Introductions Jessica Hickernell JLD Coordinator/Assistant - - PowerPoint PPT Presentation

Student Employee Payroll Processors and Supervisors Training Series

Hiring Student Employees and Student Employment Policies Part I

September 22, 2015 Office of Student Employment Wingate Hall, Room 100

Introductions

• Jessica Hickernell

JLD Coordinator/Assistant Director Student Employment/Financial Aid

• Connie Smith

Manager of Student Employment Senior Associate Director of Financial Aid

Overview

• Hiring/Re-Hiring Student Employees

Student Employment Policies:

• Promotions/Raises
• Break Policy
• Child Labor Laws
• Confidentiality Policy
• Lump Sum Forms

**INFORMATION INCLUDED IN PACKET**

Hiring/Re-hiring Student Employees

• Determine Eligibility
• In order to be considered a student employee,

student must be enrolled or accepted in a degree- granting program AND

• Enrolled at least half time

Undergraduate Students Graduate Students 6 credits or more 3 credits or more OR 1 thesis credit

Hiring/Re-hiring Student Employees

• Determine Eligibility
• Exceptions:
• Students that are enrolled less than half-time in order to

complete graduation requirements may work as student employees

• Special permission is required for these students
• Non-UMaine Students
• Required to still be enrolled half time at whatever

institution they are attending

• Department is required to have student’s enrollment

verification on file

• Checking to see if a student is eligible for

Federal Work Study

– If students are eligible for FWS, they will be awarded in their Financial Aid – Students can verify that they were awarded by checking their Financial Aid Award on MaineStreet – You can send names and MS IDs to Student Employment and we can confirm if they were awarded, and if so how much they were awarded

Hiring a Student Employee

• Choosing the correct Job Classification

– Generic Job descriptions available at umaine.edu/studemp – As Pay level increases, responsibilities increase

Hiring/Re-hiring Student Employees

Hiring/Re-hiring Student Employees

• Choosing the Correct Wage

– Once you have chosen the appropriate Job Classification, you must now choose the appropriate wage

Step I Step II Step III Step IV Pay Level I 7.50 7.65 7.75 8.00 Pay Level II 7.60 7.75 7.90 8.15 Pay Level III 7.75 7.90 8.05 8.30 Pay Level IV 8.10 8.35 8.60 8.85 Pay Level V 9.45 9.70 9.95 10.20 Pay Level VI 11.25 12.25 13.25 15.50

Hiring/Re-hiring Student Employees

• Choosing the Correct Wage

– New Hires:

• Depending on the pay level associated with the job

classification, should start students at either Step I or Step II

– Returning Students:

• Need to take into consideration what the student’s wage the

last time they worked for you

• Required Paperwork

– As soon as a department hires a student employee, an authorization form needs to be completed – An authorization form is required for all new and returning students, each academic year and each summer that a student is working for a department – Multiple Positions

• If a student has multiple positions within a department, an

authorization for each position is required

Hiring/Re-Hiring a Student Employee

Hiring/Re-Hiring Student Employees

• Items that the Student Employment

Office Verifies:

• Enrollment
• Work Study Award and Amount
• Free Match
• Community Service
• Accounting Information
• Job title/Job Code/Step/Wage
• Signatures
• Last paycheck/I-9 status

If any of these items are missing or incorrect, Student Employment will call the Payroll Processor listed on the authorization. Once the Student Employment Office verifies this information, the authorization is sent to the Payroll Office, for the job to be Entered in MaineStreet.

Change Forms

• If a employer needs to make a

change to the student’s current position and a Student Employee Authorization Form has already been submitted, a Student Change Form will need to be completed.

• Effective Date: Adjust this if

you need to make retro changes

• Departments complete this

form, not students

Hiring/Re-Hiring Student Employees

• Federal I-9 Form

– The Federal I-9 form MUST be completed in person at the Office of Student Employment – Who needs to complete it:

• All new, first-time employees of UMaine
• Students who have not worked for the University in the past

12 months

– Students who must complete the I-9 must provide

• fficial documents proving identity and employment

authorization (list of acceptable documentation) – The Federal I-9 Form must be completed within 3 business days of the student’s first day of employment

