Student Employment & Payroll Guide

Transcription

1 7 Student Employment & Payroll Guide Comprehensive Guide for Employing and Paying Your Student Assistants Budget Services Career Center Data Warehouse Office of Financial Aid & Scholarships Payroll Services i

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3 INTRODUCTION Student Employment & Payroll Guide About This Guide This guide is ideal if student employment is new to you or if you need a refresher on one particular topic. From posting a job announcement to submitting student time reports, we provide information for every type of student assistant you could have from beginning to end. The intent of this comprehensive guide is to be a complete resource for departments that employ student assistants. It represents a collaborative effort with Budget Services, Career Center, Financial Aid & Scholarships, Data Warehouse and Payroll Services to provide information regarding all the campus processes for student assistants. We hope you find it an easy, helpful resource for your student employment/ payroll needs. Budget Services Career Center Data Warehouse Financial Aid Payroll Services Rev. 11/2012

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5 Table of Contents CHAPTER 1 ROLES AND RESPONSIBILITIES 1 Supervisor s Role Student Assistant Coordinator Responsibilities CHAPTER 2 STUDENT EMPLOYMENT ELIGIBILITY REQUIREMENTS & CLASSIFICATIONS 3 Eligibility Requirements Student Assistant Classifications CHAPTER 3 RECRUITING A STUDENT ASSISTANT 11 Verification/Establishment of Department Position Number Student Assistant Signature Authorization Approved for Hire Authorization Posting On-Campus Job BroncoConnection Access - Register for a New Account BroncoConnection -Job Posting My Bronco Activity Records (mybar) Campus Employment History - Job Titles Salary Establishment CHAPTER 4 FINDING THE RIGHT STUDENT ASSISTANT FOR THE JOB 21 Job Search Procedure for Students Student Application for Employment Student Employment Eligibility Verification Data Warehouse Access Student Employment Eligibility Report How to Use the Report Student Hiring Procedures for Employers Student Employment Authorization Form (AY and Summer) Federal Work Study Employment Agreement (AY and Summer) Instructional Student Assistant Appointment Offer (AY and Summer) Completing the Hire Process The Information Access and Confidentiality Form CHAPTER 5 REPORTING TIME WORKED 31 Paying Your Student Assistant Completion of the Student Assistant Time Report Student Assistant Time Report Verification, Submission and Correction Late Additions Pay Rate Changes o Permanent Changes o Temporary Changes Student Assistant Work Hours Working Over 20 Hours/Week Exceptions CHAPTER 6 STUDENTS WORKING WHILE NOT ENROLLED - SUMMER OFF (Bridge Student Assistant) 39 Summer Session Guideline CHAPTER 7 INTERNATIONAL STUDENTS 43 Internal Revenue Service Requirements

6 Employment Requirements CHAPTER 8 STUDENT ASSISTANT PERFORMANCE EVALUATIONS 45 CHAPTER 9 WORKERS COMPENSATION 47 CHAPTER 10 END OF EMPLOYMENT 49 Resignation Graduating Students Lack of Funds Involuntary Terminations Termination by Payroll Process CHAPTER 11 MISCELLANEOUS INFORMATION 51 Eligibility Exceptions Students Driving on University Business Environmental Health & Safety (EH&S) Training Holidays Jury Duty Meal Periods Employer Responsibilities Rest Periods Absences Student Assistant Time Reports Paycheck Pick-up Summer Work Study W-2 s RESOURCES 55 Department Websites Budget Services Career Center Data Warehouse Faculty Affairs Office of Financial Aid & Scholarships Payroll Services Other Resources Information Access and Confidentiality Form Minute Conversion Chart Student Assistant Eligibility Requirements (Student Handout) Student Employment On-Campus Job Classifications and Salary Guidelines

7 ROLES AND RESPONSIBILITIES Chapter 1 Supervisor s Role Those overseeing student assistants have the opportunity to teach lessons not found in the college classroom. There are values that may be gained through work experience, and the role of the supervisor is to work with the students so that they understand and develop the skills and traits that will complement their academic program. Taking responsibility for a part-time job under effective supervision enhances employment options after graduation. Work prepares the student for outside employment, and promotes constructive employer/employee relationships. Students express ingenuity and creativity as they are encouraged to make improvements in their job situation. They may also develop good habits like consistency, dependability, cooperation, poise, and learn responsibility through meeting work schedules and assignments. Therefore, supervisors have two responsibilities: concern for the development of the student as a worker, and also for the worker as a student. The best supervisors treat their student assistants as individuals, and understand they have other interests and responsibilities. They make the work of the student seem interesting, significant, and worthwhile to both supervisor and student. Student Assistant Coordinator Responsibilities: Verify that student assistant positions are established with Budget Services Ensure that appropriate signature authorization form is on file with Payroll Services Submit Student Assistant Approved for Hire Signature Authorization Form to the Career Center Post open job positions with the Cal Poly Pomona Career Center for a minimum of three calendar days Verify student assistants meet the student eligibility requirements upon hire and each subsequent quarter Verifies completion of sign-up by receiving the receipt provided to the student at the time all the hire documentation is completed Verify the hours submitted for the student assistant are accurate 1

