Student Employment Workshop

1. Student Employment Workshop Rice University August 2014

2. Workshop Team • Tim DeFosse Payroll • Paul Negrete Office of Financial Aid • Renee Block Risk Management

3. Workshop Agenda • How to hire a student worker • Rice Work or Federal Work-Study? • Overview of Federal Work-Study Program • Timeframes • Important forms • General Instructions and Procedures • Questions and Answers

4. Purposes of Student Employment • Career Development • Educational Experience • Personal Growth • Self Help • Resumé and Job Reference

5. How to Hire a Student Worker • Advertise your position • Rice Job Board • Word of mouth or by other means • Interview applicants • Complete the Student Personnel Action Form (SPAF) • Students must print this form from ESTHER • Establish a work schedule • Provide a job description/ contact information • Provide orientation of job duties

6. Rice Work or Federal Work-Study?

7. Overview of Federal Work-Study • Earnings are limited to FWS award amount • $2500 per year for all students • Award may be reduced due to outside awards, changes in eligibility, etc. • Financial Aid will monitor FWS earnings • The department and student will be notified when less than $300 of FWS eligibility remains. • Mid semester notices • If a student earns more than the FWS award, the department will be charged the overage. • FWS students can hold only ONE FWS position at a time. • Must be terminated from position before they are hired into a new position • May hold multiple Rice work positions

8. Overview ofFederal Work Study • If the wages are not split correctly, then a labor redistribution will be initiated. Labor redistribution requests should be accompanied by a comment to explain the reason for the labor redistribution. • Questions regarding labor redistributions should be directed to: • Payroll (payroll@rice.edu) • Administrative Systems (admsys@rice.edu) or • Miten Beyene (ext. 6092 or miten.beyene@rice.edu) Fin Aid Workshop 2009

9. Payroll

10. Who’s Who at Rice Payroll? Reach us at: payroll@rice.edu 713-348-3410 or fax 713-348-5181 Fin Aid Workshop 2009

11. Office Location The Rice University Payroll Office is located on the 26th floor of the Memorial Hermann Medical Plaza building which may be known as the “Rainbow Building”. We are located adjacent to the Lovett Residence College near campus. Our physical address is 6400 Fannin St. Suite 2650 Houston, TX 77030 and campus mail address is MS71. Hours of operation are from 10am-4pm Monday through Friday. Fin Aid Workshop 2009

12. Time Frames Payroll Calendars can be located by searching “Payroll Calendar” on www.Rice.edu

13. Student Direct Deposit Authorization Form • AVAILABLE ONLINE • Log onto Esther.rice.edu Click on Employee tabClick Pay InformationClick Direct Deposit Allocation • Only one account permitted • Must be accompanied by official bank documentation with routing and account number (i.e. voided check) Link to Student Direct Deposit Form

14. Form W4 • AVAILABLE ONLINE • Log onto Esther.rice.edu Click on Employee tab Click Tax Forms Click W4 Tax Exemptions or Allowances • This form is not mandatory for student employment. • Make sure Form W4 is current • (i.e. 2014) • Boxes 1, 2, 3, and 5 or 7 must be completed for form to be valid. • In case of mistakes, print and complete a new form. Strikeouts or white out invalidates form. Link to Form W-4

15. I-9 Form • The Employment Eligibility Verification Form I-9 is a U.S. Citizenship and Immigration Services form. It is used by an employer to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States. • The Immigration Reform and Control Act of 1986 (IRCA) required employers to verify that all newly-hired employees present "facially valid" documentation verifying the employee's identity and legal authorization to accept employment in the United States. • Every employee hired after November 6, 1986 must complete an I-9 form at the time of hire. Link to I-9 Form

16. I-9 Section 1 For incoming Rice students who need to verify their employment it is very important that the individual knows that he/she must completely fill out section 1 of form I-9. Most students who will come in to complete an I-9 will most likely be looking at this form for the first time and it’s important that they understand the need to complete this form out correctly. Below here is a diagram which displays the correct way for section 1 completion.

17. Section 2:Completed by Employer

18. Acceptable Documents • Payroll will NO LONGER need the attached I-9 documents! • Departments must send completed I-9’s to the Payroll Office (MS-71).

19. Student Personnel Action Form (SPAF) • Student can access SPAF from ESTHER.rice.edu • Must be completed by hiring party and student • Send to Office of Financial Aid in Allen Center, MS-12 (not Payroll) • EITHER Federal Work Study or Rice Work programs are indicated on SPAF. Make sure student is completing correct SPAF for the program they are qualified for. • Please note that changes to this process are coming and will be clearly communicated to those impacted.

20. Student Personnel Action Form (SPAF) Rice Work Federal Work-Study Position Code: S00000 Position Code: R00000 Please indicate the WTE ORG on the SPAF and contact person for this SPAF in case of questions.

21. Time Sheetshttp://professor.rice.edu/Template_Controller.aspx?id=7013 Federal Work-Study YELLOW • Timesheet used by hourly student employees with Federal Work Study awards. • Use YELLOW paper for FWS. • Timesheets must be submitted by 10:00 AM CST on the Monday following the end of the pay period. Link to FWS Timesheet

22. Time Sheetshttp://professor.rice.edu/Template_Controller.aspx?id=7013 Rice Work BLUE • Timesheet used by Rice Workhourly student employees. • Use BLUE paper for Rice Work. • Timesheets must be submitted by 10:00 AM CST on the Monday following the end of the pay period. Link to Rice Works Timesheet

23. International Students • MUST COME TO PAYROLL – all Non-Fellowship students must complete I-9 Form at Payroll Office. • Non-fellowship students without SSN will be taxed 30% until SSN is received and all tax forms are signed. • Substantial Presence Test will be determined by Rice payroll personnel.

24. Helpful Tips for Supervisors • Ask all student hires if they have been awarded Federal Work Study • If yes, confirm that they have only one FWS job • Monitor hours worked • Excessive hours • Don’t overspend budget • Evaluate job performance • Inform the Office of Financial Aid of termination • If interested in Web Time Entry, please email payroll@rice.edu

25. Risk Management

26. Risk Management • Off-Campus Errands – use of personal vehicle • Rice’s auto liability insurance • Rice’s liability • Worker's Compensation • Notify your supervisor immediately if injured at work • Complete a First Report of Injury Form and send to the Risk Management Office, MS-670 • Form is located at: http://riskmanagement.rice.edu, workers compensation

27. Risk Management Link to Report of Injury Form

28. Student EmploymentCampus Contacts Payroll Department MS-71 O: 713.348.3410 F: 713.348.5181 E:payroll@rice.edu Office of Financial Aid MS-12 O: 713.348.4958 F: 713.348.2139 E:fina@rice.edu Office of Risk Management MS-670 http://riskmanagement.rice.edu/ Fin Aid Workshop 2009

29. Questions & Answers How May We Help?