student payroll presented by karla desjardins kimberly duby cindy garrison
TRANSCRIPT
Student Payroll
Presented by Karla DesjardinsKimberly DubyCindy 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 RetentionDepartment 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.htm
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 positionSSN/Temp NumberCitizenship StatusStart & End DatesAuthorized amountKFS Code Job Code Pay RateU-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 checklistStudent 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 checklistStudent brings original forms of ID to Regional
campus contact Student completes section 1 of Form I-9 on or before
first day of workDepartment contact completes section 2 of Form I-9
within 3 business days of start of workDepartment 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 I-9, 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 pre-employment 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 JanuaryDeadline for Student Payroll Time Report Sheets
Friday of non-pay weekDeadline for the entry of the student hours in Focus
NOON on Friday of pay weekWINJA 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 ANDFocus Agreement Form
Please send manual sheets only once! Email, Mail OR FaxDuplicate timesheets can lead to overpayment!
Supervisors responsibilitySupervisors 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/StudentTimeReportSheet.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 RecordUse the online form (populate dates/total hours):
Employee ID numberHourly 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 recordedSubmit sick time during cycle sick time was takenSubmit 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.html
Do not send multiple copies of a formEmail, Mail OR Fax
Work Study Accounts CANNOT be used to pay sick time!Must have Student Labor account set up to pay
ePayUser ID
6 digit employee number located on pay stub “Find Employee Number” link on the ePay page
of the Payroll Department websitePassword (expires on first log in)
First 4 letters of your last name (all caps) and last 4 digits of your Social Security Number
System ProfileSet 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!
AdvantagesAvoid the inconvenience of manually depositing a
check each pay periodProtection against loss or theft of checksPayments are timely and reliableFunds 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?