Student Employment Workshop Rice University August 2015.

Student Employment Workshop

Rice UniversityAugust 2015

Workshop Team

•Kim Parr Payroll

•Paul NegreteOffice of Financial Aid

•Renee BlockRisk Management

Workshop Agenda

• How to hire a student worker• Rice Work or Federal Work-Study?• Overview of Federal Work-Study

Program• Timeframes• Important forms• General Instructions and Procedures• Questions and Answers

Purposes of Student Employment

• Career Development• Educational Experience• Personal Growth• Self Help• Resumé and Job Reference

How to Hire a Student Worker

• Advertise your position– Rice Job Board (http://jobs.financialaid.rice.edu) – Word of mouth or by other means

• Interview applicants • Complete the Student Personnel Action

Form (SPAF) or Electronic Personnel Action Form (EPAF)– Students must print SPAF from ESTHER

• Establish a work schedule • Provide a job description/ contact

information• Provide orientation of job duties

Rice Work or Federal Work-Study?

Rice Work Federal Work-study

Enrollment Enrolled at least ½ time Enrolled at least ½ time

Eligibility Financial need is NOT considered

MUST demonstrate Financial Need

Cost Dept. pays 100% of wages Dept. pays 40% of wages; 60% federal subsidy*

Earnings limit Based on departmental budget

Based on federal work-study award amount

Summer Availability YES NO

Simultaneous positions YES NO1 FWS position per student

Hiring Period Fall/Spring Fall/Spring

Overview of Federal Work-Study

• Earnings are limited to FWS award amount– Up to $2500 per year for all students with need.– Award may be reduced due to outside awards, changes in

eligibility, etc.

• Financial Aid will monitor FWS earnings – The department and student will be notified when less than

$300 of FWS eligibility remains. – Midyear notices

• If a student earns more than the FWS award, the department will be charged the overage.

• FWS students can hold only ONE FWS position at a time. – Terminate from prior position before being hired for a new

position– May hold multiple Rice work positions

Overview ofFederal Work Study

FWS Wages = $240.00

D12345 40% $ 96.00

R18820 60% 144.00

Total Wages 100% $ 240.00

Fin Aid Workshop 2009

If the wages are not split correctly, then a labor redistribution will be initiated. Labor redistribution requests should be accompanied by a comment to explain the reason for the labor redistribution.

Questions regarding labor redistributions should be directed to: Payroll ([email protected]) Administrative Systems ([email protected]) or Roxie Woodward (ext. 3228 or [email protected])

Payroll

Who’s Who at Rice Payroll?

Fin Aid Workshop 2009

Contact the Payroll Team at: [email protected] Phone 713-348-3410 or Fax 713-348-5181

Kim Parr Director of PayrollTammy Lewis Assistant Director of PayrollTim Reiland Payroll Specialist - B2/GR payrollKevin Rivas Payroll Specialist - SM payrollYvette Fuentes Payroll Assistant

Office Location

Fin Aid Workshop 2009

The Rice University Payroll Office is located on the 26 th floor of the Memorial Hermann Medical Plaza building which may be known as the “Rainbow Building”. We are located adjacent to the Lovett Residence College near campus. Our physical address is 6400 Fannin St., Suite 2650, Houston, TX 77030 and campus mail address is MS-71. Hours of operation are from 10am-4pm Monday through Friday.

Payroll Calendar

Payroll Calendars can be located by searching “Payroll Calendar” on www.rice.edu

Direct Deposit

AVAILABLE ONLINELog onto Esther.rice.edu Click on Employee tabClick Pay InformationClick Direct Deposit AllocationClick Add New Direct Deposit

Form W-4

AVAILABLE ONLINE Log onto Esther.rice.edu

Click on Employee tabClick Tax FormsClick W4 Tax Exemptions or Allowances

Note: If no W-4 information is submitted, withholding will be at the highest rate (single status & zero withholding allowances).

Form I-9

https://professor.rice.edu/uploadedFiles/Professor/Finance/Controllers_Office/Form-I-9-March-8-2013.pdf

• The Employment Eligibility Verification (Form I-9) is a U.S. Citizenship and Immigration Services form. It is required for an employer to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.

• The Immigration Reform and Control Act of 1986 (IRCA) required employers to verify that all newly-hired employees present "facially valid" documentation verifying the employee's identity and legal authorization to accept employment in the United States.

• Every employee hired after November 6, 1986 must complete a Form I-9 at the time of hire.

Form I-9, Section 1:Completed by Employee

After accepting a job offer, students must complete Section 1 of Form I-9 by no later than the first day of work. Note: Once the Form I-9 has been completed for a student, students will not need to complete a new Form I-9 as long as their student status has not changed.

Employee completes information and attestation under Section 1.

If employee is not a U.S. citizen, send the employee to Payroll with all of their immigration documentation (passport, Form I-20, Form I-94, green card, etc.). Please do not have these students work until confirmation is received from Payroll that the I-9 has been completed.

Employee signs and dates under Section 1. Note: The date must be the date that the employee completes the form.

Form I-9Acceptable Documents

• Provide the list of acceptable documents to the employee.

• Employers cannot specify which documents employees should present.

• Unexpired, original document(s), with the exception for certified copies of birth certificates, can only be accepted to satisfy the I-9 requirement.

• Employee can present either a List A document or a List B and a List C document.

• Review document(s) for authenticity.

• The document(s) must be presented by the employee within 3 business days from the first day of work.

Form I-9, Section 2:Completed by Employer

• It is strongly recommended for employees to present documents and employers to complete Section 2 on the first day of work to ensure compliance with I-9 regulations.

• Be sure to indicate the Employee Legal Name, which is located above the List documents.

