Student Payroll Presented by Karla Desjardins Kimberly Duby Cindy Garrison Scholarship & Student Employment Contact Info Wilbur Cross Building Room 102 A unit within the Office of Student Financial Aid Services http://studentjobs.uconn.edu Main line: 486-3474, Fax # 486-6253 General Email: [email protected] Members of our Staff: Kimberly Duby, Assistant Director Cindy Garrison, Student Employment Officer Dana Novak, Temporary University Specialist Ashley Slater, Scholarships & Student Employment Administrator 6 Student Administrative Assistants Employment Guide Employment Guide Highlights Employment Verification Refer employment wage verifications to Renee in Payroll FERPA privacy requirements Student employment=Educational records Students must give parents access to disclose Student Employment information Meal Breaks Students working 7.5 hours or more MUST be offered a 30 minute meal break (unpaid) If student cannot leave work station, you MUST pay them for meal break Rest breaks at the discretion of supervisor Student Hiring Overview “Pay Rates” Effective as of 12/26/2014 Class Requirement Pay Scale Class I The position does not require a specific degree of skill or prior work experience. $8.70 Class II The position requires a reasonable degree of skill, prior experience and a fair amount of responsibility. $8.85 – 10.05 Class III The position requires a high degree of skill and entails an extensive amount of responsibility. $10.10 – 12.05 Class IV The position requires advanced skill, market/environmental demand, knowledge and/or training in a scientific, academic or specialized study. $12.10 – 27.40 Forms & Guides Student Hiring Overview Student Hiring Overview “Candidate Selection” Post jobs with Student Employment via JobX.uconn.edu Equal Employment Opportunity compliance = 2 week advertising requirement =University Policy No advertising requirement for returning employees Can begin interviewing before 2 weeks are up Narrow down candidates to decide who to interview Interview candidates Equity: Have standard set of interview questions Questions and requirements must relate to job duties in ad Make hiring decisions and communicate with candidates Student Hiring Overview “Candidate Selection” Nepotism Policy=University Policy Policy.uconn.edu Purpose: The employment or contracting for service of relatives in the same department or area of an organization may cause conflicts and serve as the basis for complaints concerning disparate treatment and favoritism as well as violations of the state’s Ethics statute. This policy is established to protect against such conflicts and complaints, and to provide for the ethical and legally consistent treatment of individuals with relatives seeking employment or who are employed by the University. Record Retention Department Responsibility Application (interviewed but not hired) including resumes, transcripts, interview materials - 2 years Timesheets – 4 years Student Employment file – 5 years Must receive authorization from University Archivist before destroying any records Policies/Best Practices Related to Employment Law Do not schedule students to work before pre-employment paperwork is complete! Student Employment will notify Payroll contacts of holds on payroll authorizations and reasons why student cannot work NOTIFY YOUR WORKERS OF OUTSTANDING REQUIREMENTS Contact Student Employment and/or Payroll immediately if there are authorization or timecard entry problems Always enter time worked on the correct timecard and by payroll deadlines Contact Student Employment and/or Payroll immediately if there are paycheck errors Progressive Discipline Verbal Warning-specifying what area needs improvement Written Warning-when further disciplinary action is required Contact Student Employment prior to issuing the written warning Dismissal-in the event the student fails to meet satisfactory standards of job performance Grievance Steps Informal It is hoped that both parties can come together to resolve the issue by communication If the student is not satisfied with the results of an informal hearing, they may ask a representative from the Student Employment unit to act as a mediator Formal Defined as, and limited to, a written complaint involving an alleged violation of a specific provision outlined in the Student Employment Guide Step 1: Upon receipt supervisor and/or department head will schedule a meeting within 10 working days. If grievant is dissatisfied with results, he/she may proceed to Step 2. Step 2: Grievant may appeal in writing to Assistant Director in Scholarships & Student Employment within 10 working days. Step 3: Grievant may appeal to Director of Financial Aid within 10 working days. This step is final and binding. Supervising Minors Whether they are paid or volunteering, must follow the Connecticut Department of Labor guidelines http://www.ctdol.state.ct.us/wgwkstnd/minors/wgminors.ht m There is a list of Prohibited Occupations and Places of Employment http://www.ctdol.state.ct.us/wgwkstnd/minors/wg18yrs.htm MUST follow non-UConn student hiring process for paid positions Student Hiring Overview “WINJA Entry” Enter payroll authorization in