Hiring/Re-Hiring Student Employees

• Federal W-4, State of ME W-4, and Direct

Deposit

– Students will be directed to complete these items on MaineStreet – Once a student is able to enter time for their job, they can go to Employee Self-Service and update their information – Students not enrolled in Direct Deposit will receive notification throughout the semester – Note about Direct Deposit: It usually takes 1 full pay period before a student’s Direct Deposit is set-up (once they set it up OR make a change) – usually a student’s first paycheck is a paper check

Hiring/Re-Hiring Student Employees

**INFORMATION INCLUDED IN PACKET**

Required Student Employee Trainings

• All Student Employees are required to complete

three separate trainings Hiring/Re-Hiring Student Employees

Training Name How Often it Must be Completed How to Access New Student Employee Training Once, Upon Hire Blackboard, Office

• f Equal

Opportunity Basic Safety Training Annually

sem.umaine.edu/safety-training,

Safety and Environmental Management Information Security Awareness Training Annually Blackboard, Office

• f Student

Employment

• A note about trainings:

– Once the student’s job has been set up in MaineStreet they will automatically be added to the New Student Employee Training and the Information Security Awareness Training on Blackboard. – If students are not seeing it, they can manually enroll in the trainings, similar to how they would courses.

Hiring/Re-Hiring Student Employees

• Promotions and Raises

– It is the employer’s responsibility to give their students pay increases – A student is eligible to receive a pay increase after working in the same department under the same job title for either: 2 consecutive semesters or the entire summer semester. – Once a student has worked for either of these durations, they are eligible for a step increase in pay. – The first increase in pay is considered the student’s Anniversary Date. The student is then eligible for a pay increase every year on their Anniversary Date.

Student Employment Policies

• Promotions and Raises

– EXAMPLE:

• Sally started working for the Financial Aid Office in Fall 2014
• Her starting wage was at Pay Level 1, Step 2
• She worked the entire academic year and was asked to

come back in the Fall 2015

• When the employer completes Sally’s authorization for Fall

2015 on August 30th, they will automatically step increase Sally to Pay Level 1, Step 3

• August 30th is now Sally’s Anniversary Date
• Every year Sally continues to work for Financial Aid, on

August 30th she will receive a step increase

Student Employment Policies

• Promotions and Raises

– All student employees are entitled to step increase if they continue with the same employer – Step increase means that the student is fulfilling their job description – If, as an employer, you don’t feel that the student has earned a step increase – bigger discussion should be had – If you have a question about the required step increase for a student, please call Jessica or Connie in Student Employment

Student Employment Policies

Break Policy When a student is scheduled to work for four or more hours, they are entitled to a break Student Employment Policies

# of hours scheduled to work Paid Breaks (15 min) Unpaid Lunch (30 min) Less than 4

• 4-6

(1)

• 6.5 – 8*

(2 options) (1) (2) (1)

• 8.5+

(2) (1) **INFORMATION INCLUDED IN PACKET**

• Paid breaks are 15 minutes long and are mandatory

for any student employee working over 4 hours in

• ne shift
• Multiple breaks cannot be scheduled back-to-back
• Supervisors should work with student to schedule

breaks and lunches at the beginning of a student’s shift

• A student can voluntarily opt to not take their 30-

minute lunch break – if this happens then the employer MUST have a signed break waiver on file

Student Employment Policies

• Maine Child Labor Laws must be followed when

employing high school students

– Specific guidelines for

• When Work Permits are required
• How many hours high school students are allowed to work
• How many days per week they are allowed to work
• The types of jobs that that high school students are

prohibited from doing

Student Employment Policies

**INFORMATION INCLUDED IN PACKET**

• Lump Sum Forms

– There may be special circumstances when a student is unable to submit hourly time as a regular student employee

• Example: nature of the job being performed, length of position,

location of job, source of funding

– In these cases departments may request to use a Lump Sum form to pay students – FSLA requires us to still know from department:

• How many hours the student will be working
• The equivalent hourly rate

– Lump Sums should not be used in place of regular student employment – All requests to pay a student in a lump sum will be considered on a case-by-case basis by Jessica or Connie

Student Employment Policies

• www.umaine.edu/studemp
• www.umaine/edu/hr
• Office of Student Employment

– Phone: 207.581.1349 – Email: student.employ@umit.maine.edu – Fax: 207.581.3261 – Wingate Hall, Room 100

• Payroll Office

– See website for specific Payroll contact person

Resources

• This training has been recorded and will be

posted to www.umaine.edu/studemp Questions and Answers