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Hiring Federal Work Study Students Human Resources HR 101 May 2, 2012
Hiring Federal Work Study Students
Human Resources HR 101
May 2, 2012
Michelle Renee Norflee Financial Administrator II
Student Financial Aid Office
Intent of the Federal Work Study Program
The FWS Program:
Provides undergraduate and graduate students an opportunity to work part-time and help pay for the cost of their education. Is available for students that have a financial need as outlined by Federal Work Study guidelines located on the UC Financial Aid website.
How Students Qualify for FWS
Complete FAFSA (Free Application for Federal Student Aide) on May 1st for the following year. (FAFSA is available January 1st.) Indicate their interest in obtaining FWS on FAFSA. Have an EFC (Expected Family Contribution) less than $5,100. Typical Award is $3,000 during the academic year (August-May) and $2,500 during the summer. Occasionally a reduced amount may be offered based on a student’s eligibility.
Eligibility and Enrollment
Funds are extremely limited. FWS is awarded on a first-come, first-serve basis. Enrollment is required to receive aid (with the exception of Summer FWS). If a student completely withdraws, they must cease working effective the date of the withdrawal. Students on academic suspension or if they have failed Satisfactory Academic Progress (SAP) are not eligible to receive Federal Aid.
Summer FWS Information
Summer FWS is awarded separately from the academic year. Students must complete a Summer FWS request to be awarded Summer FWS Funds. Summer FWS applicants can be found at www.financialaid.uc.edu.
Students do not have to be enrolled in summer courses, but they need to have completed a FAFSA from the previous award year.
Employer Responsibilities
There is no minimum number of hours that a FWS student must work. Students are not permitted to work more than 30 hours per week or during their scheduled class periods. Students cannot be paid below federal minimum wage ($7.70 per hour) beginning on January 1st, 2012. Employer sets the wage for the student.
Keep in mind that once a student earns the FWS amount allotted, they must cease working as a FWS student.
Returning Students
Renewing a Federal Work Study student’s recurring payment assignment is done via the PCR. Continuing from a currently active PCR (student worked during the summer): Use the Recurring Payments-Change function and update the end date to 06/30/2012 for the academic year.
Summer PCR dates would be 07/01/2012-08/18/2012. Last PCR expired (student ended employment with last academic year): Use the Recurring Payments-New function with appropriate work-study accounts and dates for 2011-2012.
Returning Students
If a termination PCR was previously completed – the student would need to be hired via People Admin. PCR is reviewed by the Student Financial Aid Office for FWS eligibility.
Be sure to enter the student’s M# in the “Comments” section of the PCR.
If the student is eligible for continued work study employment, the PCR will continue through the normal approval steps. If the student is not eligible for hire under work-study, the PCR will be returned to the initiator.
Federal Work Study Account Numbers 2011-2012
Fund (2011-2012) Fund (2012-2013) G180006 • FWS MAIN G180006 • FWS MAIN G180010 • FWS UCBA G180010 • FWS UCBA G180011 • FWS Clermont G180011 • FWS Clermont
University of Cincinnati • 2012-2013 Dates Summer 2012 • 06/18/2012 to 08/04/2012
Academic 2012-2013 • 08/27/2012 to 04/27/2013 Federal Work Study • 2012-2013 Dates FWS 2012 Summer • 06/09/2012 to 08/18/2012 FWS Academic 2012-2013 • 08/19/2012 to 04/27/2012
Don’t Forget
Post your 2012-2013 Federal Work Study positions as soon as possible!
It is the responsibility of the student and the department to make sure students do not exceed their awarded FWS amount!
The Student Financial Aide Office will assist supervisors and
students in monitoring earnings by alerting them via email when the student approaches the award allotment.
Mary Figgs Payroll Operations Assistant Director
Payroll & The FWS Program
About Us!
Payroll Operations strives to provide prompt and accurate payments to all employees of University of Cincinnati, while maintaining procedural integrity, accounting accuracy, and
compliance with state and federal regulations and university policies.