WINJA as soon as candidate accepts position SSN/Temp Number Citizenship Status Start & End Dates Authorized amount KFS Code Job Code Pay Rate U-box If confirmation page doesn’t show, log back in to insure that payroll authorization submitted Pre-Employment Paperwork and Form I-9 New student checklist Student brings original forms of ID to Scholarship & Student Employment unit (Payroll if International Student) Once the Form I-9 is complete, the student will receive a “green sheet” to show that s/he has been cleared to begin work. Only a check in the top box indicates the student has completed the process. After paperwork is completed, Student Employment releases hold on payroll authorization in Genesys (Payroll if International Student) Form I-9 is valid as long as there is continuous employment. International Student Hiring Students may NOT begin work until they have a green slip! Call Student Employment for Student’s SSN or temporary placeholder Enter the authorization in WINJA You will need Student’s SSN/Temporary Number, Status, Country and Expiration Date AND tell student to email [email protected] Student will complete Form I-9 & tax paperwork with Karla You must give the student the F1 Employment Verification letter so they can apply for SSN When in doubt contact Karla Form I-9: Regional Campuses New student checklist Student brings original forms of ID to Regional campus contact Student completes section 1 of Form I-9 on or before first day of work Department contact completes section 2 of Form I9 within 3 business days of start of work Department contact faxes Form I-9 to Student Employment for US citizens and US Permanent residents Department contact faxes Form I-9 to Payroll for International students Once Student Employment or Payroll receives Form I9, we release holds on payroll authorization in Genesys Form I-9 is valid as long as there is continuous employment Important Reminders Regarding Employment Law Federal law: Section 1 of Form I-9 must be completed and signed by student ON or BEFORE their first day of work (but not until after accepting job offer). Failure to comply with Form I-9 requirements can lead to fines ranging from $110 - $16,000.00. Federal and State Labor Laws: Employees must be paid in timely manner Incomplete authorization or incomplete preemployment paperwork = No timecard generated and no pay = Violation Dates and Deadlines Keep track of end dates! Process new authorizations prior to end date of previous authorization. Update the Winja and Focus Agreement Forms Annually by the end of each January Deadline for Student Payroll Time Report Sheets Friday of non-pay week Deadline for the entry of the student hours in Focus NOON on Friday of pay week WINJA Deadlines New Students – Monday of pay week by close of business Continuations – Tuesday of pay week by noon Timecards FOCUS timecards generate for students Generation Tuesday evening before the end of a pay period All holds on payroll authorizations must be released prior to timecard generation job May take up to 4 weeks from the entry of the Payroll Authorization to generate first timecard for new student Student must be entered into the State CORE payroll system prior to timecard generation job Enter hours on FOCUS timecards Data entry possible every 2 weeks Wednesday – Friday Usual deadline: Friday after payroll end date at noon Verify Work-Study balance on FOCUS timecard Time Cards Call or email Maribel immediately with FOCUS access issues. Be sure to have a back up person for Online Timecard entry! Subscribe to the Student Payroll and Student Employment listservs. When requesting Focus access, you need: Mainframe account AND Focus Agreement Form Please send manual sheets only once! Email, Mail OR Fax Duplicate timesheets can lead to overpayment! Supervisors responsibility Supervisors are responsible for the accuracy of their student’s timecards Time Card Corrected Timesheets Download the Student Payroll Time Report Sheet http://payroll.uconn.edu/forms/StudentTimeReportShee t.pdf List all hours worked in the pay period, including any previously submitted hours. Payroll will calculate the amount to be paid The deadline to submit corrected or late timesheets: Friday, Noon of a non-pay week Corrected timesheets should be faxed: Attention of Maribel Ortiz to 860-486-4296 Student Paychecks Direct Deposit statements available in ePay Pay for all student jobs lumped into a single check Students receive payment 2 weeks after hours submitted Paychecks – Thursday after 3:00 pm Direct Deposit – Thursday morning Checks routing determined by Section Code in Payroll system Stub going to a former employer? Contact Payroll to change Section Code Sick leave Public act No. 11-52 No sick hours can be enter on the student’s focus time card Students employees accrue 1 hr. of paid sick time for every 40 hrs. worked Eligible to use time upon completion of 680th hr. of work Can only use 40 hrs. per calendar year Sick leave can only be used in lieu of previously scheduled work hours Sick leave must be taken in 1 hr. increments For detailed information, visit Payroll’s website at http://www.payroll.uconn.edu/resources/dept_admin/student _payroll.html Student Sick Time Sick Time must be reported on the Student Payroll Sick Time Record Use the online form (populate dates/total hours): Employee ID number Hourly Rate (needs to be correct for pay period submitted) Sick time should NOT be entered into FOCUS! This is an official record - each sick day needs to be accurately recorded Submit sick time during cycle sick time was taken Submit one form per employee per job per pay period Student Sick Time Check balances in application prior to submitting form http://payroll.uconn.edu/PY/student_sick/StudentSick.htm l Do not send multiple copies of a form Email, Mail OR Fax Work Study Accounts CANNOT be used to pay sick time! Must have Student Labor account set up to pay ePay User ID 6 digit employee number located on pay stub “Find Employee Number” link on the ePay page of the Payroll Department website Password (expires on first log in) First 4 letters of your last name (all caps) and last 4 digits of your Social Security Number System Profile Set up system email address and forgotten password help question located under My System Profile Visit www.payroll.uconn.edu for ePay Training Tools, FAQs, ePay Help Request Form and the Find Employee Number function Direct Deposit Direct Deposit is strongly encouraged for all UConn employees, including your students! Advantages Avoid the inconvenience of manually depositing a check each pay period Protection against loss or theft of checks Payments are timely and reliable Funds from direct deposit payments are accessible earlier than the funds from checks Workers’ Compensation 101 What is workers’ compensation? Workers’ compensation is a mandatory program that pays medical costs and lost wages to full and part-time employees in the event of a work-related injury or illness. Who is eligible for workers’ compensation? All student labor and work-study students are eligible for workers’ compensation benefits, assuming the injury/illness occurs while in the course of their employment with the University. Who determines if an injury/illness is covered? The State contracts with a third party administrator to determine whether or not a claim is compensable under workers’ compensation. It is not up to the supervisor, employee, or anyone else at the University to make the determination. What to do when an injury/illness occurs? The State of Connecticut WC Program requires that an employee report a work-related injury/illness to their supervisor immediately. Any emergency medical treatment should be sought. Student Health Services can be utilized by STUDENTS only Area emergency departments or walk-in clinics Supervisors must work with the injured employee to complete the DAS First Report of Injury WC-207, within 24 hours of the incident. The form can be found on the Payroll website: www.payroll.uconn.edu Supervisors MUST accept all reports of injury from an employee and cannot deny an employee from filing a claim. What to do once the WC-207 is filled out? The supervisor must call the reporting hotline to report the injury/illness by calling 1-800-828-2717 (found underneath the signature line on the form) At the end of the call, you will be given a reference number which is placed in the upper left hand corner of the form You must send a copy of the WC-207 to the Payroll Department, Attn: Vivian Cadenhead Fax: 860-486-6510 Ubox: 1111 Time Lost from Work When an employee has been placed out of work, they may or may not be eligible for wage replacement benefits. It is imperative that a supervisor inform the WC Administrator in the Payroll Department if an employee is losing time from work as a result of their injury. This may impact how and if time is entered into FOCUS, so timing is very important! Restricted/Light Duty If an employee seeks medical treatment and is given light duty, ensure that they are working within their restrictions. The University is at risk if you have them performing tasks they are restricted from performing! Any medical forms that you receive should be sent to the WC Administrator in the Payroll Department. If the employee is given restrictions that you cannot accommodate, you must notify the WC Administrator. Summary Timeliness is critical in processing a claim. Complete the First Report of Injury; form WC-207 Call the reporting line Send the WC-207 and related medical documentation to the Payroll Department Being aware of your surroundings to ensure the safety of yourself and those around you! Work Study Split “25% Match” University departments are responsible for paying 25% of the earnings for Federal Work Study Students Departments provide their KFS # to Budget Office Budget Office will charge the 25% to the designated account Questions? Vivian Cadenhead, Workers’ Compensation Administrator [email protected] Phone: 860-486-2279 Fax: 860-486-6510 Budds’ Building, Room 339 http://www.payroll.uconn.edu Payroll Department Contact Info Budds Building Room 334 Payroll.uconn.edu Main line 486-2423, Fax 486-4296 Maribel Ortiz – Student Payroll Coordinator [email protected] Phone: 860-486-1139 Karla Desjardins – Payroll Supervisor [email protected] Phone: 860-486-5763 Questions?