Student Employment at the University of Oregon Regular

Student Employment at the University of Oregon Regular Student Employment Federal Work-Study UO Work-Study

May 14 and 15, 2007 Presented by Kyna Burgett, Work-Study Coordinator Jen Sowins, Student Payroll Specialist

Agenda u Posting & managing student jobs u Employment Policy & Procedures u Student Eligibility u Hire/Rehire/Terminate u Corrections/Updates u HRIS Forms & Reports u FWS/UOSWP awards

Student Jobs System (SJS) http: //tembo. uoregon. edu/employers/ u Departments have control over posting and updating job information u Meets federal requirement to have position descriptions on file for Federal Work-Study jobs u Contact: Pat Ferris, Career Center u – 346 -3214 – jobs@uoregon. edu

SJS Departmental Management Page Open jobs are listed under Taking Applications u Closed jobs are listed under Not Taking Applications u Regardless of number of open or filled positions u

SJS Edit Job status information: Please regularly update Open Positions, Filled Positions, and Taking/Not taking applications Automatic posting information: Erase Posting start date and Posting end date when position closes

Student Job Fair Friday, September 21, 2007 u Now for ANY student job, not just Work. Study u Announcement emailed to all OAs, Deans and Directors in August u Follow-up announcement mid-September u – Post your jobs – Sign up for a table – Hire a student!

Student Employment Policy and Procedures u http: //hr. uoregon. edu/recruit/studen tpolicy. html u Equal Opportunity Policy u Eligibility u Classifications and Wage Rates u Payroll Guidelines u On-the-job Injuries u Layoff, Termination, Grievances

Student Payroll u http: //bg/hris/student/stupro. htm u Student types u Eligibility – HR Approval: Chris Lonigan, clonigan@hr. uoregon. edu – Free Term u Payroll Deadlines

Student Hire/Rehire u Position description and wage u New hire – SEF, W-4, I-9 & supporting documents, copy of Social Security card or receipt u Rehire and Add a Job – SEF, W-4 (if changes) u Termination – SEF or MCR (only one required)

Additional Documents Required Resident Aliens u Copy of Permanent Resident Alien Card, USCIS I-551 (i. e. , Green card, Permanent Resident Card, Alien Registration Receipt Card) Non-Resident Aliens u CO-NRA u I-94 Departure record u I-20 if F-1 visa u DS-2019 and J-1 Attachment Letter (from OIP) if J-1 visa u IRS 8233 and 8233 Attachment Letter if tax treaty country u SSA-7028

Making Changes to a Student’s Employee Record u Submit SEF – Status Change (Student/Non-System) – Pay Rate – Labor Distribution – Termination u Similar Changes for Multiple Students – Submit student roster (PWIPAYR) or spreadsheet u Student initiated – SSN – Name – Address - Direct Deposit - W-4

HRIS Forms u http: //bg. uoregon. edu/hris/forms/fo rms. htm u Hire Packet u Daily Time Record u Earnings Request Form (ERF) u Manual Check Request (MCR) u Payroll Accounting Adjustment (PAA) u Banner Forms

Banner Forms To Hire/Rehire u PWIVERI – Employee and Job Verification form u RSACWSE – Work-Study Query Form u SQASMRY or SFAREGQ – verify credit hours Time Entry u PWIPAYR – check student roster – verify credit hours – Work-study u PHAHOUR

Federal Work-Study UO Work-Study u 25/75 split – 25% of wage paid by department plus OPE – 75% of wage paid by award u Job descriptions must be in SJS u Enrollment: at least ½ time

FWS/UOWS Awards RSACWSE u First page: u – Award by term – Fund description and amount paid u Second page (click Next Block): – ACC vs. PEND vs. DECL – Verification – Holds – Tracking Req. Comp. – Satisfactory Academic Progress

FWS/UOWS Codes Index Changing July 1, 2007 u FWS – Earn codes: RWS, RW 1, RW 2 – Index: TBA – Account: 10503 u UOWS – Earn codes: RS 3, RS 4, RS 5 – Index: TBA – Account: 10504

FWS/UOWS during breaks u FWS/UOWS during break – Not available Summer to Fall break u Spring to Summer break – Only available for FWS – Must use remaining spring award – Must have been awarded summer FWS u July payroll – Shift 1 for all July hours, new FWS index – Shift 2 for all June hours, old FWS index

Monthly Reconciliation u PWIPAYR – Work-Study Error Report – Awards CAN and DO change u Avoid misuse of federal funds u Earn codes – Account codes linked u When correct index, must also correct account code

Monthly reconciliation: u Students may be employed by more than one department u Departments must coordinate hours worked – Less than 20 hours per week – Avoid overpay of FWS/UOWS award u Errors not corrected by Department may be corrected by FAO or Payroll

Year-End Reconciliation u Errors not corrected by the department in a timely manner will be corrected by FAO u Pay may be moved to the corresponding department index at 100% u Avoid this by reconciling monthly

Resources u Banner Guide http: //bg/hrisguid. htm u Payroll Office 346 -3151 u Jen Sowins 346 -1108 – jenni@uoregon. edu u Kyna Burgett 346 -1173 – kmbacon@uoregon. edu u Pat Ferris 346 -3214 – jobs@uoregon. edu

Thanks for coming! u Questions? u Feedback….