8 Ensure that the student assistant does not exceed the maximum allowable hours worked for the pay period - If the student holds more than one job, the department must coordinate hours worked to ensure that the student does not exceed the maximum allowable hours. Verify all information on the Student Assistant Time Report is accurate. (pay period, position number, job code, BroncoNumber, hourly rate, total hours, and HEERA Manager signature) Provide accurate time reports to Payroll Services on designated dates and times (do not submit Federal work-study time reports to Payroll Services - submit federal work study time reports to the Office of Financial Aid & Scholarships) Department Budget - Reconcile payments against HR Expenditure Reports Track work study allowance for expenditures Act as liaison between Payroll Services and student assistants or department heads on issues affecting time and reporting 2

9 STUDENT EMPLOYMENT ELIGIBILITY REQUIREMENTS & CLASSIFICATIONS Chapter 2 Eligibility Requirements It is the employing department's responsibility to verify the student's eligibility status each quarter. Please use this guide to determine if your student is eligible to work as a student assistant. Student employment eligibility can be verified by using the Data Warehouse report: Student Employment Eligibility (see Chapter 4). ENROLLMENT REQUIREMENT Student Assistants: Must be enrolled with the required number of units. Undergraduate students must be enrolled in a minimum of 6.0 units. Graduate students must be enrolled in a minimum of 4.0 units. (Graduate students are not eligible for work study.) Extended University units and/or units from enrollment at another California State University campus may be included to meet the minimum unit requirement. Nonresident Alien Student Assistants: Must be enrolled with the required number of units. Undergraduate students must be enrolled in a minimum of 12 units. Graduate students must be enrolled in a minimum of 8 units. Instructional Student Assistants: With the exception of work study, there is no minimum unit requirement. For work study students, the undergrad 6.0 unit enrollment requirement applies. GPA - ALL student assistants are required to maintain a minimum overall GPA and Cal Poly Pomona GPA of 2.0. NOTE: STUDENTS WHO GRADUATE FROM THE UNIVERSITY ARE NO LONGER ELIGIBLE TO WORK BEYOND THE END OF FINALS WEEK IN A STUDENT ASSISTANT CLASSIFICATION. Exceptions Approved Crop and Farm Units - Students must be enrolled in one or more units and may work up to 40 hours per week. Students with Disabilities - The unit requirement may be waived for student assistants with disabilities. Contact Payroll Services for additional information at extension

10 International Students (F-1 and J-1 status) - International students are not allowed to work more than 20 hours per week while school is in session. When school is not in session, students may work up to a maximum of 40 hours per week. Bridge Student Assistants - In addition to federal and state withholding tax deductions, earnings are subject to a 7.5% Department of Personnel Administration (DPA) Part-time, Seasonal, Temporary (PST) retirement plan deduction and a 1.45% Medicare tax deduction. Work Study Student Assistant (On-Campus and Off-Campus) Students employed through the Federal College Work Study Program must be enrolled for a minimum of 6.0 units and are required to maintain a minimum overall GPA and Cal Poly Pomona GPA of 2.0. NOTE: Graduate students are not eligible for work study. Student Assistant Classifications Currently enrolled students who meet the eligibility requirements may be hired as a student assistant. Student Job Classifications Job Code Student Assistant 1870 On-Campus Work Study Student Assistant 1871 Off-Campus Work Study Student Assistant 1872 Instructional Student Assistant 1150 Instructional Student Assistant (on-campus work study) 1151 Instructional Student Assistant (off-campus work study) 1152 Nonresident Alien (International Student) Student Assistant 1868 Bridge Student Assistant 1874 Bridge Student Assistant (on-campus work study) 1875 Bridge Student Assistant (off-campus work study) 1876 Employers post student job opportunities through the Career Center in BroncoConnection (online posting). All jobs must be posted for a minimum of three calendar days prior to hiring student assistants. Students review the job opportunities, apply and interview with the employer, and when the student is hired the appropriate job offer form is completed. Student Assistant: This on-campus work program offers students the opportunity to explore and develop career related skills and gain professional experience. Anyone who is currently registered as a student at Cal Poly Pomona and is in good academic standing may be eligible to work as a Student Assistant. The student takes the appropriate Student Assistant Employment Authorization Form to the Career Center to obtain the authorized signature prior to completing hire documentation at the Human Resources Services - Customer Service Center. The Student Assistant Time Report is sent directly to Payroll Services at the end of the pay period for processing the student s pay. 4

