Student Employment Workshop

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Student Employment Workshop

• April 20, 2006
• I'm a great believer in luck, and I find the
  harder I work the more I have of it. --Thomas
  Jefferson

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Welcome!!

• Presenters
• Janelle Kilgore Financial Aid Office
• Pat Hanson Payroll Office

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Federal Financial Aid Programs

• Grants
• State Grant
• Pell Grant
• 4050 maximum for 2005-2006
• SEOG
• Campus-based
• Work-Study (FWS)
• Campus-based

• Loans
• Perkins Loan
• Campus-based
• Stafford Loan
• Subsidized
• Unsubsidized
• PLUS Loan
• Parents of undergraduate students

State-sponsored and Alternative Educational Loan
Programs are also available
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Student Employment Guide

• Online only!! www.financialaid.und.edu
• General Info
• Work Study
• Institutional
• Forms
• Supervisors
• Responsibilities

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Overview of Student Employment

• Institutional Jobs
• Funded by department with Earnings Code H01 and
  an account code
• Federal Work Study (FWS) Jobs
• Earnings Code H14
• 75 Federal funds, 25 UND matching funds
• Funds allocated by committee
• Allocation July 1 to June 30
• Each department has base amount
• Each department may request new ceiling

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FWS Student Allocation

• Not all students are eligible for FWS
• Student may only earn up to the amount awarded
  (I.E. 2200)
• Award based on students eligibility other aid
  received

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Posting Student Jobs

• Must be posted 3 days
• Fairness
• EEO Requirement
• Exceptions for Institutional
• Internships/CO-OPs
• Short term jobs
• One Time
• Less than 40 hours

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Posting Student Jobs

• Submit job posting requests
• www.financialaid.und.edu
• Click Student Employment Guide
• Listing a Position
• Fill out the paper form

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JOB CLASSIFICATION WAGE RATE

• Three Classes
• Considerations
• skill
• experience
• training

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Class I - 5.15 - 6.49

• Few special skills
• Little or no previous experience or training
• Minimum training required
• Routine work, little decision making
• Supervised

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Class II - 6.50 - 10.49

• Considerable training, experience or knowledge
• Specialized skills documented by a certificate or
  degree or years of experience
• Supervision is limited or has supervisory
  responsibilities

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Class III - 10.50

• Submit a detailed description of job
  responsibilities and necessary qualifications

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Institutional Employment

• Job Service ND will no longer be on campus
  starting July 1
• All questions or forms should be submitted to Dee
  Melby, Employment Clerk
• FA Office, 216 Twamley
• Box 8371
• 7-4411
• deannamelby_at_mail.und.nodak.edu

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Blue Card
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Interview Topics

• Clear Expectations
• Schedules
• Reliability
• Punctuality
• Confidentiality
• Dress Code
• Professional Behavior

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Reporting

• FA Office will be sending out reports to
  departments
• Beginning of the year Monthly
• After March every pay period
• Electronic format

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Payroll

• Types of Employees
• Workstudy Students that qualify and are
  approved by Student Financial Aid to receive
  Workstudy wages.
• Institutional Students that are taking gt 6
  Credits each semester during academic year or gt5
  Credits during summer session, or in Coop Program
• Non-Student Part-time Part-time employees that
  do not qualify for workstudy or institutional

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New Hire Process

• Follow Instructions on New Hire Process grid
• Applies to non-benefited employees that are
• New hires to the University
• New to your Department
• Changing Job Duties that would require new Job
  Code.
• Remember to terminate old position when changing
  departments or job duties.
• Review New Hire Process grid

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Terminating Employees

• Submit a Job Data Change form to terminate any
  employee that will no longer be working for your
  department. Forms can be submitted prior to
  term date, with the last date worked and the
  effective date as the day after last date worked.
  Do not wait and forget!
• Employees that are changing departments or Job
  Duties should be Transferred, rather than
  terminated on the Job Data Change Form

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Transition of Student Employees Between Academic
Yr and Summer

• The following situations will no longer require a
  Job Data Hire and Termination if same dept and
  same duties
• Workstudy to Institutional or Non-Student
  Part-time
• Non-Student Part-time to Institutional
• Institutional to Non-Student Part-time
• Institutional to Workstudy Only if the
  Institutional Position is set up on the DBT for
  Workstudy Funding

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Paperwork/Actions Still Required

• Workstudy Certification Card
• Institutional Referral Card
• Position Funding forms if Acct Code needs to be
  added to Department Budget Table
• Change Timesheets and Kronos to correct Acct Code
  and Earnings code (H01 for institutional or
  non-students and H14 for Workstudy).
• Review Student Transition Grid

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FICA Withholding

• FICA Federal Insurance Contributions Act
• 7.65 Social Security and Medicare
• Non-benefited employees with gt 6 credits per
  semester during academic year or gt5 credits
  during summer or in Coop Program do not have FICA
  withheld and Department is not charged FICA
• Benefited employees and students that do not meet
  the credit or Coop requirement above have FICA
  withheld (7.65) and department is charged 7.65

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UNEMPLOYMENT

• Based on the same criteria as FICA, departments
  will be charged an Unemployment Tax for any
  employees that do not meet the student criteria
• Unemployment tax is .32432 of the first 18,500
  of gross salary per employee (Maximum of 60.00
  per employee)

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Status Change

• Payroll Office will run a query each pay period
  that will indicate which employees are currently
  in the incorrect status student vs non-student
• Based on that query, Payroll Office will change
• FICA Status
• Unemployment Status
• Job Code
• Departments will see FICA and Unemployment
  charges for non-students on their reports.

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Reminders

• Submit paperwork as early as possible dont
  wait until the deadline.
• Turn in hard-copy Hourly and Salaried Reporting
  forms within two business days of the end of each
  pay period stress to employees how important
  this deadline is.
• Use correct Earnings Codes and Account Codes.

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Reminders Contd

• Review all Reporting forms for correct times,
  addition, totals, and signatures.
• When using a new Account Code for an employee,
  verify Account Code has been set up and that it
  has been added to employee position.
• Salaried employees default to Acct Codes on Dept
  Budget Table, Hourly employees can choose funding
  by entering funding on Hourly Reporting form.
• Department Contact should be listed on each form.

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Questions??

• Thank you for your participation!
• "Opportunity is missed by most people because it
  is dressed in overalls and looks like work."
  --Thomas A. Edison