employer information session 2013. student employment website ses.colostate.edu
TRANSCRIPT
Student Employment Services
Employer Information Session 2013
Student Employment Websiteses.colostate.edu
Employment Scams Awareness
Now is the time to post jobs!
New Pay Scale
Enrollment Requirements Admitted to degree-seeking program at CSU Registered by Census each Semester Student Hourly – At least 1 credit or Continuous
Registration Work-Study
• Undergraduate – At least 6 Resident Instruction Credits• Graduate – At least 5 Resident Instruction Credits
Summer – No enrollment required but must have attended spring and be returning fall, or a new admit for fall
STUDENT ELIGIBILITY - GENERAL
Student Employee Retirement Plan If not enrolled at least half-time, assessed
SERP/Medicare• Undergraduates – 6 credits minimum• Graduates – 5 credits minimum• Summer – 3 credits Graduate/Undergraduate
Enrollment checks:• Biweekly Payroll – every pay period end date (PPE)• Monthly Payroll – on the 15th of each month
STUDENT ELIGIBILITY - GENERAL
HIRING TIPS - GENERALImportant Dates
Required documents to send to Student Employment
Form I-9 Check I-9 Status on
Employment Tab of People Screen
Employment Verification Affirmation Form
Legible copies of required original documents
HIRING TIPS - GENERAL
SSA – 1945 Report Must collect SSA-1945 for every student
employee (send to Student Employment) We send reminder emails every pay period to
run the SSA-1945 report• If someone on your report is missing the SSA-1945, have
them sign & forward to Student Employment• If you are unable to reach the student due to graduation,
withdrawal, etc., please let us know
HIRING TIPS - GENERAL
Oracle Training and Assistance
Contact Carolee and Chris by email at: [email protected]
Training opportunities will be emailed out to the HR system user listserv when classes are available
HIRING & ORACLE TIPS
Create new concurrent assignment Do not change the employee qualifier• Student Hourly to Work-Study or vice versa
If Work-Study student is working over the summer, set up a concurrent hourly assignment
HIRING & ORACLE TIPS
Transferring Work-Study Assignments
Do Not transfer Work-Study to Hourly or Hourly to Work-Study
Hiring department initiates transfer• Previous department approves request• Refer to important dates for beginning of semester• Make effective on first day of pay period
Contact Student Employment to transfer from an Off-Campus Work-Study Agency
HIRING & ORACLE TIPS
Ending Assignments – Suspension Request
Personnel File Data Forms (PFD’s) OR Email Student Employment Services• Make sure request includes:
• Effective Date• Assignment Number• Requested Change
Note – Do Not use “Initiate Assignment Termination” for Work-Study or Student Hourly
ORACLE TIPS
Ending Assignments Assignments are systematically
ended for:• All Graduating Students• No pay for at least 18 months• Zero Credits at Census
To request reactivation, send PFD or Email with:• Effective Date• Assignment Number• Requested Change
ORACLE TIPS
WORK-STUDY TIPS
Work-Study Verification
Students can send email or print work-study confirmation.
REMINDER – Confirm Work-Study Award each academic year. Assignments stay active from year to year, so be sure to
verify student’s award each year. Obtain verification from student prior to beginning work. Monitor on work-study earnings report. Check with Student Employment.
Breakdown of Wages Employers pay 30% of
wages:• $750 per year on
$2,500 Work-Study Award
Work-Study covers the remaining 70%:• $1,750 per year on
$2,500 Work-Study Award
Fifty Percent Rule
Only 50% of a student’s Work-Study Award can be earned during the fall semester.
• Any earnings over this 50% will be billed to your Department as Time Entry Wages (TEW).
WORK-STUDY TIPS
REPORTS Work-Study Earnings by Department
• Should run this report every pay period• Displays students’ award amounts and amounts
earned• Changes to Work-Study awards reflected on this
report Expense Distribution Report
• Should run this report every pay period• Watch for email from Payroll• Confirms pay for your student employees• Confirms what is billed to your Department account
WORK-STUDY TIPS
Please sign and return these documents to Student Employment Services:
Memo of Understanding Compliance Review
Frank H. MartinezJillian ZucoskyKarri White
Phone – 970.491.5714 Fax – 970.491.1975 1065 Campus Delivery Email – [email protected] ses.colostate.edu
QUESTIONS?
