Student Employment Services

1. Student Employment Services Employer Information Session 2013

2. Student Employment Website ses.colostate.edu

3. Employment Scams Awareness

4. Now is the time to post jobs!

5. New Pay Scale

6. STUDENT ELIGIBILITY - GENERAL Enrollment Requirements • Admitted to degree-seeking program at CSU • Registered by Census each Semester • Student Hourly – At least 1 credit or Continuous Registration • Work-Study • Undergraduate – At least 6 Resident Instruction Credits • Graduate – At least 5 Resident Instruction Credits • Summer – No enrollment required but must have attended spring and be returning fall, or a new admit for fall

7. STUDENT ELIGIBILITY - GENERAL Student Employee Retirement Plan • If not enrolled at least half-time, assessed SERP/Medicare • Undergraduates – 6 credits minimum • Graduates – 5 credits minimum • Summer – 3 credits Graduate/Undergraduate • Enrollment checks: • Biweekly Payroll – every pay period end date (PPE) • Monthly Payroll – on the 15th of each month

8. HIRING TIPS - GENERAL Important Dates

9. HIRING TIPS - GENERAL Required documents to send to Student Employment • Form I-9 • Check I-9 Status on Employment Tab of People Screen • Employment Verification Affirmation Form • Legible copies of required original documents

10. HIRING TIPS - GENERAL SSA – 1945 Report • Must collect SSA-1945 for every student employee (send to Student Employment) • We send reminder emails every pay period to run the SSA-1945 report • If someone on your report is missing the SSA-1945, have them sign & forward to Student Employment • If you are unable to reach the student due to graduation, withdrawal, etc., please let us know

11. HIRING & ORACLE TIPS Oracle Training and Assistance • Contact Carolee and Chris by email at: hrs_data_systems@mail.colostate.edu • Training opportunities will be emailed out to the HR system user listserv when classes are available

12. HIRING & ORACLE TIPS Create new concurrent assignment • Do not change the employee qualifier • Student Hourly to Work-Study or vice versa • If Work-Study student is working over the summer, set up a concurrent hourly assignment

13. HIRING & ORACLE TIPS Transferring Work-Study Assignments • Do Not transfer Work-Study to Hourly or Hourly to Work-Study • Hiring department initiates transfer • Previous department approves request • Refer to important dates for beginning of semester • Make effective on first day of pay period • Contact Student Employment to transfer from an Off-Campus Work-Study Agency

14. ORACLE TIPS Ending Assignments – Suspension Request • Personnel File Data Forms (PFD’s) OR • Email Student Employment Services • Make sure request includes: • Effective Date • Assignment Number • Requested Change • Note – Do Not use “Initiate Assignment Termination” for Work-Study or Student Hourly

15. ORACLE TIPS Ending Assignments • Assignments are systematically ended for: • All Graduating Students • No pay for at least 18 months • Zero Credits at Census • To request reactivation, send PFD or Email with: • Effective Date • Assignment Number • Requested Change

16. Work-study tips

17. REMINDER – Confirm Work-Study Award each academic year. • 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. • Monitor on work-study earnings report. • Check with Student Employment. Work-Study Verification Students can send email or print work-study confirmation.

18. WORK-STUDY TIPS Breakdown of Wages 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). • Employers pay 30% of wages: • $750 per year on $2,500 Work-Study Award • Work-Study covers the remaining 70%: • $1,750 per year on $2,500 Work-Study Award

19. WORK-STUDY TIPS 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

20. Please sign and return these documents to Student Employment Services: • Memo of Understanding • Compliance Review

21. QUESTIONS? Frank H. Martinez Jillian Zucosky Karri White • Phone – 970.491.5714 • Fax – 970.491.1975 • 1065 Campus Delivery • Email – seserv@colostate.edu • ses.colostate.edu

22. Shelly Lynch HRS Records Tips for completing the I-9

23. What’s new? • The I-9 itself-effective March 2013 • Comprehensive instructions for both employee and employer • More space for List A documentation • Form I-9 is two pages • Please photocopy as two-sided

24. Section 1-Employee Section • Must be completed by the employee on or before the first day of work • Please provide a complete set of instructions to employee • Must record a physical address. No PO Box, General Delivery, or work address • Enter “N/A” in fields left blank • Corrections must be made by the employee only. Please do not use white out. Simply cross out error, correct, initial and date • Employee needs to choose one box to classify their status. • Lawful permanent resident records Alien # only. No expiration date • Alien Authorized to Work needs to record quite a bit more information. Expiration date frequently omitted • Employee signature and date is easier to see

25. Section 1-Employee Section

26. Section 1-Employee Section Preparer and/or Translator Certification • Only used when employee is unable to complete Section1. • Employer does not sign here

27. Section 2- Employer Section • Must be completed within the first three days of employment. • Now has more space for List A documents • No white out should be used on corrections. Simply cross out, record correct info, initial and date. • Must provide your physical location. Please do not leave blank. • Person completing the I-9 must also be the person completing the EVAF • Please no short cuts. Record info for all the spaces (document title, issuing authority, number and expiration date if applicable) • Note true issuing authority on SS Card, if used • Only universally recognized abbreviations are allowed • No over documenting • Note space for employee name at top of Section 2

28. Section 2- Employer Section

29. Section 2- Employer Section • Certification section now more detailed • Must match the person completing the EVAF • If notary is completing the Form I-9, they should not include seal

30. Section 3 – Updating & Reverification • This section is tricky because department doesn’t house original I-9 • This section can be used, but we find it better to redo a new I-9 and EVAF • Employee still needs to do section 1 • EVAF and copies needed for I-9 updates

31. What about my remote employee? • Can use a notary IF he/she will do the complete I-9, make copies of the documents, and sign EVAF • Can contact an HR person or supervisor at a peer institution or affiliated university to do I-9 for you.

32. Questions? • Shelly Lynch—Manager, HR Records Unit • 491-0951, Shelly.Lynch@colostate.edu • Foreign Tax Administrator – Haitao Cao • bfs_foreigntax@mail.colostate.edu • http://busfin.colostate.edu/tax.aspx • Student Employment Office • 491-5714

33. Bob Loosley & Haitao Cao Foreign Tax Services Hiring foreign nationals

34. HR-PAYROLL UPDATES Joanne Robel Sara Lopez 555 South Howes

35. PAYROLL UPDATES Web-based information • HRS Website • http://www.hrs.colostate.edu • Employee Self-Service • ESS is accessed via the Campus Administrative Portal (CAP) • (ESS) provides active CSU employees the ability to review much of their personal HR-related information online • All pay advices to employees are provided on-line through this site

36. PAYROLL UPDATES Hourly Payroll • Processing Information • Available every other Thursday? • Multiple assignments • VISA • Timecard hand loads required info: • Complete assignment number • Employee name • Account number • All required signatures are present • All figures have been validated and are clearly written • Designate if work-study or time entry wages • Pay period ending date is completed and accurate

37. PAYROLL UPDATES Student Notes • Changing from work-study to student hourly = concurrent assignment • Monitor work-study awards = automated distribution update when limit is reached • Payroll Training for Students • What is a direct deposit form? • Why doesn’t CSU deduct Social Security? • What is SERP? • What is Medicare? • What is a W4 form? • What is a W2 form • Importance of updating address information at year end and at graduation!

38. PAYROLL UPDATES General Notes • All original W-4 and direct deposit forms should be sent to Payroll • Copies should be retained by the department. • Be aware of who you are paying on an hourly payroll • Track State Classified hourly employees QUESTIONS?

39. THANK YOU FOR JOINING US TODAY