Student Employment Workshop - Federal Work-Study & UO Work-Study

This workshop, held on April 30th, May 1st, and May 3rd in 2018, was presented by Student Payroll Specialist Holly Cook and Financial Aid Program Specialist Kaira Chandler. Topics covered included posting and managing student jobs, employment policies and procedures, student eligibility, HRIS forms and reports, and more. The workshop aimed to provide valuable information and resources for student employment at the University of Oregon.

• Student Employment
• Workshop
• Federal Work-Study
• UO Work-Study
• Student Resources

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1. Student Employment Workshop Regular Student Employment Federal Work-Study UO Work-Study

2. April 30th, May 1st& May 3rd, 2018 Presented by Holly Cook, Student Payroll Specialist Kaira Chandler, Financial Aid Program Specialist

3. Agenda - Posting & Managing Student Jobs - Employment Policy & Procedures - Student Eligibility - Hire/Rehire/Terminate - Corrections/Updates - HRIS Forms & Reports - FWS & TECHWK/UOWS Awards

4. Student Payroll Resources Banner Guide for departments bg.uoregon.edu -> HRIS -> Student Business Affairs for employees ba.uoregon.edu -> Payroll -> I m an employee Payroll Deadlines paperwork, pay period and pay day bg.uoregon.edu -> HRIS -> Payroll Calendar

5. Student Employment Timeline - Position Description - Recruitment - Determine Eligibility - Hire - Updates & Changes - Adding a job - Termination

6. Duck Connect career.uoregon.edu -> Employer Resources - Departments have control over posting and updating job information Meets federal requirements to have position description on file for Federal Work-Study jobs - Contact: Career Center 346-3235 career@uoregon.edu

7. Employment Eligibility - Enrolled & actively seeking a high school or college/university degree 8 credits : Undergraduate (or semester equivalent) 5 credits : Graduate/Law students High school students submit Statement of Enrollment (SOE) or class schedule. No transcripts. Non-UO enrolled student employees must submit enrollment verification each term - - - -

8. Student Employment Policies and Procedures hr.uoregon.edu -> Recruitment -> Hiring Faculty and Staff -> Hiring Students -> Policies and Procedures - - - - - - - Equal Opportunity Policy Eligibility Classification and Wage Rates Payroll Guidelines Hiring Procedures On-the-job Injuries Layoff, Termination and Grievances

9. Student Approvals Payroll Approval - Free Term - One Term Past Graduation - One Term Prior to Enrollment Email Holly Cook hcook@uoregon.edu HR Approval - Wage > $16 per hour - Under Enrollment Email Jenna Rakes jrakes@uoreogn.edu

10. Hours of Work - Maximum of 25 hours per week for U.S. Citizen Student employees - Maximum of 20 hours per week for International Student Employees based on terms of their visa - 25 or 20 hours per week is the maximum total for all jobs across campus

11. - .49 GEs are NOT eligible for any additional student employment - GEs < .49 are limited by FTE throughout contract dates to 20 hours per week inclusive of their GE appointment - ex. .40 GE can only work 3 hours per week

12. Hire/Rehire - New Hire Packet - SEF - W-4 - I-9 and copies of supporting documents - Rehire - SEF - W-4 (if changes)

13. Additional Documents for RA / NRA Resident Aliens Copy of Permanent Resident Alien Card USCIS I-551 (aka Green card) Non-Resident Aliens UO-NRA I-94 Departure Record I-20 if F-1 visa DS-2019 if J-1 visa & J-1 Attachment Letter (from Office of International Affairs) if J-1 visa IRS 8233 & 8233 Attachment Letter if from a tax treaty country SSA-7028 if providing social security card receipt

14. RA / NRA I-9 Documents Typically Presented Resident Aliens Permanent Resident Alien Card USCIS I-551 (aka Green Card) Non-Resident Aliens Passport I-94 Departure Record I-20 if F-1 visa DS-2019 if J-1 visa Not for I-9 purpose, J- 1 Attachment Letter from OIA is also required

15. Additional Documents for NRA hire If employee is new, they will also need: - UO-NRA (required beginning of every calendar year for tax treaty country) - SSA-7028 - If submitting copy of social security card receipt - IRS Form 8233 & 8233 Attachment Letter (also required beginning of every calendar year for tax treaty country) Forms from Office of International Affairs - F-1 Social Security Verification Form - International.uoreogn.edu -> International Student & Scholar Services -> Current Students -> F-1 Employment Options -> Social Security Number - J-1 Social Security Verification Form - International.uoreogn.edu -> International Student & Scholar Services -> Current Students -> J-1 Employment Options -> J-1 Social Security Number - J-1 Student Work Authorization Form - International.uoreogn.edu -> International Student & Scholar Services -> Current Students -> J-1 Employment Options -> On-Campus Employment