11 The employer pays 100% of the wages. Students can work up to 20 hours per week while school is in session; up to 40 hours during the quarter break. Exception: If the student doesn t hold a current summer appointment with the employer the job offer may be effective with the beginning of the fall quarter. For first time employment with your department, the effective date of hire will be the date the job offer is made or the first day of the academic year. Example: Interview and hire takes place on September 6 th, the effective date of the appointment is the first day of the academic year. Example: Interview and hire takes place on November 12 th, the effective date of the appointment is November 12 th. All student assistants are required to submit a separate Student Employment Authorization Form for the academic year and for the summer. Appointment dates for this classification are as follows: Academic Year: October 1 (or later) through June 30 Summer: July 1 through September 30 Student Assistants are not permitted to work in an overtime capacity. Overtime is hours worked in excess of 40 hours per workweek. This also applies to students who work in multiple positions/departments. Inquiries regarding work hours should be made to Payroll Services. Work Study Student Assistant: Federal work study is a federally funded program. It increases available part-time employment, both on-campus and off-campus for students who need financial assistance while giving them the opportunity to gain practical work experience. This payroll process is monitored by the Office of Financial Aid & Scholarships. Students that qualify for financial aid may be hired as a work study student assistant. The Work Study Administrator notifies the student via of their work study allotment. The student is then directed to the Work Study web page to download the appropriate documents needed to complete the student hiring process. The student must complete the Federal Work Study Employment Agreement and submit it to the prospective employer for completion. Once the student is hired, he/she takes the Federal Work Study Employment Agreement Form directly to the Career Center for hire authorization, then on to Human Resources Services - Customer Service Center to complete the hire documents. 5

12 The student receives an allotment for the quarter. If the allotment is exhausted before the end of the quarter and the student continues to work, the student must be hired as a regular student assistant. In order for the student to be hired/paid as a student assistant, a Student Employment Authorization Form must be on file with Payroll Services. Work Study Student Assistant Time Reports are sent directly to Financial Aid & Scholarships at the end of the pay period. Employers pay 25% of wages. Students can work up to 20 hours per week while school is in session; up to 40 hours during the quarter break. Work Study Allocations are as follows: Academic Year October 1 (or later) through June 30 Summer July 1 through September 30 Student Assistants are not permitted to work in an overtime capacity. Overtime is hours worked in excess of 40 hours per workweek. This also applies to students who work in multiple positions/departments. Inquiries regarding work hours should be made to Payroll Services. Summer Work Study Student Assistants Employers may request work study for their students by using the Summer Work Study Request Form. This form is provided by the Office of Financial Aid & Scholarships and ed to all employers the beginning of the spring quarter for the following summer. Bridge eligibility is determined by the Office of Financial Aid and Scholarships Students must be continuing Cal Poly Pomona students. Students must plan to enroll the following fall quarter. To qualify as a work study student assistant, the student must meet the minimum unit requirement (6.0 units) to be eligible to work during the summer NOTE: Students are eligible based on overall units registered for summer, not by individual sessions. To qualify for bridge work study student assistant, the student must not be enrolled in any classes during the summer. Instructional Student Assistant (ISA): ISAs perform teaching, grading or tutoring duties for the majority of their work hours. ISAs are part of a collective bargaining unit, represented by the UAW (Unit 11). The terms and conditions of the appointment are covered by the Collective Bargaining Agreement between the CSU and the UAW. ISAs will have union dues or fair share fees automatically deducted from their pay. For information on the agreement, including benefits; please refer to the Faculty Affairs website. 6

13 Employers complete the Instructional Student Assistant Appointment Offer and the student takes it to the Career Center for hire authorization, then to Human Resources Services - Customer Service Center to complete the hire documents. NOTE: If the student is a work study student, both the Federal Work Study Employment Agreement and the Instructional Student Assistant Appointment Offer must be completed. Non-work study Student Assistant Time Reports are sent to Payroll Services for processing; and Work Study Student Assistant Time Reports are sent to Financial Aid & Scholarships for processing. Employers pay 100% of wages or 25% of wages respectively. Students can work up to 20 hours per week while school is in session; up to 40 hours during the quarter break. Appointment dates for this classification are as follows: Academic Year: October 1 (or later) through June 30 or may be hired for one quarter at a time. Summer: July 1 through September 30 Nonresident Alien (NRA): International students attending Cal Poly Pomona may be student assistants provided that they meet the student eligibility requirements AND have the required documentation that allows them to work. Wages for these students are monitored for income tax purposes based on IRS guidelines. International Students have F-1 and J-1 Student visas and are eligible to work on campus if they meet the GPA minimum requirement and are enrolled in minimum of 12 units (undergraduate students) or 8 units (graduate students). NRAs are not eligible for work study. Student Assistant Time Reports are sent to Payroll for processing. Employers pay 100% of wages. Students can work up to 20 hours per week while school is in session (no exceptions) May work up to 40 hours during the quarter break or during the summer, if not enrolled in any classes. Appointment dates for this classification are as follows: Academic Year: October 1 (or later) through June 30 or may end earlier based on work authorization end date Summer: July 1 through September 30 7

