1. Welcome!  Please turn off your Cell Phone!!!

2.  Financial Aid Office – Leslie Hammes, Christie Culp or Dee Dee Bohman  885-6312 or e-mail finaid-workstudy@uidaho.edu  Human Resources – 885-3638 or hr@uidaho.edu Today’s Agenda  Getting Started + Work History  Your Work-Study Award  Pay Rates + Job Referral  Work Schedule + Job Changes  Work-Study and Your Taxes  Human Resources + Payroll

3.  Getting Started  ALL Should have “Accepted” their Work-Study Award  ALL should have already selected a position via VandalWeb  After you select a position, Financial Aid will:  Reserve your job  Produce a Referral Form – available today!  Ensure all documents are complete upon receipt  Work History – You are establishing your work history  Treat your Work-Study job like any other employment  Be responsible – be sure to communicate with your supervisor  A good reference is a great addition to your résumé  You can be withdrawn from the Work-Study Program

4.  Work-Study is a set amount  You cannot earn over the total $ amount awarded  You may earn more in one semester than the other  Single semester awards are half the annual amount  Keep track of your total earnings – plan ahead for 9 months  Work-Study is awarded for Fall and Spring only, Summer work-study is not available  Pay Rates – Submitted by your Supervisor  Rates based on skills and experience  Comparable to Temp Help Rates & Subject to Approval  Not based on the number of hours you have to work  Hours per week = Award ÷ Pay Rate ÷ 32 weeks = Hours per week  Example: $2,000 ÷ $7.25/hr. ÷ 32 weeks = 8.62 Hours per week  Pay approximately $125 / Pay Period

5.  Take This Form To:  Contact + Department Info  Bottom Section:  Anticipated Start Date  Supervisor Authorization  Return to Financial Aid

6.  Go See the Supervisor listed in “Take this Form To” section  They will refer you to the supervisor for your position  Meet with your supervisor soon – bring your class schedule!  If you can’t find the supervisor, leave a note or check with Admin Asst.  Discuss the Job – Is this the job for you?  Set a schedule with the supervisor  Determine Anticipated Start Date  Complete I9 with Human Resources  Return to supervisor with Work Authorization Card  Show up when scheduled & be Ready to Work!  Inform Supervisor if you are unable to come in to work or are sick  You are only paid for the hours you work  No Vacation or Overtime with work-study

7.  You may change jobs if the 1 st one does not work out  Go Back to your Supervisor for other choices or review our online job directory for open positions  Carefully consider which job will work best for you – expectations and available hours  Fill out a Job Change Form – online @ www.uidaho.edu/financialaid  Form # 3  Pick up a new Job Referral the next working day @ Financial Aid office after 2pm

8.  Work – Study is Taxable Income  A W-2 will be available by January 31. It is mailed to all students – W2 Address (from I-9)  Option for Electronic W-2 (Highly Recommended)  You will include your Work-Study earnings on your tax return  Include earnings on FAFSA form – deducted via the “Additional Financial Information” section  Save your receipts – fees, books and supplies  You may be able to deduct these  All Grant / Scholarship aid in excess of expenses paid is taxable income – Form 1098T  Consult a Tax Consultant or the IRS for details about the Hope Scholarship and other possible education-related provisions – www.irs.gov and search for “Student”  HR Info – what you need to complete  E-Verify Contact Info, Work Authorization Card, I-9  Child Labor Form (if under 18) – Is anyone under 18?

9.  Use BLUE or BLACK ink only + mark through mistakes only once, then initial and date  Whoops DN 8-20-15 -Steps: 1.E-Verify – Contact Info + Marital Status 2.Our Inclusive Workplace (handout for you to KEEP) 3.W-4 and Direct Deposit – Online Setup Instructions (handout for you to KEEP) 4.I-9 Page 1 5.List of Acceptable Documents (Bring these with you to HR!) 6.Disclosure of Conflicts 7.Voluntary: Disability + Demographic

11.  One-page Handout with I-9 – Keep this with you!  NOTE: After EPAF (Electronic Personnel Action Form) is posted – there can be a delay  www.vandalweb.uidaho.edu  W4 – Deduction Status (typically = Active), Effective Date  Exempt only IF: 1.Last year I had a right to a refund of all federal income tax withheld because I had no tax liability AND 2.This year I expect a refund of all federal income tax withheld because I expect to have no tax liability  Direct Deposit – Need Routing # and Account #  Employee Information, Pay Information  Direct Deposit Breakdown (Must Have!)  Update my Direct Deposit  Select Payroll Deposit (if setup already)  Or choose “Add New Direct Deposit”  Fill out info, 100%

13. OR

14.  Your Department may also need:  Additional Forms or Signatures  Satisfactory Results from:Criminal Background Check or Driving Background Investigation  An Application?-An Interview?-Check References?  Your Supervisor will:  Get your info in our Payroll System, Verify Start Date  Sign your Referral Sheet (after Work Authorization Card) and Return to Financial Aid  Communicate Timesheet Deadlines  Review and approve electronic timesheet  You will need to:  Give your supervisor your referral sheet – Anticipated Start Date  Go to Human Resources  Verify I9, fill out Work Authorization Card  Take Work Authorization Card back to Supervisor  Referral sheet to Financial Aid  Record your hours using Web-Time Entry + Submit your timesheet ON TIME  Take the Our Inclusive Workplace Training

15.  When will I get my first Paycheck? $$$  2-Week Pay Lag – 1 st check two or more weeks after you submit your 1 st timesheet  Submit Timesheet by September 15 th – 1 st Paycheck = September 25  Many students do not get their 1 st paycheck until Late September – depends on I-9 and start of work  What is my timesheet?  You will use your timesheet to keep an accurate record of hours worked  University of Idaho uses online timesheet (Web Time–Entry)  VandalWeb under “Employee Tab” then “Payroll” – Note: After EPAF is posted  How do I know when to submit my timesheet?  If your supervisor does not communicate a timesheet deadline – Be Sure to ASK them!  How often do I submit my timesheet?  You will log your time in and out each day you work  Submit your timesheet every two weeks by the specified deadline

16.  What if the timesheet deadline is during a non-workday?  You are still responsible to submit your timesheet – even if you are not at work or school  Typically submit last day of work for that Pay Period – Thanksgiving or December break  What happens if I forget to submit my timesheet?  Your paycheck will be delayed  Timesheet must be created (Excel)  Your pay will be added to your next check  How will I get paid?  Sign up for Direct Deposit! – If not, printed check is mailed to address from I-9

17.  See the Work–Study Coordinator for:  Issues with your job that you have been unable to resolve with your supervisor  Changing jobs if you are unable to earn all of your award in your present position  Be Sure to re–apply for Financial Aid in JANUARY!  File your FAFSA yearly  Priority Deadline = February 15 th  If you Miss the Deadline  No Work-Study will be awarded  No Perkins Loan or SEOG Grant  Keep us informed of your current address: vandalweb.uidaho.edu  Personal Information / Address Menu  Then Update your Address(es) and Phone(s)  Update W2 Address if needed – fill out form @ www.uidaho.edu/payroll  select W2 Address Changes

18.  Proceed outside to pick up your Referral Sheet  Please make sure you pick up an I-9 Packet for HR