1. Student Employment Services
On-Campus Employer Information

2. Topics Covered Meaningful Employment
Hiring Student Employees (Hourly & Work-Study)
SERP
Work-Study Tips
Employer Guidelines
JobX
Note: Most slides have additional notes added for clarity.

3. MEANINGFUL employment

4. MEANINGFUL EMPLOYMENT
Help us increase the quality of work-study employment opportunities by ensuring each work-study position is comprised of these 6 components:
Structure
Transferrable Skills
Richness of Role
Training
Mentorship
Evaluation/Feedback
Employment is a highly researched and enhanced college experience linked to student success. Thank you for your efforts!
Structure – Is the work-study position well-structured?
Transferrable Skills – What are the transferrable skills employees are expected to obtain by participating in your work-study opportunity?
Richness of Role – What is the degree of meaningfulness, richness of role that you expect each employee will experience?
Training – What is the training regimen?
Mentoring – What elements of mentorship exist for each employee?
Reviews – How frequent will feedback be provided for each employee?
In addition to the these components, the work-study employment opportunities you and your departments provide students have many positive benefits, for both employer and employee.
Specifically, for student employees:
There is ample and valid research showing that students working up to 20 hours per week on-campus have an enhanced college experience, which includes:
Higher GPA
Higher Retention
Establishing Successful Support systems
Thank you for your continued efforts to employ and train student employees to ensure that their employment experiences are both educational and memorable.

5. Hiring student employees

6. ELIGIBILITY FOR STUDENT EMPLOYMENT
Student Employees must be:
Admitted to degree-seeking program at CSU (Fort Collins)
Taking courses at CSU without admission is not degree-seeking
Registered by Census each Semester
Student Hourly Eligibility
At least 1 credit, Continuous Registration, or Planned Undergraduate Leave
Work-Study Eligibility
Undergraduate – At least 6 Credits
Graduate – At least 5 Credits
Summer
No enrollment required – However, must have intent to enroll fall, or be a new admit for fall.
Must be admitted to degree-seeking program at CSU-Fort Collins:
Most INTO students are not eligible for student employment
Colorado School of Public Health students are not admitted to CSU; rather, they are admitted to University of Colorado (Denver) and taking some classes here at CSU
GUEST students are not degree-seeking
Contact us for help to verify the are degree-seeking
Registration does not necessarily mean they are degree-seeking
For Fall/Spring, registered by add/drop
Summer – No enrollment is required, but must have intent or be a new admit for the subsequent fall semester.
If the hire does not meet these criteria, must be setup as Non-Student Hourly (NSH) – please direct questions and paperwork to HR Records

7. Form I-9 SSA-1945 (SERP) Helpful Resources:
Required Hiring Forms must be submitted to
Student Employment Services
Form I-9
Check I-9 Status on Employment Tab of People Screen
If “Yes,” no form required if concurrent assignment.
With copies of original documents
SSA-1945 (SERP)
Helpful Resources:
I-9 Central (USCIS Website)
I-9 Handbook (USCIS Website)
Required Docs for every student hire:
Form I-9  check Employment tab to see if I-9 Status says Yes
Effective 08/10/2016, Affirmation of Legal Work Status Form no longer required.
Provide legible copies of original and unexpired documents.
Some Form I-9 Reminders:
Employee needs to fill out section 1 by the first day of employment, they can complete earlier if needed. 
Do not tell employees what documents they should provide, give them the list of acceptable documents.
Section 2 must be filled out within 3 days of the start date.
No correction tape/white out should be used.  Draw one line through errors, correct, initial, and date.
Issuing authorities are listed on the documents, on the bottom right for US passports, on the seal for SS Cards, and at the top of most foreign national documents.
Do not over document. Only make copies of the documents used to verify Identity and Employment Authorization.
Helpful Websites for the Form I-9:
The Form I-9 -
Handbook for Employers -
I-9 Central -
For additional assistance with Form I-9 questions, please contact

8. BACKGROUND CHECKS Mandatory for student employees.
A criminal history background check – Mandatory for:
All new hires
Continuing student employee moving into a position with sensitive condition
Motor vehicle check – Mandatory for:
is responsible for operating a University owned or controlled vehicle;
requires driving of children, patients, students, clients or others in a private vehicle; OR
requires renting a vehicle on a regular or routine basis to conduct University business.
If there is a 12 month (or greater) break in service and student is returning to a position that meets the sensitive condition criteria (see notes below).
Background checks are mandatory for all new student employees prior to offer of employment.
Continuing student employees only require a background check if:
The student is moving into a new position with sensitive condition (or DMV requirement) where one did not exist previously
The student is returning to a position where the break in employment was more than 12 months
Sensitive Conditions:
Sensitive information is defined as information or knowledge essential to the University’s mission and functions, the loss of which would have an unacceptable impact. Sensitive information includes, but is not limited to: personally identifiable information such as social security numbers, passport numbers, computer account/passwords, health/medical and health plan information, or information that would constitute an increased risk of identity theft including date of birth, or information of a personal nature known primarily by the individual such as mother’s maiden name, father’s middle name, etc., and any written communications regarding personnel matters.

