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DEPARTMENTAL HIRE PROGRAM STUDENT SUPERVISOR’S RESOURCE DEVELOPMENT

DEPARTMENTAL HIRE PROGRAM STUDENT SUPERVISOR’S RESOURCE DEVELOPMENT. Presented by Erin C. Harris-Williams Compensation Analyst Office of Human Resources. Required Information on Student PAFs. Dates of Action Begin and End Dates for the Position Employee Information

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DEPARTMENTAL HIRE PROGRAM STUDENT SUPERVISOR’S RESOURCE DEVELOPMENT

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  1. DEPARTMENTAL HIRE PROGRAM STUDENT SUPERVISOR’S RESOURCE DEVELOPMENT Presented by Erin C. Harris-Williams Compensation Analyst Office of Human Resources

  2. Required Information on Student PAFs • Dates of Action Begin and End Dates for the Position • Employee Information Student’s Name, SSN, XUID, Supervisor, Department, Job Title, Work Location, and Work Phone • Type of Appointment Student • Status Change Reasons New Hire, Re-Hire, Labor Distribution

  3. Required Information on Student PAFs • Pay Status Hours/Day, Days/Week, Student Payroll (Hourly Wages) Note-Student Employees are only allowed to work a maximum of 20 hours per week. Overtime is prohibited for Student Employees. • Funding Distribution Fund, Organization, Account, and Program Code, Grant Expiration Date, Percentage of Time, Dollar Amount • Approvals Originator, Department Chair, Dean/Director, Title III, VP, Sr. VP for Admin., Fiscal Services, HR

  4. WHAT ACCOUNT CODE YOU USE • Student Account Code 6301 • Should be used for hourly pay rates that suggest that students are performing a work-related duty for payment (ex. Chemistry Student Lab Assistant). • Account code 6301 requires submission of monthly student timesheets to HR by the 30th-31st of each month through no later than 12 Noon on the 1st of each month.

  5. Who Should I Route my PAFs to Before Sending them to HR? A PAF cannot be processed without these necessary signatures before being sent to Human Resources Signatures Needed for Restricted Grant Funds: OriginatorDepartment ChairDean/DirectorTitle III (for Title III Grants only)VP (for academic departments) Signatures Needed for University Unrestricted Funds: OriginatorDepartment ChairDean/DirectorVP (for academic departments)Sr. VP for Administration

  6. All student PAFs must be originated at least two weeks in advance of the student’s PAF start date The student is prohibited by law from working prior to the start date of the PAF This allows the originating department time to retrieve the necessary approvals and to have the PAF delivered to HR before the student begins working This also allows the student ample time to report to HR with acceptable documentation of identification and employment authorization so that the E-Verify requirements with the U.S. Citizenship and Immigration Services can be completed before they begin working PAF BEST PRACTICES

  7. Student Pay Periods and Pay Dates Student Pay Periods • 1st-31st of every month (ex. August 1-August 31) Student Pay Dates • Account Code 6301 15th of every month (ex. August 1-August 31 pay period is paid on May 15th pay date)

  8. PAFs DEADLINES New!!!! Department HR Practice: HR must receive PAFs in office by the 15thof each pay period Best Practice: Hire a student no later than the 15th of a given pay period to ensure timely payrolls *Note-Originating the PAF two weeks in advance of the begin date still applies

  9. Department to HR Time Sheet Deadlines Time sheets are due in the Office of HR by the close of business on the 31st of each month or no later than 12:00pm on the 1st • Courtesy time sheet deadline reminders are sent via email to Student Supervisors each month prior to the 31st • The Student Supervisor’s Handbook, an instruction sheet on how to properly edit time sheets online, and the official DHP time sheets are all provided to Supervisors each month via an email link • Time sheets should be submitted to HR by a Faculty or Staff member from the employing Department, for students being paid from account code 6301 by the above deadline

  10. DHP PAYROLL CONCERNS Things that affect student payrolls: • Students and/or Supervisors not following the rules • Students and/or Supervisors not following deadlines to process paper work (ex. time sheets, PAFs, new hire paper work, etc.) • Students and/or Supervisors not monitoring the available work hours for their student employees regularly to insure that they are not submitting time for students that exceed the allotted salary requested on PAFs COULD THIS BE YOU?

  11. IMPORTANT WEB LINKS AND CONTACT • For a list of documents and forms online http://www.xula.edu/human-resources/forms.php • For an online version of the Supervisor and Student Handbooks http://www.xula.edu/human-resources/handbooks.php • For a staff contact in HR for Student Employee concerns Erin Harris-Williams echarris@xula.edu or 504.520.5738

  12. Questions

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