Hourly Processing Training

1. Hourly Processing Training A look into the processes behind hourly employment

2. Agenda • Hourly Process workflow overview • Process expectations • Onboarding process, required documents, and departmental role • Deadlines, timecards, and hour limitations • TIPS for TEMPS and website resources • Hourly employment separation • Contacts

3. Hourly/ Temporary Employees BPPM 60.26: “The University employs temporary employees to meet short-term and intermittent workload needs.” The University hires temporary employees for the following purposes: • Ongoing part-time work • Extra work required for a work load peak • To complete a special project • Or a cyclic work load (e.g. seasonal) Temporary employees are referred to as hourly, temps, or time slip employees.

4. New Hire Hourly Employee Onboarding New Hire initiated by department with a Temporary Employment Authorization Form (TEA) TEA found on Payroll website- https://tricities.wsu.edu/business-services/payroll/ Background checks  HR Parental Authorization Form  HR TEA Form

5. TEA Form Hourly Employee Onboarding Appointment deadlines I9- to be completed no later than first day of employment!! W4 Direct Deposit WSU ID number Appointment Processed in TEMPS by Payroll Department to ensure employee stops at Payroll to complete paperwork.

6. Proper completion of form I9 ensures that US employers only employ individuals authorized to work in the United States. Accurate and timely completion of the Form I9 is essential to compliance with federal regulations. Failure to complete Form I9 in a timely manner can result in serious penalties. • Who enforces Form I9? • When does it need to be completed? Homeland Security United States Citizenship and Immigration Services Bureau of Immigration and Customs Enforcement No later than the first day of work. • What documents does an employee need? I9 Work Authorization Please see I9 List of Acceptable Documents • Where can an I9 be completed? Compliance and Requirements With Payroll staff in East 248 and East 264 • What are the penalties for not completing form I9? • Who is responsible to ensure form I9 is complete? Monetary penalties ranging from $375 to $16,000 per violation. Supervisors

7. Payroll emails department with appt details. Appointment complete. Hourly Employee Onboarding Continued Courtesy email to department will include appt details, deadlines, guidelines, helpful links, blank DAR, etc. Conditions of employment- signed by employee and supervisor. Copy provided to employee, original kept by supervisor, and scanned copy sent to Payroll. Scanned copy of Conditions of Employment provided to Payroll.

8. Timecards submitted to Payroll Course of Employment BPPM 60.26 Hour limitations- Student vs. Non-Student Timecards- Daily Activity Report (DAR) Deadlines- Does your department have a backup signer?

9. Positive Pay Data Entry Example 1: Illegible Writing

10. Positive Pay Data Entry Example 1: Legible Writing

11. Positive Pay Data Entry Example 2: Illegible Writing

12. Positive Pay Data Entry Example 2: Legible Writing

13. Benefits Employee may become eligible for benefits based on: Actual Work: Employee averages 80 hours a month over a consecutive six month period. Anticipated Work: At time of hire, employee is anticipated to average 80 Hours a month over a consecutive six month period. Recurring Seasonal Work Visit hrs.wsu.edu/Temporary_ Employee_Benefits for more details. Contact HRS in Pullman with all benefits questions: (509)335-4521 hrs@wsu.edu

14. End of Appointment Employee cannot work after end date unless Payroll is notified of extension. If employee separates before the end-date of appointment, notify Payroll via email. Submit renewal paperwork to payroll@tricity.wsu.edu Hourly appointment ends (as anticipated or earlier) Hourly appointment extended as requested by department

15. Resources BPPM 60.26 TIPS for TEMPS Tri-Cities Payroll- https://tricities.wsu.edu/business-services/payroll/ Tri-Cities HR- https://tricities.wsu.edu/human-resources/ Benefits (Pullman HR)- http://hrs.wsu.edu/employees/benefits/benefit-details/

16. Contacts Angela Lunde, Payroll Specialist (509) 372-7615 payroll@tricity.wsu.edu Jessica Mejia, HR Analyst (509) 372-7418 Jessica.c.mejia@tricity.wsu.edu April Bell, Payroll Supervisor (509) 372-7260 payroll@tricity.wsu.edu

17. Comments, Questions, or Concerns? Thank you for attending!