• Complete the document section by providing all of the required information.

• Do not over-document as this is considered document abuse (i.e. List A and List B).

• Be sure to indicate the employee’s first day of employment and complete the requested information under Certification.

• Section 2 needs to be completed by the employer within 3 business days from the first day of work.

• Strike-through mistakes and initial/date corrections.

• Do not complete Section 3: Reverification and Rehires.

• Copies of the document(s) are no longer needed.

• Send completed Form I-9 to Payroll at MS-71.

Student Personnel Action Form (SPAF)

• Employee can access the SPAF from Esther.rice.edu under the Student tab.

• The SPAF must be completed by hiring department and student.

• Please make sure the student completes the correct SPAF for the appropriate program – Federal Work Study or Rice Work. The program is indicated on the form.

• Send the completed form to Student Financial Services in Allen Center, MS-12. Student Financial Services will then forward the SPAF to Payroll.

Student Personnel Action Form (SPAF)

Federal Work-Study

Note: Please be sure to indicate the WTE ORG on the SPAF. This determines the security the approver needs for time entry. Also, please be sure to indicate the contact person in case of

questions.

Position Code: R00000 Position Code: S00000

Rice Work

Electronic Personnel Action Form (EPAF)

• The Electronic Personnel Action Form (EPAF) is the online version of the SPAF.

• The EPAF process is available through Esther by selecting the Employee tab and then Electronic Personnel Action Form (EPAF). Note: This link will not appear for those who have not received training.

• Advantages of the EPAFo Fast turnaround – students are hired into Banner much quicker than the

paper process; students can report their work time soonero Reduces paper – environmentally friendlyo Visibility – the routing queue makes it easy to determine the status of the

EPAFo I-9 compliance – students are not hired into Banner until I-9 is complete;

reduces risk for penalty to Rice (will not occur until EPAF is mandatory)o Centralized I-9 process – departments will no longer be responsible for

completion of I-9s (will not occur until EPAF is mandatory)

• If you are interested in this process, please contact Payroll.

Web Time Entry (WTE)

• Students report their work time using Web Time Entry (WTE) through Esther.

• It is highly recommended for students to report their hours on a daily basis to ensure accurate reporting and payment of hours.

• Hours are to be reported by rounding to the nearest quarter hour (i.e. 7:10 a.m. to 2:58 p.m. = 7.75 hours).

• The reporting deadline for students reporting hours for each 2-week pay period is 11:00 a.m. on the Monday following the end of the pay period .

• The approving deadline is 5:00 p.m. on the Monday following the end of the pay period.

Fin Aid Workshop 2009

Web Time Entry (WTE)

Helpful Hints

•Be sure to assign a proxy so time can be approved in the approvers’ absence. This can be done through Esther by selecting the Employee tab and then Proxy Set Up (for Web Time Entry).

•If there are any org changes, make sure approver(s) has the security access for the WTE Org(s) by verifying this with Admin Systems. Then, contact Payroll to request approver access to the particular WTE Org(s).

•If an employee does not initiate his/her time entry, approver(s) will not be able to view the entry. Contact Payroll to initiate the time sheet if time needs to be reported after the employee deadline but before the approver deadline.

•Approvers can make adjustments to reported hours provided that the adjustments are to correct misreporting or underreporting of time.

Time Sheets

http://professor.rice.edu/Template_Controller.aspx?id=7013#payroll

• Time sheets are only to be used if students miss the reporting deadlines for submitting their time through Esther.

• Students need to use the correct time sheet (Federal Work Study or Rice Work) to ensure that the time is reported properly.

• Please print the Federal Work Study timesheet using yellow paper and the Rice Work time sheet using blue paper for Rice Work students.

• Timesheets will be paid on the next pay period.

• MUST COME TO PAYROLL – all Non-Fellowship students must complete the I-9 Form at the Payroll Office.

• Students need to bring their immigration paperwork (i.e. passport, Form I-20, Form I-94, green card, etc.) with them to Payroll.

• Please do not have international students start to work until confirmation is received from Payroll that the I-9 has been completed.

• Tax status will be determined by Payroll.

InternationalStudents

RiskManagement

Risk Management

• Off-Campus Errands – use of personal vehicle

• Rice’s auto liability insurance

• Rice’s general liability insurance

• Workers Compensation Insurance– Notify your supervisor immediately if injured at work– Complete a First Report of Injury Form and send to the

Risk Management Office, MS-670– Form is located at:

http://riskmanagement.rice.edu, workers compensation – Notify Risk Management if your work study student is

working abroad

Risk Management

Link to Report of Injury Form

Student EmploymentCampus Contacts

Fin Aid Workshop 2009

Payroll DepartmentMS-71O: 713.348.3410 F: 713.348.5181 E: [email protected]

Name Title Extension EmailYvette Fuentes Payroll Assistant 8084 [email protected] Rivas Payroll Specialist – SM payroll 3139 [email protected] Reiland Payroll Specialist – B2/GR payroll 3431 [email protected] Lewis Assistant Director of Payroll 3444 [email protected] Parr Director of Payroll 2576 [email protected]

Name Title Extension EmailPaul Negrete Assistant Director (Work Study) 5905 [email protected] Buck Financial Aid Assistant (Rice Work) 4181 [email protected] Lassus Quality Control Analyst (Job Board) 8038 [email protected]

Office of Financial AidMS-12O: 713.348.4958 F: 713.348.2139 E: [email protected]

Name Title Extension EmailRenee Block Director 4751 [email protected] Robledo Administrative Coordinator 5082 [email protected]

Office of Risk ManagementMS-670http://riskmanagement.rice.edu/

Questions & Answers

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