Overview for Payroll Processors and Supervisors August 26, 2015 - - PowerPoint PPT Presentation

Student Employee Payroll Processors and Supervisors Training Series

Overview for Payroll Processors and Supervisors

August 26, 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

• Willow Sherwood

Assistant Director of Human Resources

• John Young

HR Payroll and Information Systems Manager

Overview

The Basics of:

• Finding Student Employees
• Hiring Student Employees
• Working With Student Employees
• Resources to Assist with Managing Student Employees

**INFORMATION INCLUDED IN PACKET**

Finding Student Employees

Step 1: Assess Your Needs – How many student employees will you need?

• How many hours per week will you need help?
• Do you need student employees with previous experience?
• How much supervision is required for the job?
• Are there age minimums for the job?
• How will you pay the students?
• Will the students be working with the community?

• How will you pay the students

– Regular = 100% Department – Federal Work Study = 75% FWS/25% Department – Free Match Funds = Funds to assist Departments with 25% portion

• Example:

If a student has $1000 in FWS. You expect them to earn the full amount over the AY. $750 will be charged to FWS and the Department will be charged $250.

Finding Student Employees

Step 2: Choose the Correct Job Classification

• Comprehensive list of Job Classifications for Employers
• Includes Job Titles and Job Descriptions
• All on-campus positions must be categorized based on this

list

• When posting jobs on CareerLink, the job title must coincide

with titles on the Job Classification List

**INFORMATION INCLUDED IN PACKET**

Finding Student Employees

Finding Student Employees

Step 3: Choosing an Appropriate Pay Rate

• Step system allows for fair, incremental annual raises

across departments

• Each position corresponds to a Pay Level
• Employers may start new student employees at either

Step I or Step II of specified Pay Level

• Pay Level VI jobs require approval from Student

Employment **INFORMATION INCLUDED IN PACKET**

Finding Student Employees

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

Finding Student Employees

Step 4: Announcing Your Job Opportunities

• Student Employment encourages all departments to post their open

positions on CareerLink

• Departments can login and post themselves OR have Student Employment

post for them

• To have Student Employment post:

– Email the following information:

• Department Name
• Contact Person (Full Name)
• Email Address
• Phone Number
• Mailing Address
• Job Title
• How to apply for position (resume, application, etc)
• Short description of job duties and responsibilities
• Hourly wage (if known)
• Desired Major (if applicable)
• Approximate hours per week (if known)
• Desired Start Date
• Position Type (Regular, FWS, Summer)
• Expiration Date

Finding Student Employees

**INFORMATION INCLUDED IN PACKET**

Step 1: Application and Interview Process

• Department can choose how they would like students to

apply

– Application, Resume, In-Person

• Department can choose style/extensiveness of interview

– Offering Skype Interviews, Questions to ask

*Keep in mind – this may be the first job that a student has applied/interviewed for

Hiring Student Employees

Step 2: Determining Eligibility

• Not every student at UMaine is eligible to be a

student employee

• In order to be considered a student employee,

the student must be:

– Enrolled or accepted in a degree-granting or certificate program AND – Enrolled at least half-time (for a semester)

Hiring Student Employees

• Half-time Enrollment is:
• Exception: Students who are enrolled less than half-time in order to

complete graduation requirements may work as student employees.

• Students who do not meet this criteria are not considered student
• employees. Your department may want to consider these students who are

not eligible for student employment for Temporary Employment. Contact HR for more information on initiating a Temp Employee.

Hiring Student Employees

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

• Non-University of Maine Students

– In order to be eligible for student employment, must meet the following criteria:

• Enrolled at least half time at another higher education

institution

• If attends high school – (If not 16, a work permit is required

by the superintendent’s office)

– Students from other colleges or who attend a high school must show proof of enrollment

• Departments are responsible for retaining enrollment

verification of non-UMaine students

Hiring Student Employees

• 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

Step 3: Complete Required Paperwork

• Student Employee Authorization Form
• Federal I-9 Form
• W-4’s and Direct Deposit

Hiring Student Employees

• Student Employee Authorization Form

– Student Authorization Forms need to be completed every academic year and every summer – The Student Authorization Form must be completed before a student begins working – Authorizations must be completed for both New and Returning Student Employees – It is important to complete the entire Authorization before submitting to Student Employment

Hiring Student Employees

**INFORMATION INCLUDED IN PACKET**

• Section 1 – Completed by the student

Hiring Student Employees

• Section 2 – Completed by Departments

Hiring Student Employees

• Section 3 – Completed by Departments

Hiring Student Employees

• Section 4 – Signatures

Hiring Student Employees

• How to send Authorizations

– Imaging Fax # - 207.561.3452 – Email – student.employ@umit.maine.edu – In-person – Wingate Hall, Room 100

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 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 Student Employees

**INFORMATION INCLUDED IN PACKET**

Step 4: Receive Confirmation/Next Steps

• After the Office of Student Employment

processes the Student Authorization form, payroll processors will receive an email

– Once the authorization is processed, it is sent to the Payroll Office for final processing. Depending on the time of year, it may take anywhere from 5 -10 business days for the job to appear in MaineStreet.

• Processing Timeline for Fall 2015

Hiring Student Employees

• If there is an issue with the Authorization or the

student’s work eligibility, departments will be called as the Authorization is being processed.

• We send out notifications on a weekly (during

peak times, we send out multiple notifications during the week) basis to both students and departments regarding missing I-9’s. Hiring Student Employees

Required Student Employee Trainings

• All Student Employees are required to complete

three separate trainings Working With 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.

Working With Student Employees

Entering and Approving Time in MaineStreet

• It is important that once a student’s job is set up in

MaineStreet, that hours worked are entered

– Department’s Discretion how that is done

• It is important that all hours a student has entered are

approved each pay period

• FY 2016 Payroll Schedule

**INFORMATION INCLUDED IN PACKET**

• Email notifications of unapproved time

Working With Student Employees

How Students Get Paid

• If time in MaineStreet is approved by the approval

date/time of the pay period, students will be issued a check

• If a student has signed up for Direct Deposit, the funds

will be deposited into their bank account

• If it is the student’s first paycheck, or if a change was

made to the Direct Deposit, will most likely receive a paper check

• Paper checks can be picked up at Student Employment

Office

Working With Student Employees

Maximum Hours Policy

• When School is in Session:

– Policy: 30 hours per week maximum – Recommended: 20 hours per week maximum – International Student Employee Policy: 20 hours per week maximum

• During breaks longer than 5 consecutive days:

– Policy: 40 hours per week maximum – International Student Employee Policy: 40 hours per week maximum

• High School Students under 18 – Maine Child Labor

Laws

• FWS cannot pay overtime

Working With Student Employees

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

# 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**

Pay Increases/Raises

• Student employees are eligible to receive a pay

increase after working in the same department, under the same job title for either:

– 2 consecutive semesters Or – Entire Summer Semester

• Once a student has worked for one of these

durations, they are eligible for a step increase Working With Student Employees

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.

• The following changes can be done on a Change

Form:

– An increase to the student’s step (hourly wage) – Changes to the Chartfield Combination – Changes to the student’s position type (FWS, Regular) – Changes to Free Match

Working With Student Employees

**INFORMATION INCLUDED IN PACKET**

• 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.xxxx – 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