Agenda Overview of hiring process Students Colonial Temps - - PowerPoint PPT Presentation

• Overview of hiring process
• Students
• Colonial Temps
• Non-Student Temporary Wage
• Regular Full time/Part time staff
• I-9
• Kronos
• Terms
• Q & A

Agenda

Student Hires

• Type of work:
• General office tasks including greeting clients, answering phones,

responding to email, checking VM, assisting staff members, IT functions etc.

• Temporary status of employment
• Federal Work Study (FWS) and Non- WS
• Main difference is the funding source

Office of Student Employment

(SEO)

Perform hire functions (I9, tax and payroll forms, creation of Banner employment record) for students in employee classes W1, W4 and W5. If you need to hire students into a class other than these, contact your HRCP for assistance.

Office of Student Employment Career Center Marvin Center, 5th floor 202-994-8046 gwse@gwu.edu, fws@gwu.edu http://gwired.gwu.edu/career

Federal Work Study

• Account 51225, Employee class W4 Federally funded, need-based
• 8.3% fringe fee is added to the 30% funded by the department
• There is a limit on amount students can earn (based on their award)
• You and student are responsible for tracking award balance
• Student can only have one FWS job at a time
• Funds can only be earned at pre-approved work sites
• All departments are eligible to hire FWS students but must complete the annual FWS

Participation Agreement first

• Student must bring you proof of FWS eligibility (EAF – employment authorization form)
• Refer to SEO for restrictions and federal guidelines
• ** There is no summer FWS program

Non-Federal Work Study

• Account 51229, Employee class W1
• Your department funds 100% of student’s earnings
• No limit on amount of pay or start/end date
• Includes all International students
• (F1 & J1 = maximum of 20 hours per week except during breaks) – contact ISO for

more information

• Students can work multiple jobs but may not exceed 40 hours of work per week
• If a student holds multiple jobs, s/he cannot exceed 700 hours worked per fiscal year
• Graduate students cannot work more than 20 hours per week except during breaks

Preparing to hire students

• Complete a FWS Participation Agreement (contact SEO for form)
• Confirm your access to the Online Student Hire

Application (access via myGW portal)

• Confirm your access to GWork (each job must have a job description and

be posted)

Finding student employees

• FWS Job Fair
• Online via GWorks
• Networking

Hire Sequence

• 1. Post your job in GWork (you can request not to display the position online by

adding "DO NOT POST" to the job title)

• 2. Interview students.
• 3. Make job offer.
• 4. Obtain and complete EAF if you are hiring a FWS student
• 5. Explain to your selected candidate he or she cannot begin working until the

process of hiring him or her as a university employee has been completed, which may include the I-9 verification process if a valid I-9 is not on file at GW.

• 6. Advise your candidate to watch email carefully for any messages from GW's

Oracle system - this is the sender's name that appears on student employment related messages regarding hiring status in Banner.

• 7. Submit a Hire Request to the GW Career Center through the Online Student

Hire Application

• 8. Request a background check when working with sensitive information

(i.e. finance, IT, Gwids ) and advise the student to watch for and respond immediately to an email from STERLING, the company with whom GW has contracted to perform background screens.

• 9. Student can begin working AFTER you and student receive an email

from the University’s Oracle system with the subject line “your employment record has been modified” 10.Orient and train employees; be clear about your expectations 11.Track hours; student employees must be paid for all hours worked 12.Monitor FWS award balances; if a student runs out of FWS award, you must either terminate the student’s employment or hire under a wage account 13.Terminate when student leaves your department, exhausts FWS funds,

• r leaves the University.

** NEW….you will now be expected to conduct a performance review for your students **

Student Responsibilities

 Provide you a copy of a current EAF  Go to SEO after you submit a hire form to complete important hire documentation (I-9, federal tax form, local tax form, direct deposit form)  Returning student workers do not need to go through this again unless something has changed  Students MUST be hired before they begin working. If not, you have to provide a retroactive hire justification on their hire form

Resources

 Student Employer Manual (distributed by Center for Career Services)  Student Hire Workflow Guide (located in Student Hire Workflow, main menu)  Student Hire On-line Training (located in Student Hire Workflow, main menu) http://www.gwu.edu/~set/SH/Student-Hire-Workflow-2007.html  International Services Office http://gwired.gwu.edu/iso

• Preferred GW vendors
• Cost savings to University and your department
• Available pool of candidates
• Administrative and Professional
• Department can view resumes; conduct interviews
• Complete Colonial Temp Job Request -

http://hr.gwu.edu/services - click Colonial Temps

Colonial Temps

Account 51226

• September 1, 2013 effective date
• Standardize process University wide
• Consistent steps – legal compliance and onboarding
• Branding new hires to GW
• Offer letter
• Orientation
• GWID
• Retention

Non Student Temporary Wage

(Not Research or Independent Contractors)

There are three key areas for compliance in monitoring hours worked by temporary employees:

• ERISA – Employee Retirement Income Security Act 1974 –

eligible for employer plan if works more than 1000 hours in the previous 12 months

• DC Sick leave 2008 – eligible for accrued sick leave if works more

than 1000 hours in previous 12 months (1 hour per 37 hours worked, max 7 hours per year.)