14 Bridge Student Assistants (Summer Only): Internal Revenue Service (IRS) Code Section 3121(b) (10) excludes services performed by students employed by the university from Social Security and Medicare (FICA) coverage while actively enrolled as a student. This student exemption does not apply to services performed by an individual who is not enrolled in classes during breaks of more than five weeks, including summer breaks of more than five weeks. Employment appointments during break periods that do not qualify for the student FICA exemption are appointed to the non-represented bridge classification. Appointments to this classification require that the student pay 7.5% of all earnings into the Department of Personnel Administration s Part-time, Seasonal and Temporary (DPA PST) retirement plan. Additionally, student earnings are subject to Medicare taxes, currently 1.45% of all earnings. NOTE: STUDENTS WHO GRADUATE FROM THE UNIVERSITY ARE NO LONGER ELIGIBLE TO WORK BEYOND THE END OF FINALS WEEK IN A STUDENT ASSISTANT CLASSIFICATION. Students may qualify to work as a Bridge Student Assistant during the summer only. Students are not eligible to work in any student classification during the academic year unless they are enrolled with the minimum unit requirements To qualify as a Bridge Student Assistant, the student must have been enrolled as a CSU student the previous spring term with the required GPA and units, is currently not enrolled or enrolled in less than the required units, AND intends to enroll the following fall quarter. Bridge Student Assistants not enrolled in any classes may work up to 40 hours per week; regardless of the number of jobs held. Bridge Student Assistants enrolled in less than 6.0 units (Undergrad) or 4.0 units (Graduate) may work up to 20 hours per week, regardless of the number of jobs held. NOTE: Work study bridge student assistants cannot be enrolled in any units in order to qualify for a work study allotment during this period. Wages are paid in the bridge student assistant classification, job code 1874 (Regular) or 1875 (Work Study) Bridge Student Assistants are not permitted to work in an overtime capacity. Overtime is hours worked in excess of 40 hours per workweek. This also applies to students who work in multi ple positions/departments. Inquiries regarding work hours should be made to Payroll Services. Non-work Study Student Assistant Time Reports are sent to Payroll Services for processing; and Work Study Student Assistant Time Reports are sent to Financial Aid & Scholarships for processing. Employers pay 100% of wages for non-work study or 25% of wages for work study Students may request a retirement refund from the retirement plan once they are no longer employed with Cal Poly Pomona 8

15 Appointment dates for this classification are as follows: Summer Only o July 1 through September 30th o July 1 through the end of July pay period o Beginning of the August pay period through September 30 th 9

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17 RECRUITING A STUDENT ASSISTANT Chapter 3 Verification/Establishment of Department Position Number Before recruiting for a student position, verify that a department position number exists. If a new department position is needed, download a Student Assistant New Position Request located on the Budget Services website (under Forms ). Click on a link to download the form. Once the form is downloaded, you can fill it in, print, and submit it to Budget Services. 11

18 Student Assistant Signature Authorization All employers are required to have a current Student Assistant Signature Authorization Form on file with Payroll Services designating the HEERA Manager authorized to sign. The Student Assistant Time Report will not be processed if a signature authorization is not on file. A new form is required only if changes occur in position numbers or those authorized to sign. This form is available on the Payroll Services website. Approved for Hire Authorization The purpose of the Student Assistant Approved for Hire Signature Authorization Form is to adhere to the University s hiring policy for student assistants. The appropriate delegated authority must sign the form so that staff may post student assistant jobs. The Student Assistant Approved for Hire Signature Authorization Form is required each fiscal year. One form may be used for all student assistant classifications/position numbers for the department A copy of the form is submitted to the Career Center and must be on file prior to posting the job. The original form is retained by the employer. The authorization form is available on the Student Jobs website at jobs and Payroll Services website at 12

19 Posting On-Campus Jobs All on-campus jobs must be posted with the Career Center for a minimum of three calendar days prior to hiring a student into the position. The three day minimum requirement provides all students access to all job opportunities. Jobs are posted by the employer directly into BroncoConnection. After the job posting is completed, it is automatically sent to a holding bin, where the Student Employment Specialist in the Career Center approves the job listing and releases it for activation within 24 hours of receiving the Student Assistant Approved for Hire Signature Authorization Form. BroncoConnection Access Register for a New Account First time users are required to create a personal profile in order to establish a user ID and password for access to BroncoConnection. Click on Faculty & Staff Services Click on Hire a Student 13

20 Click on applicable link Click on BroncoConnection Create a personal profile by clicking on the appropriate link or panel tabs. Enter all required information, click on submit and the system will generate an providing the user name and password. 14

21 BroncoConnection Job Posting Enter your Username and Password Click on Go 15

22 Click on Create Standard Job Posting Complete the required fields giving a detailed job description. Before you submit, print a copy for your department records. Be sure to log out upon completion. Once the appropriate signature approvals are received, the Career Center will release the job posting making it available for students to view. Employers will receive an automated as confirmation of receipt once registered and when job posting is approved. My Bronco Activity Record (mybar) My Bronco Activity Record (mybar) captures student engagement in academic-related activities, clubs, organizations, employment, and awards earned. It provides students with a summary of their co-curricular activities to assist them in preparing resumes and to articulate their experiences in preparation for future interviews and applications. 16

