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

 
Student Employment Workshop
 
Regular Student Employment
Federal Work-Study
UO Work-Study
 
April
 30
th
, May 1
st
 & May 3
rd
, 2018
 
 
Presented by
 
Holly Cook, Student Payroll Specialist
Kaira Chandler, Financial Aid Program
   
 Specialist
 
Agenda
 
-
Posting & Managing Student Jobs
-
Employment Policy & Procedures
-
Student Eligibility
-
Hire/Rehire/Terminate
-
Corrections/Updates
-
HRIS Forms & Reports
-
FWS & TECHWK/UOWS Awards
 
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
 
Student Employment Timeline
 
-
Position Description
-
Recruitment
-
Determine Eligibility
-
Hire
-
Updates & Changes
-
Adding a job
-
Termination
 
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
 
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
 
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
 
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
 
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
 
 
-
.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
 
Hire/Rehire
 
-
New Hire Packet
-
SEF
-
W-4
-
I-9 and copies of supporting documents
-
Rehire
-
SEF
-
W-4 (if changes)
 
 
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
 
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
 
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
 
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
 
 
 
 
-
Students should make the following updates:
-
DuckWeb
-
Address
-
Direct Deposit
-
Submit document to Payroll
-
Name Change
-
W-4 update
-
SSN
-
Address
-
Direct Deposit
 
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
 
 
 
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
 
 
 
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
 
 
 
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
 
 
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
 
FWS Codes
 
Index will change July
1
st
 of every year
FWS
Earn Codes: RWS,
RW1 and RW2
First digit of each
program code MUST
match
 
 
UOWS Codes
 
Index should not
change
UOWS
Earn Codes: RS3,
RS4 and RS5
First digit of each
program code MUST
match
 
 
Monthly Reconciliation
 
-
PWIPAYR
-
Work-Study
-
Work-Study Error Report
-
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
 
-
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
 
Payroll Redistributions
 
-
Payroll accounting adjustments limited to open quarter
-
January, February & March by May 4
th
, 2018
-
April, May & June by July 9
th
, 2018
-
July, August & September by November 6
th
, 2018
-
October, November & December by February 6
th
, 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
 
Contacts
 
-
Holly Cook
 
346-1107
-
hcook@uoregon.edu
-
Kaira Chandler
  
346-1171
-
kaira@uoregon.edu
-
Kyna Burgett
 
346-1173
-
kmbacon@uoregon.edu
-
Jenna Rakes 
 
346-2963
-
jrakes@uoregon.edu
 
Thank you for coming!
 
 
 
 
Questions?
 
 
Feedback…
 
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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

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