• Health Care Reform – 1/1/2015 – eligible for employer healthcare

coverage if works more than 30 hours per week.

Non Student Temporary Wage

Contact Client Partner to discuss need and options

Type of work, pay, start date, special requirements Candidate selected (any prior GW employment) May need to recruit applicants Hiring Representative completes the Temporary Wage Hire Form

Non Student Temporary Wage

Hire form – UHR website – Forms

• Basic information
• Matrix – drop down menu
• match job duties to equitable pay
• consistent across University
• up to hourly rate of $20
• ver $20 or specialized job (Comp reviews)
• Email requests to Emprisia

Non Student Temporary Wage

Skilled Support – 50%+ work performing functional administrative

work related to a specialized function; requires principal knowledge of the work (i.e. accounting clerk, computer/technical assistant, editorial assistant.)

Level of support:

III- Dean, Division, Senior Executive or several large departments II – Several departments, Manager, Executives I – One or few departments, Managers

Non Student Temporary Wage Matrix

Basic Support – 50%+ office and administrative functions in a variety

• f support services, basic processes and procedures (i.e. project

assistant, office or library assistant, receptionist)

Level of support:

III- Dean, Division, Senior Executive or several large departments II – Several departments, Manager, Executives I – One or few departments, Managers (receptionist always Level I)

Non Student Temporary Wage

Clerk – 50%+ work performing routine office or clerical duties,

recordkeeping, mail, filing (general office clerk)

Level of support:

III- Dean, Division, Senior Executive or several large departments II – Several departments, Manager, Executives I – One or few departments, Managers

Non Student Temporary Wage

Other - 50%+ work performing specialized and unique position for the

department that generally not administrative in nature (i.e. fine arts models, test graders, managing unique projects.) Requests are reviewed individually for appropriate placement related to the job description and commensurate wage.

Non Student Temporary Wage

Documents needed:

• Completed hire form
• Job description
• Resume
• Justification memo from Department Chair when rate is over

$20 or a specialized position (CP will discuss with you)

Non Student Temporary Wage

Client Partner will:

 obtain signature of Finance Director  Send documentation to Budget (position # and funding) (sends to Compensation if needed)  Send approved documentation to Talent Acquisition

Non Student Temporary Wage

Talent Acquisition will:

 Email the new hire with an offer letter, instructions to obtain GWID and complete 1-9 process, orientation date and link to background check  Complete hire – upload documentation to GW Documents

Non Student Temporary Wage

PA 7 – People Administration

• Discuss need with CP
• Job description
• Compensation review
• Posting

minimum qualifications – education & experience desired qualifications – industry knowledge, certifications, etc.

Regular Staff (FT and PT)

Selecting Applicants

 Meet minimum quals = candidate pool  Choose top 5 – interview top 3  Disposition – better description i.e. less relevant – how?  Completes (3) Telephone Reference Checks  CP submits Hiring Proposal to EEO for review (Equal Employment Opportunity)  Hire approved – CP notifies Department  Department confirms verbal offer accepted and start date

Regular Staff (FT and PT)

CP notifies Talent Acquisition Talent Acquisition - Emails the new hire with an offer letter, instructions to obtain GWID and complete 1-9 process, orientation date, biographical data form and link to background check (Sterling) Talent Acquisition notifies CP and candidate when background is cleared and new hire can start work

Background checks – generally 5 days – all hires will do criminal check; others related to position (Internal moves – new criminal check if more than one year since last background check)

Regular Staff (FT and PT)

Immigration Reform and Control Act 1986

• Verify eligibility to work in the US
• Maintain proper records
• Subject to fines and loss of federal contracts for non-compliance

Two step process

Section 1 – link provided in offer letter Section 2 – must be completed at FSSS within (3) calendar days of the hire date **

**new hire cannot work if not completed with 3 days of hire date

I – 9 Compliance

Non exempt staff and students Use time clock – accurate, efficient, paperless Legal payroll record Target 100% use of time clock in 2014

Kronos

Exit surveys – CP currently manages Provide resignation letter and leave record to CP Department completes CIS

 CIS Termination Form Guide

https://my.gwu.edu/files/cis/CIS_paper_1.pdf

Online process for University – January 2014

Terms

QUESTIONS?