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: hrs_data_systems@mail.colostate.edu

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 VerificationStudents 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 – seserv@colostate.edu 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, Shelly.Lynch@colostate.edu

Foreign Tax Administrator – Haitao Caobfs_foreigntax@mail.colostate.edu http://busfin.colostate.edu/tax.aspx

Student Employment Office491-5714

Questions?

HIRING FOREIGN NATIONALS

Bob Loosley & Haitao Cao Foreign Tax Services

HR-PAYROLL UPDATESJoanne 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