23 Campus Employment History - Job Titles Employment dates and job titles will be displayed for all student jobs paid from state funds. The job title is determined based on job duties and responsibilities. All hire forms have been updated for easy selection of the pre-identified job titles. Click on the Job Title drop down Select the appropriate job title so that it will display on the hire form. 17

24 The list of Job Titles is available on the Payroll Services website at csupomona.edu/~payroll (Student Payroll page). If you feel that you need to create a more appropriate title, please contact Payroll Services. NOTE: Student job titles may not conflict with represented job classifications. In addition, students are not to be given the title or role of Supervisor as this is in violation of Title 5. Code Job Title Code Job Title 100 Administrative Assistant 600 Public Relations Representative 101 Conference Aide 601 Annual Fund Caller 102 Customer Service Rep 602 Community Service Officer 103 Notetaker 603 Public Relations Asst 104 Office Asst 105 Library Asst 700 Resident Assistant 106 Mail Runner 701 Assistant Hall Coordinator 107 Proctor 800 Team Leader 200 Commencement Worker 801 Customer Service Student Leader 201 Commencement - Information Booth 802 Lead Conference Aide 202 Commencement - Intern 803 Orientation Leader 203 Commencement - Roustabout 804 Peer Advisor 204 Commencement - Usher 805 Social Justice Leader 300 Instructional Assistant 900 Technical Student Assistant 301 Grader 901 Computer Lab Asst 303 Tutor 902 Desk Top/Help Desk Support 903 Graphic/Media Student Asst 400 Laboratory Student Assistant 904 Web Developer 401 Ceramic Studio Asst 905 Imaging Asst 402 Research Asst 403 Printmaking Asst 500 General Laborer 501 Housing Custodial Asst 502 Agricultural Worker 503 Maintenance Student Asst 504 Nursery Asst 505 Stockroom Asst 506 Animal Care Asst 507 Model Shop Asst 508 Theater Asst 509 Lifeguard 510 Gallery Asst Instructional Student Assistants Student Assistants, Work Study Student Assistants, Nonresident Alien Student Assistants & Bridge Student Assistants 18

25 Salary Establishment Salary for student assistants should be based on the overall complexity and scope of assigned duties. It s the department s responsibility to establish job duties and ensure that student assistants are compensated appropriately and equitably for the work performed. Salary should be established before advertising and discussed at the time of interview and appointment. There are no official CSU classification levels for student assistants; however, the following information may be used as a general guide in establishing salary: Level General Description of duties Typical Positions Level of Supervision Class Tasks are learned quickly after a brief Clerk, receptionist, Under close A training period and do not require beginning custodial or supervision specific skills, education, experience maintenance worker; lab or licensing; duties are routine, trainee; library or repetitive, and non-technical; little stockroom clerk. independent problem-solving or decision-making required; work may require light, if any, physical exertion. Class Duties involve a higher degree of skill Word processing clerk, Under moderate B and/or responsibility; work may cashier, library supervision require prior experience, training or assistant, lab assistant, knowledge; tasks may be performed grounds worker, drafting with greater independence; job aid, note taker for core involves moderate to heavy physical classes, internships, exertion; may operate light equipment accounting clerk. or machinery. Class Tasks require the highest level of skill, Graduate reader, Under minimal C technical knowledge, education and computer programmer supervision, may experience to perform; employees are or operator, research assume lead typically upper division or graduate assistant, peer responsibilities students working in a specialized counselor, mechanic s area; work is semi-skilled, technical, helper, skilled trades or administrative; requires assistant. interpretation, reasoning, and independent judgment; may include skilled laboring jobs. Recommended Salary Low end of salary range Mid range High end of salary range Students are eligible for a pay increase after 325 hours of satisfactory on the-job performance, and the availability of funds. Please refer to the STUDENT EMPLOYMENT ON-CAMPUS JOB CLASSIFICATIONS AND SALARY GUIDELINES located on the Career Center or Payroll Services Websites. For your convenience the current pay schedule may be found in both the Career Center and Payroll Services resource section of this guide. 19

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27 FINDING THE RIGHT STUDENT ASSISTANT FOR THE JOB Chapter 4 Job Search Procedure for Students Students seeking on-campus employment search for available jobs on BroncoConnection. When the student finds an available position that he/she feels qualified for, he/she contacts the employer as instructed on the job listing, and an interview is scheduled. Student Application for Employment It is recommended that the student applicant complete a job application and submit a resume. The employer may use the application available from the Career Center website or may draft their own to meet the needs of the position. The application enhances the job search experience and indicates to the student the importance of the job. Student Employment Eligibility Verification After the interview, should you decide to hire the student, employers are required to verify that the student meets the eligibility requirements. Enrollment Non-Work Study Student Assistants: o Undergraduate students must be enrolled in a minimum of 6.0 units o Graduate students must be enrolled in a minimum of 4.0 units. Work Study Student Assistants: 21