9. Pay Scale
No cost of living raises for student assignments for
Merit raises can be given to students based on departmental policy throughout the year.
The current Compensation Plan can be found on our website,
If there is an applicable minimum wage increase for 2017, an will go out to the HRMS users listserv.

10. serp

11. What is Social Security?
What is SERP?
The Student Employee Retirement Plan is a state-mandated retirement plan requiring contributions from gross pay by all “eligible” student employees in lieu of traditional Social Security contributions.
What is Social Security?
Social Security is a federally mandated supplemental retirement system in the US.
CSU is NOT a Social Security Employer
Important: If CSU did not have SERP, a student would have to pay into Social Security.

12. Is participation in SERP mandatory?
Yes, unless certain conditions are met.
What conditions must be met to be exempt?
Summer
Undergraduate & Graduate Students – must be officially admitted as a degree-seeking student at CSU (Fort Collins) and enrolled at least half-time (defined as 3 credits) for a summer term running concurrently with your work schedule.
Fall & Spring
Undergraduate Students – officially admitted as a degree-seeking student and enrolled at least half-time (6 credits)
Graduate Students – officially admitted as a degree-seeking student and enrolled at least half-time (5 credits)

13. A retirement savings account will be established in the student’s name at TIAA/CREF for all SERP contributions.
When will a student have access to the money contributed to SERP?
SERP allows for a refund of contributions and any interest upon termination of employment AND departure from the University as a student.
Warning: If funds are withdrawn, those funds will likely be taxed as ordinary income in the year it is withdrawn and may also be subject to an additional 10% early withdrawal penalty.

14. Train Students on SERP Explain SERP when they fill out the SSA-1945
Make sure name and social security number are legible.
If we cannot identify the student, the form is shredded if the department cannot be determined.
Provide students the website about SERP:
Utilize the “SERP – Medicare Info Slides”

15. Assignments Terminated/Suspended
Assignments are systematically terminated for:
All Graduating Students 4-6 weeks after commencement
No pay activity for at least 12 months
Assignments are systematically suspended for:
Zero Credits at Census
Non-degree-seeking at Census
No pay activity for 4 months
To request reactivation, send to with:
Effective Date
Assignment Number
Requested Change
Termination
Graduation Termination
Process is run 4-6 weeks after commencement, or when a majority of degrees are conferred by the Registrar’s Office.
Fall Graduation – Process runs in late January
Spring Graduation – Process runs in late June
Summer Graduation – Process runs in mid to late September
No Pay Activity
All assignments inactive for 12 months are termed automatically on the 1st of the month the threshold is reached
Employers can run “Auto Suspend and Term Report” to identify which students are scheduled to be termed the following month
Suspension
Zero Credit Suspension
Process is run every fall and spring semester after Census
Picks up any Study Abroad students, zero credits students, or students not admitted to a degree-seeking program
An with instructions will be sent with every Zero Credit Suspension process to run your report
All assignments inactive for 4 months are suspended automatically on the 1st of the month the threshold is reached
All assignments inactive for 12 months are terminated automatically on the 1st of the month the threshold is reached
Employers can run “Auto Suspend and Term Report” to identify which students are scheduled to be suspended the following month

16. Work-study tips

17. Work-Study Awards Freshman Continuing Students
Must review Work-Study Terms and accept work-study award on RAMweb before award is “active.”
Accepted – Work-Study in Oracle to pay wages
Not Accepted – Work-Study award not in Oracle; dept billed 100% TEW
Continuing Students
Work-Study award continues to be accepted automatically and immediately available in Oracle
Work-Study Important Dates
It is important for all students to learn about important terms regarding work-study. This helps the student and employer.
Incoming Freshman need to review terms and accept work-study
If Accepted
Student has work-study award available and the award is loaded to Oracle
Student has the option to or print a work-study confirmation page for the employer prior to being hired
If not Accepted
Work-study is not available to them
Student cannot send confirmation of work-study award to employer
Subsequent years, award is accepted for them
Continuing students – no change; award is accepted automatically

18. Work-Study Options Need-based Work-Study Merit-based Work-Study
Students must show eligibility by completing the FAFSA.
If not automatically awarded, you can advise them to contact the Office of Financial Aid to see if they are eligible.
Students can be eligible for an increased award above $3000, dependent on available funding and their financial aid award.
Merit-based Work-Study
If not eligible for need-based work-study, students can apply for Merit-based Work-Study.
The award is job specific.
Supervisor must certify the application.
There are funding limitations.

