Employer Information Session 2013

Student Employment Website ses.colostate.edu

Employment Scams Awareness

Now is the time to post jobs!

New Pay Scale

Enrollment Requirements  Admitted to degree-seeking program at CSU  Registered by Census each Semester  Student Hourly – At least 1 credit or Continuous Registration  Work-Study Undergraduate – At least 6 Resident Instruction Credits Graduate – At least 5 Resident Instruction Credits  Summer – No enrollment required but must have attended spring and be returning fall, or a new admit for fall STUDENT ELIGIBILITY - GENERAL

Student Employee Retirement Plan  If not enrolled at least half-time, assessed SERP/Medicare Undergraduates – 6 credits minimum Graduates – 5 credits minimum Summer – 3 credits Graduate/Undergraduate  Enrollment checks: Biweekly Payroll – every pay period end date (PPE) Monthly Payroll – on the 15 th of each month STUDENT ELIGIBILITY - GENERAL

HIRING TIPS - GENERAL Important Dates

Required documents to send to Student Employment  Form I-9  Check I-9 Status on Employment Tab of People Screen  Employment Verification Affirmation Form  Legible copies of required original documents HIRING TIPS - GENERAL

SSA – 1945 Report  Must collect SSA-1945 for every student employee (send to Student Employment)  We send reminder s every pay period to run the SSA-1945 report If someone on your report is missing the SSA-1945, have them sign & forward to Student Employment If you are unable to reach the student due to graduation, withdrawal, etc., please let us know HIRING TIPS - GENERAL

Oracle Training and Assistance  Contact Carolee and Chris by at:  Training opportunities will be ed out to the HR system user listserv when classes are available HIRING & ORACLE TIPS

Create new concurrent assignment  Do not change the employee qualifier Student Hourly to Work-Study or vice versa  If Work-Study student is working over the summer, set up a concurrent hourly assignment HIRING & ORACLE TIPS

Transferring Work-Study Assignments  Do Not transfer Work-Study to Hourly or Hourly to Work-Study  Hiring department initiates transfer Previous department approves request Refer to important dates for beginning of semester Make effective on first day of pay period  Contact Student Employment to transfer from an Off- Campus Work-Study Agency HIRING & ORACLE TIPS

Ending Assignments – Suspension Request  Personnel File Data Forms (PFD’s) OR  Student Employment Services Make sure request includes: Effective Date Assignment Number Requested Change  Note – Do Not use “Initiate Assignment Termination” for Work-Study or Student Hourly ORACLE TIPS

Ending Assignments  Assignments are systematically ended for: All Graduating Students No pay for at least 18 months Zero Credits at Census  To request reactivation, send PFD or with: Effective Date Assignment Number Requested Change ORACLE TIPS

WORK-STUDY TIPS

Work-Study Verification Students can send or print work-study confirmation.  REMINDER – Confirm Work-Study Award each academic year.  Assignments stay active from year to year, so be sure to verify student’s award each year.  Obtain verification from student prior to beginning work.  Monitor on work-study earnings report.  Check with Student Employment.

Breakdown of Wages  Employers pay 30% of wages: $750 per year on $2,500 Work-Study Award  Work-Study covers the remaining 70%: $1,750 per year on $2,500 Work-Study Award Fifty Percent Rule  Only 50% of a student’s Work-Study Award can be earned during the fall semester. Any earnings over this 50% will be billed to your Department as Time Entry Wages (TEW). WORK-STUDY TIPS

REPORTS  Work-Study Earnings by Department Should run this report every pay period Displays students’ award amounts and amounts earned Changes to Work-Study awards reflected on this report  Expense Distribution Report Should run this report every pay period Watch for from Payroll Confirms pay for your student employees Confirms what is billed to your Department account WORK-STUDY TIPS

Please sign and return these documents to Student Employment Services:  Memo of Understanding  Compliance Review

Frank H. Martinez Jillian Zucosky Karri White  Phone –  Fax –  1065 Campus Delivery  –  ses.colostate.edu QUESTIONS?

TIPS FOR COMPLETING THE I-9 Shelly Lynch HRS Records

What’s new?  The I-9 itself-effective March 2013  Comprehensive instructions for both employee and employer  More space for List A documentation  Form I-9 is two pages Please photocopy as two-sided

Section 1-Employee Section  Must be completed by the employee on or before the first day of work  Please provide a complete set of instructions to employee  Must record a physical address. No PO Box, General Delivery, or work address  Enter “N/A” in fields left blank  Corrections must be made by the employee only. Please do not use white out. Simply cross out error, correct, initial and date  Employee needs to choose one box to classify their status. Lawful permanent resident records Alien # only. No expiration date Alien Authorized to Work needs to record quite a bit more information. Expiration date frequently omitted Employee signature and date is easier to see

Section 1-Employee Section

Preparer and/or Translator Certification  Only used when employee is unable to complete Section1.  Employer does not sign here

Section 2- Employer Section  Must be completed within the first three days of employment.  Now has more space for List A documents  No white out should be used on corrections. Simply cross out, record correct info, initial and date.  Must provide your physical location. Please do not leave blank.  Person completing the I-9 must also be the person completing the EVAF  Please no short cuts. Record info for all the spaces (document title, issuing authority, number and expiration date if applicable)  Note true issuing authority on SS Card, if used  Only universally recognized abbreviations are allowed  No over documenting  Note space for employee name at top of Section 2

Section 2- Employer Section

 Certification section now more detailed  Must match the person completing the EVAF  If notary is completing the Form I-9, they should not include seal

Section 3 – Updating & Reverification  This section is tricky because department doesn’t house original I-9  This section can be used, but we find it better to redo a new I-9 and EVAF  Employee still needs to do section 1  EVAF and copies needed for I-9 updates

What about my remote employee?  Can use a notary IF he/she will do the complete I-9, make copies of the documents, and sign EVAF  Can contact an HR person or supervisor at a peer institution or affiliated university to do I-9 for you.

 Shelly Lynch—Manager, HR Records Unit ,  Foreign Tax Administrator – Haitao Cao  Student Employment Office Questions?

HIRING FOREIGN NATIONALS Bob Loosley & Haitao Cao Foreign Tax Services

HR-PAYROLL UPDATES Joanne Robel Sara Lopez 555 South Howes

PAYROLL UPDATES

Hourly Payroll  Processing Information Available every other Thursday? Multiple assignments VISA Timecard hand loads required info: –Complete assignment number –Employee name –Account number –All required signatures are present –All figures have been validated and are clearly written –Designate if work-study or time entry wages –Pay period ending date is completed and accurate PAYROLL UPDATES

Student Notes  Changing from work-study to student hourly = concurrent assignment  Monitor work-study awards = automated distribution update when limit is reached  Payroll Training for Students What is a direct deposit form? Why doesn’t CSU deduct Social Security? o What is SERP? o What is Medicare? What is a W4 form? What is a W2 form o Importance of updating address information at year end and at graduation! PAYROLL UPDATES

General Notes  All original W-4 and direct deposit forms should be sent to Payroll Copies should be retained by the department.  Be aware of who you are paying on an hourly payroll Track State Classified hourly employees QUESTIONS? PAYROLL UPDATES