Overview for Payroll Processors and Supervisors

Transcription

1 Student Employee Payroll Processors and Supervisors Training Series Overview for Payroll Processors and Supervisors August 26, 2015 Office of Student Employment Wingate Hall, Room 100

2 Introductions Jessica Hickernell JLD Coordinator/Assistant Director Student Employment/Financial Aid Connie Smith Manager of Student Employment Senior Associate Director of Financial Aid Willow Sherwood Assistant Director of Human Resources John Young HR Payroll and Information Systems Manager

3 Overview The Basics of: Finding Student Employees Hiring Student Employees Working With Student Employees Resources to Assist with Managing Student Employees **INFORMATION INCLUDED IN PACKET**

4 Finding Student Employees Step 1: Assess Your Needs How many student employees will you need? How many hours per week will you need help? Do you need student employees with previous experience? How much supervision is required for the job? Are there age minimums for the job? How will you pay the students? Will the students be working with the community?

5 Finding Student Employees How will you pay the students Regular = 100% Department Federal Work Study = 75% FWS/25% Department Free Match Funds = Funds to assist Departments with 25% portion Example: If a student has $1000 in FWS. You expect them to earn the full amount over the AY. $750 will be charged to FWS and the Department will be charged $250.

6 Finding Student Employees Step 2: Choose the Correct Job Classification Comprehensive list of Job Classifications for Employers Includes Job Titles and Job Descriptions All on-campus positions must be categorized based on this list When posting jobs on CareerLink, the job title must coincide with titles on the Job Classification List **INFORMATION INCLUDED IN PACKET**

7 Finding Student Employees

8 Finding Student Employees Step 3: Choosing an Appropriate Pay Rate Step system allows for fair, incremental annual raises across departments Each position corresponds to a Pay Level Employers may start new student employees at either Step I or Step II of specified Pay Level Pay Level VI jobs require approval from Student Employment **INFORMATION INCLUDED IN PACKET**

9 Finding Student Employees Step I Step II Step III Step IV Pay Level I Pay Level II Pay Level III Pay Level IV Pay Level V Pay Level VI

10 Finding Student Employees **INFORMATION INCLUDED IN PACKET** Step 4: Announcing Your Job Opportunities Student Employment encourages all departments to post their open positions on CareerLink Departments can login and post themselves OR have Student Employment post for them To have Student Employment post: the following information: Department Name Contact Person (Full Name) Address Phone Number Mailing Address Job Title How to apply for position (resume, application, etc) Short description of job duties and responsibilities Hourly wage (if known) Desired Major (if applicable) Approximate hours per week (if known) Desired Start Date Position Type (Regular, FWS, Summer) Expiration Date

11 Hiring Student Employees Step 1: Application and Interview Process Department can choose how they would like students to apply Application, Resume, In-Person Department can choose style/extensiveness of interview Offering Skype Interviews, Questions to ask *Keep in mind this may be the first job that a student has applied/interviewed for

12 Hiring Student Employees Step 2: Determining Eligibility Not every student at UMaine is eligible to be a student employee In order to be considered a student employee, the student must be: Enrolled or accepted in a degree-granting or certificate program AND Enrolled at least half-time (for a semester)

13 Hiring Student Employees Half-time Enrollment is: Undergraduate Students Graduate Students 6 credits or more 3 credits or more OR 1 thesis credit Exception: Students who are enrolled less than half-time in order to complete graduation requirements may work as student employees. Students who do not meet this criteria are not considered student employees. Your department may want to consider these students who are not eligible for student employment for Temporary Employment. Contact HR for more information on initiating a Temp Employee.

14 Hiring Student Employees Non-University of Maine Students In order to be eligible for student employment, must meet the following criteria: Enrolled at least half time at another higher education institution If attends high school (If not 16, a work permit is required by the superintendent s office) Students from other colleges or who attend a high school must show proof of enrollment Departments are responsible for retaining enrollment verification of non-umaine students

15 Hiring a Student Employee Checking to see if a student is eligible for Federal Work Study If students are eligible for FWS, they will be awarded in their Financial Aid Students can verify that they were awarded by checking their Financial Aid Award on MaineStreet You can send names and MS IDs to Student Employment and we can confirm if they were awarded, and if so how much they were awarded

16 Hiring Student Employees Step 3: Complete Required Paperwork Student Employee Authorization Form Federal I-9 Form W-4 s and Direct Deposit

17 Hiring Student Employees **INFORMATION INCLUDED IN PACKET** Student Employee Authorization Form Student Authorization Forms need to be completed every academic year and every summer The Student Authorization Form must be completed before a student begins working Authorizations must be completed for both New and Returning Student Employees It is important to complete the entire Authorization before submitting to Student Employment