16. Updates & Changes - Submit with a SEF - Status change (BUOSRG/BUOSNS) - Pay Rate - Labor Distribution - Termination (no pay owed) Submit an EPAF via NOAEPAF in Banner - Pay Rate - Labor Distribution - Termination (no pay owed) Submit Spreadsheet or Roster - For multiple students with the same update - Must be signed by department - -

17. - Students should make the following updates: - DuckWeb - Address - Direct Deposit - Submit document to Payroll - Name Change - W-4 update - SSN - Address - Direct Deposit

18. HRIS Forms Bg.uoregon.edu -> HRIS -> Forms - Hire Packet - All forms in hire packet are also available individually - Earnings Request form (ERF) - One time payment during time entry window - Manuel Check Request (MCR) - Missed time entry, termination, First pay check - Payroll Accounting Adjustment (PAA) - Redistribution of past pay - Banner Forms - Listed with descriptions

19. Banner Forms To Hire/Rehire - - - PWIVERI Employee and Job Verification form RSACWSE Work-Study Query Form SQASMRY verify enrollment/credit hours by term Prior to Time Entry Reports - PWIPAYR - Student Roster - Student Employee Credit Hours - Work-Study Time Entry - PHAHOUR

20. Federal Work-Study & UO Work-Study - Award is the total dollar amount - 25/75 split - 25% of award paid by department plus OPE - 75% of award paid by work-study - Job descriptions must be in Duck Connect

21. FWS/UOWS Awards - Enrollment: 1 credit - RSACWSE - Awarded by term - Fund description and amount paid - Free term and Term Past Graduation cannot be paid with work-study awards

22. FWS/UOWS during breaks - Not available Summer to Fall break - Spring to Summer Break - Only available for FWS - Must use remaining spring award - Must have been awarded Summer FWS - July Payroll (PHAHOUR) - Shift 1 for all July hours, new FWS index - Shift 2 for all June hours, old FWS index

23. FWS Codes Index will change July 1st of every year FWS Earn Codes: RWS, RW1 and RW2 First digit of each program code MUST match Fiscal Year 18/19 22419A 0CWSP 22419B 1CWSP 22419C 2CWSP 22419D 3CWSP 22419E 4CWSP 22419F 5CWSP 22419G 6CWSP 22419H 7CWSP

24. UOWS Codes Index should not change UOWS Earn Codes: RS3, RS4 and RS5 First digit of each program code MUST match PFIWS0 0CWSP PFIWS1 1UOWSP PFIWS2 2UOWSP PFIWS3 3UOWSP PFIWS4 4UOWSP PFIWS5 5UOWSP PFIWS6 6UOWSP PFIWS9 9UOWSP

25. Monthly Reconciliation - PWIPAYR - - - Awards CAN and DO Change - Avoid misuse of federal funds - PHAHOUR - Account code linked to earn code - When correcting index, must also correct account code Work-Study Work-Study Error Report

26. - Students may be employed by more than one department Departments must coordinate hours worked - Less than 25 hours per week - Avoid overpay of FWS/UOWS award Errors not corrected by Department will be corrected by FAO or Payroll - Pay may be moved to the corresponding Avoid by reconciling monthly PHAREDS - Electronically redistribute past pay - - - -

27. Payroll Redistributions - Payroll accounting adjustments limited to open quarter - January, February & March by May 4th, 2018 - April, May & June by July 9th, 2018 - July, August & September by November 6th, 2018 - October, November & December by February 6th, 2018 - Use a Payroll Accounting Adjustment form (PAA) or the Banner form PHAREDS - Submit PAA to Payroll for prior quarter adjustment with Dean, Director or Department Head signature - PHAREDS Class in MyTrack - https://uomytrack.pageuppeople.com/learning/1908 - Taught by Keri Bartow, 346-1101 - Deadlines - bg.uoregon.edu -> HRIS -> Payroll Calendar

28. Contacts - Holly Cook 346-1107 - hcook@uoregon.edu Kaira Chandler - kaira@uoregon.edu Kyna Burgett 346-1173 - kmbacon@uoregon.edu Jenna Rakes 346-2963 - jrakes@uoregon.edu - 346-1171 - -

29. Thank you for coming! Questions? Feedback