Supervisor Training Session

2. Why are we having this meeting? Update supervisors of the changes in the Work-Study Process affected by the implementation of the BANNER system Update supervisors of the changes in the payroll process affected by the implementation of the BANNER system Work-Study Process for 2010-2011 Job Expo

3. Outline for the Meeting Review how students are awarded a Federal Work-Study budget Review the steps that a student goes through once they are awarded a budget Review the steps that a supervisor goes through once they hire a student worker Review how to determine how many hours a week that a student needs to work in order to earn their work-study budget Review Work-Study Tracking Sheet, and Payroll Schedule Discuss Fall 2009 On-Campus Job Expo Present a demonstration on the Career Connections Web site Q&A Time

4. How are Students Awarded Federal Work-Study? Students who are wishing to receive a work-study budget must first complete a 2010-2011 FAFSA On the FAFSA they must say that they want work-study or that they want work-study and loans Students who worked in the past fall, spring, and summer semesters are usually awarded a budget once they are awarded aid The work-study budget shows up on the students BANNER account for them to either accept or decline Once a student signs their award letter on BANNER, the student needs to monitor their WARHAWK account for notification about their Authorization Form.

5. Once a student is awarded a budget (new!) The students need to monitor their WARHAWK account to know when to print their Authorization Form from their BANNER account. The students will print their Authorization Form and award letter and take it with them when they are interviewing for a job The jobs are posted online on the Career Connections website under the link labeled ‘Find a Work-Study Job’

6. Print Authorization Form Student will go to Banner Self-Service Click on Financial Aid Tab Click on Financial Aid Status Student will click on unsatisfied student requirements Click Federal Work-Study Authorization Form Print form and present to supervisor

7. Print Award Letter Student will go to Student Self Service on Banner Click on the Financial Aid Tab Click on Award for Aid Year Click on Award Overview The Award Overview has a print option. Student can print this and present this to the supervisor with their authorization form

8. Once you decide to hire a student Sign and return student’s authorization form and the award letter to the Office of Career Connections. Note: Banner is date specific. What date form is received and posted on Banner is date when student employment begins. Complete and return the 04 timesheet request form to the Payroll Office on each student that you are working for the semester Complete and return new hire packet of information to the Payroll Office for each student who has never worked on campus NOTE: If you are planning to pay a student more than minimum wage, additional paperwork will be necessary before the authorization form will be processed

9. How many hours a week can they work? Amount of Semester Work Award ÷ Pay Rate ÷ Number of Weeks in Semester = Number of Hours to Work per Week For example:   $1300.00 (Fall budget) ÷ $7.25 (pay/hour) ÷ 16weeks (weeks/semester) = approximately 11.2 hours a week Please note: If you plan on working during the Intersession or during Winter session you should adjust the number of working weeks in the above formula accordingly.

10. Tracking Work-Study Earnings Students are paid according to the pay schedule that is posted in the Federal Work-Study and JLD Program Manual BANNER has a report that will provide current amounts paid of each student per pay period. Supervisors will be sent a report after each pay period. THIS IS ONE OF THE MOST IMPORTANT PARTS OF BEING A SUPERVISOR! KEEPING STUDENT WORKERS WITHIN THEIR BUDGET IS VERY IMPORTANT!

11. Payroll Representative from the Payroll Office will discuss the I-9 packet and time sheet process

12. Student Employment Forms

13. Fall 2010 Job Expo Will be held Tuesday, August 24, top of the Student Union Building, 2- 4 pm Reservation Forms for the event will be posted on Career Connections web site at www.ulm.edu/careerconnections/ listed as “On-Campus Job Expo” Will be able to schedule interviews or hire students at the Expo Have 04 and 03 positions advertise for Job Expo and on Career Connections web site. Further instructions will be sent to all supervisors via e-mail.

14. Web Site Job Posting If you wish to update your job posting go to http://www.ulm.edu/careerconnections/unpublished-work-study-jobs and review your positions E-mail me your revisions or Go to www.ulm.edu/careerconnections/ Find Faculty and click on “Submit a Work-Study Job Posting Complete and submit your posting

15. Dates to Know August 12- Job Postings available on Career Connections web site August 16 – 04 Work Authorization Forms will be available on-line to students awarded work-study. This includes new and returning students August 19 – Deadline for JOB EXPO registration August 24- Job Expo 2-4 pm at the top of the Student Union Building September 7– Deadline for work-study recipients to find on-campus job.

16. Points to Remember If student prints authorization form from Banner: Award letter must be presented with award letter to supervisor. Note: Job Expo will be excluded from this process. Budget code will now be your department’s banner code. Reports will be sent of the student’s paid amount for each pay period Policy and Procedure Manual can be found at Universities Policies Database web site: https://webservices.ulm.edu/policies/index.php

17. Points to Remember Forms for pay increase or separation/termination must be completed. Forms are available on the Forms web site that is listed under Faculty on the ULM web site Payroll packets are available on the Controller’s web site at: http://www.ulm.edu/controller/

18. Q&A Roslynn Pogue, Student Employment Administrator Office of Career Connections and Experiential Education University Library, Room 302 Phone: (318) 342-3444 or 5327 Fax: (318) 342-3445 Email: pogue@ulm.edu Web Site: www.ulm.edu/careerconnections/ Holly Whittington, Payroll- Accounting Technician Controller’s Office Administration Building, 1-171 Phone: (318) 342-5146 Fax: (318) 342-5103 E-mail: whittington@ulm.edu Web Site: http://www.ulm.edu/controller/payroll/