19. Work-Study Awards Confirm Work-Study Award each academic year.
Work-Study 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.
Students can send or print work-study award confirmation from RAMweb (Remember: Freshman must accept award 1st).
You may also Verify in JobX, if accepting applications via JobX.
Monitor award status on work-study earnings report.
Student Employment will notify the Department Employment Coordinator, if award changes.
It’s important to confirm that a student has WS and can be done in two ways.
Student can it from RAMweb - or -
Student can print from RAMweb
Remember: Freshman students cannot print or work-study award unless they review and accept work-study terms first.
Work-Study Earnings report should be run every 2 weeks after payroll processes
Award limit and earnings monitored on this report
Also, a courtesy will be sent to the student and employer when a work-study award is reduced or canceled.

20. Work-Study Earnings Breakdown of Wages Employers pay 30% of wages:
$900 per year on $3,000 Work-Study Award
Work-Study covers the remaining 70%:
$2,100 per year on $3,000 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 is broken down by a 30/70 percent split.
Also remember students can only earn 50% of their annual amount in the fall semester.

21. Work-Study Assignments
Use Work-Study Assignment to pay all earnings!
You may pay all earnings (TEW & Work-Study) on the work-study assignment.
Indicate your intent to pay all earnings on the work-study assignment, regardless of work-study award, in the initial workflow set up and we will approve.
If a student has work-study, we will approve and earnings will automatically go to work-study split until the work-study is exhausted.
Once work-study is exhausted, all earnings will default to TEW.
If working in the summer, all earnings will be TEW.
Rather than set up two assignments for every work-study employee (one for hourly and one for work-study), you may set up and pay all earnings on one work-study assignment.
If the student has work-study, earnings will automatically go to work-study (70-30) split.
If the student does not have work-study, 100% of earnings will be TEW.
Indicate your intention to use the work-study assignment to pay both hourly and work-study earnings.
Important: If the student does not want to use their work-study award in your department, you must continue to set up a concurrent hourly assignment to pay TEW.

22. Transferring Work-Study Assignments
Important: Avoid changing Work-Study assignment to Hourly or Hourly to Work-Study
Hiring department initiates transfer in Oracle
Previous department approves request
Refer to important dates for beginning of semester
Best if effective date is first day of pay period
Only transfer Work-Study assignments (not hourly)
Can only have 1 Work-Study assignment and job at a time in Oracle
Do not change Work-Study to Hourly or Hourly to Work-Study
Important: If the student choose not to use their work-study assignment in your department, you must set up a concurrent hourly assignment to pay them TEW.

23. WORK-STUDY 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
Watch for from Payroll
Confirms pay for your student employees
Confirms what is billed to your Department account
Should run and monitor these reports after every Pay Period.
Watch for bi-weekly Hourly Payroll complete from HR Payroll.
If not monitored and a correction is requested at year-end, we may not be able to do it.
*** WS Earnings by Department report – anyone that approves timesheets in Oracle has access to run this report.
*** Expense Distribution Report – HR liaison’s can run for you and provide a printout.

24. EMPLOYER GUIDELINES
Please see our website for Employer Guidelines and links to important forms.

25. jobx

26. JobX – A Total Solution
JobX helps schools automate the job posting, hiring, and reporting process for students, employers, and administrators.
Job Posting Control
Customized employment applications
Work-Study award & class schedule
tools for communicating with students

27. How to use JobX Please refer to user guide on our website
ses.colostate.edu
How to use JobX Please refer to user guide on our website

28. Available on http://ses.colostate.edu/
JobX User Guide
Available on

29. If you will be employing Work-Study students in , please sign and return these documents to Student Employment Services:
Memo of Understanding
Compliance Review
Please scanned copies to or mail a copy to Student Employment Services, 1065 Campus Delivery

30. Oracle Training and Assistance
Contact HR IS Oracle Help Desk by at:
Nick Cummings
Karen Guy
Training opportunities will be ed out to the HR Users listserv when classes are available.
To join the HRMS_Users listserv, please a request to HR IS.

31. Hourly Payroll Questions can be directed to: Yodit Lulseged Yodit
Hourly Payroll Questions can be directed to: Yodit Lulseged

32. Future Training from SES
The Office of Financial Aid will be hosting a “Conference for Campus Partners” on December 8th, 2016.
Watch the HRMS Users Listserv for details regarding a session being held by Student Employment Services.

33. QUESTIONS? Jenny-Leigh Adler Karri White Jillian Zucosky
Phone:
Fax:
1065 Campus Delivery
Web: ses.colostate.edu
Reminders about what’s on our website:
Important dates
Employment Guidelines

34. YOUR HARD WORK WITH STUDENT EMPLOYEES!
THANK YOU FOR
YOUR HARD WORK WITH STUDENT EMPLOYEES!