Student Employment Sheila Anderson Kelley Guldenpfennig Dorene Spotts 3/26/14

1. Student EmploymentSheila AndersonKelley GuldenpfennigDorene Spotts3/26/14

2. Will Cover • Hiring student workers • On-boarding student employees • Banner ePAF - Electronic submission of student personnel actions • Students web time entry • Questions

3. 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

4. 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?

5. 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

6. 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

7. Banner ePAF

8. 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

9. 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

10. Web Time entry

11. Web Time Entry - Instructions

12. 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

13. 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

14. 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

15. 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

16. 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

17. Questions