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Student Employment at the University of Oregon

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. Posting & managing student jobs

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Student Employment at the University of Oregon

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

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

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

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

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

  6. SJS Edit Job 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

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

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

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

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

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

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

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

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

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

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

  17. FWS/UOWS Codes Index Changing July 1, 2007 • FWS • Earn codes: RWS, RW1, RW2 • Index: TBA • Account: 10503 • UOWS • Earn codes: RS3, RS4, RS5 • Index: TBA • Account: 10504

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

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

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

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

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

  23. Thanks for coming! • Questions? • Feedback….

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