring semester ends Work study – 5/2/14 Non-work study – 5/9/14

Summer assignments begin 5/10/14 Forms required

• OPERS enrollment• SSA-1945

Summer assignments end 8/15/14

Who Do I Contact For -

Posting Student Positions Student Employment Office – Sheila Anderson - 8553

Student Employment Forms – Onboarding Questions Student Employment Office – Sheila Anderson - 8553

Banner ePAF Questions Kelley Guldenpfennig - 1494

Web Time Entry Questions Payroll – LaToya Jackson - 8799

Questions