28 o Undergraduate students must be enrolled in a minimum of 6.0 units NOTE: Graduate students are not eligible for work study. Grade Point Average (GPA) Non-Work Study Students Assistants: o Student assistants are required to maintain a minimum overall GPA and Cal Poly Pomona GPA of 2.0 Work Study Students Assistants: o Student assistants are required to have a minimum overall GPA and Cal Poly Pomona GPA of 2.0 annually at the time the award is made. GPA is not verified on a quarterly basis. NOTE: STUDENTS WHO GRADUATE FROM THE UNIVERSITY ARE NO LONGER ELIGIBLE TO WORK BEYOND THE END OF FINALS WEEK IN A STUDENT ASSISTANT CLASSIFICATION. Data Warehouse Access Employers are required to verify eligibility when student assistants are hired and at the beginning of each quarter. If the student doesn t meet the eligibility requirements, then the student is not eligible to work. This information is available by accessing the Student Employment Eligibility Report in Data Warehouse. If you currently do not have access to the Student Employment Eligibility Report, download and complete the Data Warehouse Access Request Form and return it to: Data Warehouse Administrator Bldg. 98-C7-17 Or fax completed form to

29 Note: Once the form has been received by the Data Warehouse Administrator you will be notified within two business days if your access has been approved and access has been created. Student Employment Eligibility Report Click on Data Warehouse Login using your Cal Poly Pomona login user name (BroncoName)and BroncoPassword 23

30 Expand the University Data folder Note: If you do not see the University Data folder, please complete and submit the Data Warehouse Access Request Form. Click on the current quarter (or the quarter you will be hiring your student assistant for employment) to determine eligibility Click on Student Employment Eligibility 24

31 The report is in a PDF format which makes it easy to search for a particular student by entering the BroncoNumber or Last Name in the Find field located in the tool bar at the top of the screen. Enter the BroncoNumber or Last Name the report will scroll each page until it finds your request once found, your search item will be highlighted. How to Use the Report This report provides verification that students meet the eligibility requirements to work in a student classification; Student Assistant, Instructional Student Assistant (ISA), and NRA Student Assistant (International Students). If the student meets the eligibility criteria for the classification, the field is indicated with YES. If the classification field is Blank, the student is not eligible to work. Additional Information The Student Employment Eligibility report is updated daily and available in the Data Warehouse after 8:30 am daily (Monday through Friday excluding holidays) during registration and add/drop periods for a specified quarter. The run date and time is located in the bottom left hand corner of the report on each page as a reference. If a student has added or dropped units during the day this may impact his/her eligibility and will be reflected on the next business day s report. Questions and concerns regarding the data should be directed via to the Data Warehouse Administrator. The Data Warehouse Administrator will work with the Data Report owner and notify you of the outcome. Even though detailed information is not provided for each student you should treat each student s information as confidential. If you print out a specific page for your reference and/or to maintain in the student s file, please take the appropriate measures to maintain the confidentiality of the student s information. 25

32 Upon completion, be sure to Log Out prior to exiting the Data Warehouse. Student Hiring Procedures for Employers If the student meets the requirements you may offer the student the position. Upon accepting the position, you will need to complete the appropriate student assistant appointment form for the academic year or summer and obtain the HEERA Manager signature. The student is advised to complete the hire process and is not allowed to work until the completion of the hire process is verified. This process is described later in this chapter. Student Assistants- Student Employment Authorization Form (Academic Year) Available on the Career Center and Payroll Services websites Student Assistants - Student Employment Authorization Form (Summer) Available on the Career Center and Payroll Services websites 26

33 Work Study Students - Federal Work Study Employment Agreement (Academic Year) Available on the Office of Financial Aid & Scholarships, Career Center and Payroll Services websites Work Study Students - Federal Work Study Employment Agreement (Summer) Form is provided to the employer when student is approved for summer work study. Instructional Student Assistants - Instructional Student Assistant Appointment Offer (Academic Year) Available on the Faculty Affairs, Career Center and Payroll Services websites 27

34 Instructional Student Assistants - Instructional Student Assistant Appointment Offer (Summer) Available on the Faculty Affairs, Career Center and Payroll Services websites NOTE: When completing the appropriate job offer form, please be sure that all information is complete and accurate as it may result in a delay in getting your student hired. Completing the Hire Process All job offer forms require a hire authorization signature from the Career Center. Please instruct your student assistant to take the form directly to the Career Center, then on to Human Resources Services Customer Service Center to complete the hire process. All students must provide his/her original Social Security Card, in addition to the documents that demonstrate identity and work authorization required for completing the Employment Eligibility Verification (I-9) Form. The List of Acceptable Documents is on the back side of the hire form. All student assistants including Work Study must be processed through Human Resource Services Customer Service Center, Building 98, Room B1-20, prior to beginning employment. Forms completed by student: Employment Eligibility Verification (I-9) Form A CSU Student Payroll Action Request (SPAR) or a Personal Data Form and Employee Action Request Form as appropriate per the type of job offer (personal information name, SSN, address, birth date, tax withholdings etc.) Designee for State Warrants In the event of the student s death, this is the person designated to receive any outstanding monies due the student assistant. The name, relationship, and address of the recipient over the age of 18 years are required. Affirming the Oath of Allegiance (if applicable) Upon completion of these requirements, the customer service representative will provide the student assistant with a notice completion of hire documentation receipt that is to be given to the employer. Upon receipt by the employer, the student assistant may begin to work as long he/she meets all eligibility requirements. 28