18 Hiring Student Employees Section 1 Completed by the student

19 Hiring Student Employees Section 2 Completed by Departments

20 Hiring Student Employees Section 3 Completed by Departments

21 Hiring Student Employees Section 4 Signatures

22 Hiring Student Employees How to send Authorizations Imaging Fax # student.employ@umit.maine.edu In-person Wingate Hall, Room 100

23 Hiring Student Employees Federal I-9 Form The Federal I-9 form MUST be completed in person at the Office of Student Employment Who needs to complete it: All new, first-time employees of UMaine Students who have not worked for the University in the past 12 months Students who must complete the I-9 must provide official documents proving identity and employment authorization (list of acceptable documentation) The Federal I-9 Form must be completed within 3 business days of the student s first day of employment

24 Hiring Student Employees **INFORMATION INCLUDED IN PACKET** Federal W-4, State of ME W-4, and Direct Deposit Students will be directed to complete these items on MaineStreet Once a student is able to enter time for their job, they can go to Employee Self-Service and update their information Students not enrolled in Direct Deposit will receive notification throughout the semester Note about Direct Deposit: It usually takes 1 full pay period before a student s Direct Deposit is set-up (once they set it up OR make a change) usually a student s first paycheck is a paper check

25 Hiring Student Employees Step 4: Receive Confirmation/Next Steps After the Office of Student Employment processes the Student Authorization form, payroll processors will receive an Once the authorization is processed, it is sent to the Payroll Office for final processing. Depending on the time of year, it may take anywhere from 5-10 business days for the job to appear in MaineStreet. Processing Timeline for Fall 2015

26 Hiring Student Employees If there is an issue with the Authorization or the student s work eligibility, departments will be called as the Authorization is being processed. We send out notifications on a weekly (during peak times, we send out multiple notifications during the week) basis to both students and departments regarding missing I-9 s.

27 Working With Student Employees Required Student Employee Trainings All Student Employees are required to complete three separate trainings Training Name New Student Employee Training Basic Safety Training Information Security Awareness Training How Often it Must be Completed Once, Upon Hire Annually Annually How to Access Blackboard, Office of Equal Opportunity sem.umaine.edu/safety-training, Safety and Environmental Management Blackboard, Office of Student Employment

28 Working With Student Employees A note about trainings: Once the student s job has been set up in MaineStreet they will automatically be added to the New Student Employee Training and the Information Security Awareness Training on Blackboard. If students are not seeing it, they can manually enroll in the trainings, similar to how they would courses.

29 Working With Student Employees Entering and Approving Time in MaineStreet It is important that once a student s job is set up in MaineStreet, that hours worked are entered Department s Discretion how that is done It is important that all hours a student has entered are approved each pay period FY 2016 Payroll Schedule **INFORMATION INCLUDED IN PACKET** notifications of unapproved time

30 Working With Student Employees How Students Get Paid If time in MaineStreet is approved by the approval date/time of the pay period, students will be issued a check If a student has signed up for Direct Deposit, the funds will be deposited into their bank account If it is the student s first paycheck, or if a change was made to the Direct Deposit, will most likely receive a paper check Paper checks can be picked up at Student Employment Office

31 Working With Student Employees Maximum Hours Policy When School is in Session: Policy: 30 hours per week maximum Recommended: 20 hours per week maximum International Student Employee Policy: 20 hours per week maximum During breaks longer than 5 consecutive days: Policy: 40 hours per week maximum International Student Employee Policy: 40 hours per week maximum High School Students under 18 Maine Child Labor Laws FWS cannot pay overtime

32 Working With Student Employees Break Policy When a student is scheduled to work for four or more hours, they are entitled to a break # of hours scheduled to work Paid Breaks (15 min) Unpaid Lunch (30 min) Less than (1) * (2 options) (1) (2) 8.5+ (2) (1) (1) - **INFORMATION INCLUDED IN PACKET**

33 Working With Student Employees Pay Increases/Raises Student employees are eligible to receive a pay increase after working in the same department, under the same job title for either: 2 consecutive semesters Or Entire Summer Semester Once a student has worked for one of these durations, they are eligible for a step increase

34 Working With Student Employees Change Forms If a employer needs to make a change to the student s current position and a Student Employee Authorization Form has already been submitted, a Student Change Form will need to be completed. The following changes can be done on a Change Form: An increase to the student s step (hourly wage) Changes to the Chartfield Combination Changes to the student s position type (FWS, Regular) Changes to Free Match **INFORMATION INCLUDED IN PACKET**

35 Resources Office of Student Employment Phone: Fax: xxxx Wingate Hall, Room 100 Payroll Office See website for specific Payroll contact person

36 Questions and Answers This training has been recorded and will be posted to