Payroll Processing/Calendar and Due Dates
•Calendar - 2012 •Calendar - 2011 •PCR/New Hire Processing Schedule (Biweekly) - 2012 •PCR/New Hire Processing Schedule (Biweekly) - 2011 •KRONOS Interface Schedule (Biweekly) - 2012 •KRONOS Interface Schedule (Biweekly) - 2011
KRONOS
•KRONOS Log-in •Getting Started with Workforce Timekeeper (User Guide) •KRONOS Pay Codes •KRONOS Request Form •Quick Tips •Teletime Instructions •WFC Telephone Number Request •Conversion Chart -- Minutes to Decimals •Time Entry Correction Form -- view completed sample here •User Group Meetings
THIS WILL CHANGE EFFECTIVE 07/22/2012
IMPORTANT LINK:
http://www.uc.edu/ucflex/trainingopp/ •http://www.uc.edu/content/dam/uc/af/financialpolicies/Docs/timekeeping_pol.pdf
KRONOS **Kronos hours are imported biweekly into SAP with an interface. Once the import is completed and if a Time Keeper needs to make changes to the time card, they must: Have the sign off removed (by calling 556-2451).
Only the approver can remove the approval.
The Time Entry Correction Form (TEC) form must be completed each week. --Under Reported - enter time the way it was reported --Under Should be - enter the time how it should be reported Print the Kronos changes with the corrections. Fax the TEC form and Kronos time card screen to 556-0242 or email to [email protected].
**This information will change.
My Paycheck is Wrong!...
Employees should be instructed to contact their Business Administrator or Supervisor!
Business Administrator should contact Payroll or Human
Resource Service Center!
Together we will get our employees paid!
Tiffany Smart Human Resources Generalist
Human Resources Service Center
Hiring a FWS Student
PeopleAdmin provides the ability to hire multiple students to the same requisition.
Allows up to 90 students It is not recommended to hire the same student to the same requisition more than one time
When hiring a work study student you may want to hire the candidate into a student worker position at the same time. ADVANTAGE: This will lead to an easy transition once the work study funds are exhausted and help to ensure the student receives accurate pay. DISADVANTGE: The department is billed for each Personnel Number (Pers #) used. Therefore you will be charged an additional fee for the additional Pers # assignment even if the student is not yet using it. Contact UCIT for more information.
Hiring a FWS Student
Establish the requisition in People Admin. Be sure that Michelle Renee’ Norflee and Shannon McDaniel’s names are listed in the Work Study Hiring Manager’s box on your requisition.
Verify a student’s FWS award prior to setting up an interview by requiring the student to attach the award offer in the documents section in People Admin. Log-in to People Admin to view applications of students who have applied. Conduct interviews.
Note: You can also ask a student for a copy of their financial aide offer or email Shannon or Michelle Renee’ to verify that a student has
been awarded FWS and has available dollars remaining.
The Hiring Proposal
Determining the Hire Date Review and utilize the Bi-weekly Orientation Calendar to ensure adequate time will be given so that information can be entered timely. Coordinate this date with the student. If payroll runs on this record prior to the student starting work, the hire date cannot be revised. This could effect the student’s OPERS waiver.
When completing the Recurring Payment section, be sure the grant information is current
Work study grant and fund numbers can be found on the left menu bar in People Admin under Work Study Accounts, on the Financial Aid website, and are sent via email by the Student Financial Aid Office each May for summer and the following academic year. Be sure that correct Begin and End dates are used
Review and modify the contact information for the Student Hiring Manager, especially if using an older requisition.
The Hiring Proposal
Helpful Hints!
“Hourly Rate” listed in the top section of your hiring proposal should only be 25% of actual pay (this is the portion of the wage paid by department).
“Amount” in “Recurring Payment” section should be 75% of pay (portion of wage paid by FWS).
Summer hiring proposals may require you to complete 2 “recurring payment” sections due to different grant codes The Wage Type for work study positions should be - Federal Work Study (WSR1). Note: To retain the information you entered, remember to Save and Stay on this Page before moving on to Hiring Complete.
Hiring Complete
Once the Hiring Proposal is complete (including date of birth and social security number), change the student’s status to ‘Hiring Complete.’
This notifies HR that your candidate is ready for the next step in the process. The Student Hire Report will print the following day for entry into UC Flex.
Generally, within 24-48 from this status change, the departmental timekeeper will be notified that the student’s information has been entered into UC FLEX.
Barring any blackout dates such as payroll running.