35 NOTE: If the student does not provide the original Social Security Card at the time the hire documents are completed, he/she may be eligible to work provided that the I-9 has been satisfied. The student needs to provide his/her social security card verification within two weeks, and cannot be paid until the verification is completed. All Student Assistants A receipt is given to the student to provide to the employer as proof that the hire documentation was completed. Students are not allowed to work until he/she has provided the employer with this receipt. Work Study Student Assistants Employers are encouraged to contact the work study administrator in the Office of Financial Aid & Scholarships to verify work study eligibility prior to working the student. The Office of Financial Aid & Scholarships verifies the student s eligibility and provides the employer with an authorization. If the student is not eligible for work study, the Office of Financial Aid & Scholarships notifies the employer and the employer is responsible for 100% of the student s wages for any time worked. The Information Access and Confidentiality Form Cal Poly Pomona has a responsibility to protect sensitive personal data obtained about students and employees, and to maintain confidentiality of that data. This responsibility includes data that is recorded on paper, contained in a document, accessed through computers or available in a multitude of media and circumstances. Personal data includes, but is not limited to, the following: social security number (SSN), date of birth (DOB), home address, home phone number, physical description, medical history, gender, and ethnicity. The scope of responsibility and determination of what data is deemed sensitive or confidential derives from a series of state and federal codes as well as CSU policy and practices. 29

36 The Information Access and Confidentiality Form is required of all employees; including our student assistants. It is important that they understand what they may see or hear within the work environment is to be kept confidential. This document is available on the Payroll Services website (under Forms ). The document is to be reviewed and signed by the student assistant and the HEERA manager, and then forwarded to Payroll Services. 30

37 REPORTING TIME WORKED Chapter 5 Paying Your Student Assistant Department Timekeepers have access to print the monthly Student Assistant Time Reports directly from PeopleSoft. The form is updated by the timekeeper for any new student assistants, pay rate changes and the hours worked in the pay period. The form must be signed by the designated HEERA Manager and submitted to Payroll Services or Financial Aid & Scholarships as appropriate on the designated date. The pay schedule for student assistants is available on the Payroll Services website (under Student Payroll Pay Periods). Student assistants may not begin work until they have completed the required hire documentation with the Human Resources Services - Customer Service Center. In order to complete the hire process, student assistants must: Present a Student Employment Authorization Form, Federal Work Study Employment Agreement, or an Instructional Student Assistant Appointment Offer that has been completed and signed by the HEERA Manager. 31

38 Provide documents that establish identity and eligibility to work (I-9 requirement) and an original social security card. Hiring Department In order to complete the student sign up process and get your student paid, the hiring department must follow these steps: Verify that your student meets all the student employment eligibility requirements. Your student will not be paid as a student assistant if all eligibility requirements are not met. Verify that your student assistant has completed the required hire documentation. All students who turn in an employment offer form are given a receipt indicating that they have completed the required documentation. Submit the Student Assistant Time Report to Payroll Services on time. Student Assistant Time Reports submitted after the due date may not be processed in time for the scheduled student payday. Make sure the Dept/Unit, PeopleSoft Position, Job Code and Pay Period have been completed. Student Assistant Time Reports that contain incomplete or incorrect information may result in a delay in the student assistant receiving their pay on payday. Student Assistant Time reports for work study student assistants are submitted to the Office of Financial Aid & Scholarships. Payroll Services will only accept Student Assistant Time Reports signed with an original HEERA Manager signature. A signature authorization form must be on file with Payroll Services indicating who is authorized to sign the Student Assistant Time Reports. Refer to the Pay Schedule for Student Assistants located on the Payroll Services website for the begin and end dates of the pay periods, due dates of the Student Assistant Time Reports, dates for payday and the maximum number of hours that students are allowed to work. Student assistants who are allowed to work with a low GPA must have Vice Presidential (or designee) approval. A memorandum signed by the VP must be submitted to Payroll Services. Student assistants who are allowed to work over the maximum number of hours must have Vice Presidential (or designee) approval. A memorandum signed by the VP must be submitted to Payroll Services. 32

39 Completion of the Student Assistant Time Report FORMS ONLY CREATED BY PAYROLL SERVICES ARE ACCEPTED Department Name located in the upper left portion of the document Student Classification located just below the Department Name