TIPS FOR COMPLETING THE I-9
Shelly Lynch HRS Records
What’s new?
The I-9 itself-effective March 2013 Comprehensive instructions for both
employee and employer More space for List A documentation Form I-9 is two pages • Please photocopy as two-sided
Section 1-Employee Section
Must be completed by the employee on or before the first day of work Please provide a complete set of instructions to employee Must record a physical address. No PO Box, General Delivery, or work
address Enter “N/A” in fields left blank Corrections must be made by the employee only. Please do not use
white out. Simply cross out error, correct, initial and date Employee needs to choose one box to classify their status.
• Lawful permanent resident records Alien # only. No expiration date• Alien Authorized to Work needs to record quite a bit more
information. Expiration date frequently omitted• Employee signature and date is easier to see
Section 1-Employee Section
Section 1-Employee Section
Preparer and/or Translator Certification Only used when employee is unable to complete
Section1. Employer does not sign here
Section 2- Employer Section Must be completed within the first three days of employment. Now has more space for List A documents No white out should be used on corrections. Simply cross out,
record correct info, initial and date. Must provide your physical location. Please do not leave blank. Person completing the I-9 must also be the person completing
the EVAF Please no short cuts. Record info for all the spaces (document
title, issuing authority, number and expiration date if applicable) Note true issuing authority on SS Card, if used Only universally recognized abbreviations are allowed No over documenting Note space for employee name at top of Section 2
Section 2- Employer Section
Section 2- Employer Section
Certification section now more detailed Must match the person completing the EVAF If notary is completing the Form I-9, they should not include
seal
Section 3 – Updating & Reverification
This section is tricky because department doesn’t house original I-9
This section can be used, but we find it better to redo a new I-9 and EVAF
Employee still needs to do section 1 EVAF and copies needed for I-9 updates
What about my remote employee?
Can use a notary IF he/she will do the complete I-9, make copies of the documents, and sign EVAF
Can contact an HR person or supervisor at a peer institution or affiliated university to do I-9 for you.
Shelly Lynch—Manager, HR Records Unit491-0951, [email protected]
Foreign Tax Administrator – Haitao [email protected] http://busfin.colostate.edu/tax.aspx
Student Employment Office491-5714
Questions?
HIRING FOREIGN NATIONALS
Bob Loosley & Haitao Cao Foreign Tax Services
HR-PAYROLL UPDATES
Joanne RobelSara Lopez555 South Howes
Web-based information HRS Website
• http://www.hrs.colostate.edu
Employee Self-Service • ESS is accessed via the Campus Administrative Portal
(CAP)• (ESS) provides active CSU employees the ability to
review much of their personal HR-related information online
• All pay advices to employees are provided on-line through this site
PAYROLL UPDATES
Hourly Payroll Processing Information
• Available every other Thursday?• Multiple assignments• VISA• Timecard hand loads required info:
– Complete assignment number– Employee name– Account number– All required signatures are present– All figures have been validated and are clearly written– Designate if work-study or time entry wages– Pay period ending date is completed and accurate
PAYROLL UPDATES
Student Notes Changing from work-study to student hourly =
concurrent assignment Monitor work-study awards = automated distribution
update when limit is reached Payroll Training for Students
• What is a direct deposit form?• Why doesn’t CSU deduct Social Security?
o What is SERP?o What is Medicare?
• What is a W4 form?• What is a W2 form
o Importance of updating address information at year end and at graduation!
PAYROLL UPDATES
General Notes All original W-4 and direct deposit forms should
be sent to Payroll• Copies should be retained by the department.
Be aware of who you are paying on an hourly payroll• Track State Classified hourly employees
QUESTIONS?
PAYROLL UPDATES
THANK YOU FOR JOINING US TODAY