When your student has been entered into the UC Flex, the OnBoarding process can begin…
OnBoarding OnBoarding is the standardized process to ensure that compliance documents
are received for all newly hired or rehired work study students. How to Onboard Your Student- The Manager’s Toolkit:
Visit the HR website at www.uc.edu/hr and select the Manager’s Toolkit
Select the New Hire Documents Checklist Follow the Employee Authorization to Work Process
Be sure to begin the “Employee Authorization to Work Process” after receiving the email confirming that the selected candidate’s information has been entered in UCFlex. Send students to University Hall, Human Resources or the Hire Center (during established time periods) to complete new hire paperwork
Note: Do not send the student to complete their hire documents until the student’s name has appeared in the new hire documents checklist.
OnBoarding Process: Students must complete the forms listed below
along with ORIGINAL, acceptable identification documentation with them on, or prior to their first day of employment.
Note: The student must not begin working until the new hire
form process is complete.
Required Forms: • Declaration of Material Assistance Form • Form I-9, Employment Eligibility Verification (list of acceptable documents shown on page 5) • Statement Concerning a Job Not Covered by Social Security - Form SSA 1945 (OPERS) • Ohio Ethics Law and Related Statutes Acknowledgment • OPERS F-3 Request for Optional Exemption as a Student (Not Required)
Nikki Roush Human Resources Generalist
Human Resources Service Center
OPERS Exemption Form Newly hired student employees may choose to waive contributing to OPERS.
Do not submit an Exemption Form unless the student is a new hire (has never worked for UC previously). Student hires only have ONE opportunity to waive OPERS.
Optional exemption is only available to student employees working for UC while enrolled in at least a ‘half time’ basis (5 hrs/graduate students; 6 hrs/undergraduate).
Co-ops are not eligible for exemption during work terms.
OPERS Exemption Form Newly hired students are provided with this Exemption Form (F3) as part of the Onboarding process.
There is no follow up for receipt of the form..
The form must be SIGNED by the student and RECEIVED by HR within 30 days of student’s initial HIRE DATE in UCFlex.
Forms that are not received within the 30 day window will not be processed. Forms are processed during the payroll period in which they are received, provided they meet the deadline. The 30 day window is an OPERS requirement, not UC’s!!
OPERS Exemption Form
The waiver is effective for the duration of the student’s employment status while a UC student, regardless of a break in employment (e.g., student does not work for UC over summer break). Except during intercessions between academic terms, OPERS contributions are started or stopped each pay based upon the student’s current enrollment status (from the student information system).
OPERS Exemption Form
For students who chose to contribute to OPERS or who missed the form submission deadline, refunds will not be granted until all the student employee’s assignments have ended and employment has been terminated.
Changing positions or departments within the university does NOT constitute termination of employment. Eligible students should be directed to OPERS for information about the refund process.
Important Reminders
Minimum wage is $7.70 for all employees.
Work Study 25% of the funds are provided by department, 75% funded via work study
A student that is being paid at different rates of pay in the same job must have two different assignments.
(Example: If a student is paid $7.70 to shelve books and $8.00 at the media
desk, they must have two separate assignments.)
Important Reminders A student’s record will be locked for payroll until the required compliance forms are completed and the student visits HR to submit original documentation. Employees are NOT permitted to work until these steps have occurred.
Be sure to periodically run the HR 155 Employee Locked Records Report. Re-hired employees will not show up in the Onboarding Checklist until their date of hire. There is no need to OnBoard employees who are currently working in other departments.
Final Thoughts/ Reminders
International students are not eligible for Federal Work Study.
Select appropriate status options in People Admin to notify employees that will not be considered for employment. Separate employees that are not returning or who fail to start.
Students not paid within 18 months will be automatically separated from the system.
Questions?
Contact Info
Lee Briggs (513)556-0368 Human Resources, Benefits [email protected]
Mary Figgs (513)556-4810 Payroll Operations
Shannon McDaniel (513)556-3505 Student Financial Aid [email protected]
Michelle Renee Norflee (513)556-3510 Student Financial Aid
norflemr.ucmail.uc.edu
Alecia Trammer (513)556-1225 Human Resources, Data Operations [email protected]
Human Resources Service Center (513)556-6381