40 Dept/Unit the five-digit number located in the box in the upper right hand corner represents the PeopleSoft department identification number and this is the same as the Finance Department ID. The three-digit number represents the reporting unit used by Payroll Services. Position # - the eight-digit PeopleSoft Position Number assigned by Budget Services Job Code o 1150 Instructional Student Assistant (ISA) o 1151 Work Study Instructional Student Assistant (ISA) o 1868 Nonresident Alien (NRA) o 1870 Student Assistant o 1871 On-Campus Work Study Student Assistant o 1872 Off-Campus Work Study Student Assistant o 1874 Bridge Student Assistant o 1875 On-Campus Work Study Bridge Student Assistant o 1876 Off-Campus Work Study Bridge Student Assistant Pay Period the state pay period for time worked Emplid the BroncoNumber Rec # - the record number is linked to the position for which the student is to be paid Employee Name names are processed in PeopleSoft as the name appears on the student s social security card Total Hours total number of hours the student worked in the pay period (Time worked in less than one hour must be reported in tenths) Example: 75 minutes =.8 tenths Hourly Rate hourly pay rate Temporary Hourly Rate pay rate is valid for the current pay period only. All permanent pay rate changes must be submitted to Payroll Services using a memo signed by the HEERA Manager. SEP (Separation) Check this box if the student is no longer employed by your department. 34

41 HEERA MGR Signature for Certification in accordance with the Student Payroll Signature Authorization form on file in Payroll Services, the designated HEERA Manager for this position must sign the Student Assistant Time Report Contact Name and extension of the department person that Payroll may contact if clarification is required. Student Assistant Time Report - Verification, Submission and Correction 1) Timekeepers verify position number, student s name, BroncoNumber, and hourly rate on the report. 2) For new student assistants who do not appear on the document, add them by printing their information on the report. Please DO NOT write the Rec d # as this is determined by Payroll Services. 3) Salary changes should be reflected by crossing out the printed salary and writing in the correct hourly rate. 4) Temporary Hourly Rate is used when a student assistant is to be paid at a different rate for the current pay period. Example: A temporary work assignment of more complexity that warrants the student to be paid at a higher rate. 5) For student assistants who are no longer employed by your department, check the SEP box to indicate the separation. 6) Submit the Student Assistant Time Report to Payroll Services on time. Reports submitted after the due date may not be processed in time for the scheduled student payday. 7) Make sure the Dept/Unit, PeopleSoft Position, Job Code and pay period have been completed when using a blank form. 8) Do not submit time vouchers to either Payroll Services or Financial Aid & Scholarships. All time vouchers are to remain in the department. Late Additions Do not update a copy of the original report to submit late additions or changes. This delays the processing in Payroll Services since each entry on the report must be reviewed to ensure the students are paid correctly. Reprint the 35

42 Student Assistant Time Report for the appropriate pay period and complete as necessary. Revisions to the Student Assistant Time Report previously submitted must be noted at the top of the of the document as follows: SUPPLEMENTAL Indicates additional time worked for a student after the original time report has been submitted. REVISED All hours worked in the pay period are indicated on the form. This should be used for reporting less hours than the original submission. Pay Rate Changes Decisions to grant pay increases are a matter of supervisory discretion and must be approved by the HEERA Manager. Salary increases are not automatically given to student assistants but are based on assigned duties, job performance, and service hours. All Student Assistants (includes Work Study Student Assistants) Permanent Changes - Payroll Services will make changes to the employment record only if the change in hourly rate is a permanent change. A memo signed by the HEERA Manager is required with the following information: Student s Name BroncoNumber Position Number Effective Date of Pay Rate Change New Pay Rate Once the memo is received the employment record is updated and the new rate will print on all future Student Assistant Time Reports. Temporary Changes Temporary changes due to special assignments, requires no change to the employment record. Simply cross out the existing hourly rate and indicate the new one in the Temporary Hourly Rate column

43 Student Assistant Work Hours Non-Work Study Student Assistants As a general rule, when school is in session, student assistants may work up to, but no more than 20 hours per week. The student assistant may work 20 hours per week in one job, or the student may split the hours between two or more jobs. In situations where the student assistant is employed by two or more departments, the work hours should be coordinated between all departments involved. This is necessary in order to ensure that the student assistant does not exceed the 20 hours per week work limitation. In accordance with the 20 hours per week work policy, Payroll Services provides a calendar that indicates the maximum number of hours allowed per pay period. Work Study Student Assistants It should also be noted that students employed under the Work Study Program are usually limited to less than 20 hours per week. The hours these students may work are controlled by both the work study allotment as well as the 20 hours per work week policy. A department that employs a work study student pays 25% of that student s wages. Once the student has earned his/her allotment, the student may work as a student assistant. If so, the employer pays 100% of the wages and a Student Employment Authorization Form must be on file with Payroll Services. It is important to carefully monitor the expenditures against the allotment. The student s work study allotment is indicated on the student assistant s employment agreement. Working Over 20 Hours/Week Non-Work Study Student Assistants Under certain temporary emergency situations and with prior approval, it may be permissible for student assistants to work up to, but not in excess of 30 hours per week. In these situations, approval must be requested by all departments in where the student assistant works. All requests for student assistants to work in excess of 20 hours per week, while school is in session must be submitted to and approved in advance by the Division Vice President or designee. Memos requesting to work the student assistant in excess of 20 hours per week must include: The Student s Name and BroncoNumber The number of excess hours the student assistant will work The period of time when the work will be performed, such as January pay period, winter quarter, etc. MUST BE A DEFINED PERIOD NOT TO EXCEED ONE QUARTER 37