Student Employment Workshop

Rice UniversityAugust 2014

Workshop Team

•Tim DeFosse Payroll

•Paul NegreteOffice of Financial Aid

•Renee BlockRisk Management

Workshop Agenda

• How to hire a student worker• Rice Work or Federal Work-Study?• Overview of Federal Work-Study

Program• Timeframes• Important forms• General Instructions and Procedures• Questions and Answers

Purposes of Student Employment

• Career Development• Educational Experience• Personal Growth• Self Help• Resumé and Job Reference

How to Hire a Student Worker

• Advertise your position– Rice Job Board– Word of mouth or by other means

• Interview applicants • Complete the Student Personnel Action

Form (SPAF)– Students must print this form from ESTHER

• Establish a work schedule • Provide a job description/ contact

information• Provide orientation of job duties

Rice Work or Federal Work-Study?

Rice Work Federal Work-study

Enrollment Enrolled at least ½ time Enrolled at least ½ time

Eligibility Financial need is NOT considered

MUST demonstrate Financial Need

Cost Dept. pays 100% of wages Dept. pays 40% of wages; 60% federal subsidy*

Earnings limit Based on departmental budget

Based on federal work-study award amount

Summer Availability YES NO

Simultaneous positions YES NO1 FWS position per student

Hiring Period Fall/Spring Fall/Spring

Overview of Federal Work-Study

• Earnings are limited to FWS award amount– $2500 per year for all students – Award may be reduced due to outside awards, changes in

eligibility, etc.

• Financial Aid will monitor FWS earnings – The department and student will be notified when less than

$300 of FWS eligibility remains. – Mid semester notices

• If a student earns more than the FWS award, the department will be charged the overage.

• FWS students can hold only ONE FWS position at a time. – Must be terminated from position before they are hired into a

new position– May hold multiple Rice work positions

Overview ofFederal Work Study

FWS Wages = $240.00

D12345 40% $ 96.00

R18460 60% 144.00

Total Wages 100% $ 240.00

Fin Aid Workshop 2009

If the wages are not split correctly, then a labor redistribution will be initiated. Labor redistribution requests should be accompanied by a comment to explain the reason for the labor redistribution.

Questions regarding labor redistributions should be directed to:

Payroll (payroll@rice.edu)Administrative Systems (admsys@rice.edu) or Miten Beyene (ext. 6092 or miten.beyene@rice.edu)

Payroll

Who’s Who at Rice Payroll?

Fin Aid Workshop 2009

Reach us at: payroll@rice.edu 713-348-3410 or fax 713-348-5181

Office Location

Fin Aid Workshop 2009

The Rice University Payroll Office is located on the 26th floor of the Memorial Hermann Medical Plaza building which may be known as the “Rainbow Building”. We are located adjacent to the Lovett Residence College near campus. Our physical address is 6400 Fannin St. Suite 2650 Houston, TX 77030 and campus mail address is MS71. Hours of operation are from 10am-4pm Monday through Friday.

Time Frames

Payroll Calendars can be located by searching “Payroll Calendar” on www.Rice.edu

Student Direct Deposit Authorization Form

Link to Student Direct Deposit Form

AVAILABLE ONLINE•Log onto Esther.rice.edu Click on Employee tabClick Pay InformationClick Direct Deposit Allocation

• Only one account permitted

• Must be accompanied by official bank documentation with routing and account number (i.e. voided check)

Form W4

• This form is not mandatory for student employment.

• Make sure Form W4 is current • (i.e. 2014)

• Boxes 1, 2, 3, and 5 or 7 must be completed for form to be valid.

• In case of mistakes, print and complete a new form. Strikeouts or white out invalidates form. Link to Form W-4

AVAILABLE ONLINE Log onto Esther.rice.edu

Click on Employee tabClick Tax FormsClick W4 Tax Exemptionsor Allowances

I-9 Form

Link to I-9 Form

• The Employment Eligibility Verification Form I-9 is a U.S. Citizenship and Immigration Services form. It is used by an employer to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.

• The Immigration Reform and Control Act of 1986 (IRCA) required employers to verify that all newly-hired employees present "facially valid" documentation verifying the employee's identity and legal authorization to accept employment in the United States.

• Every employee hired after November 6, 1986 must complete an I-9 form at the time of hire.

I-9 Section 1For incoming Rice students who need to verify their employment it is very important that the individual knows that he/she must completely fill out section 1 of form I-9. Most students who will come in to complete an I-9 will most likely be looking at this form for the first time and it’s important that they understand the need to complete this form out correctly. Below here is a diagram which displays the correct way for section 1 completion.

Section 2:Completed by Employer

Acceptable Documents

Payroll will NO LONGER need the attached I-9 documents! Departments must send completed I-9’s to the Payroll Office

(MS-71).

Student Personnel Action Form (SPAF)

• Student can access SPAF from ESTHER.rice.edu

• Must be completed by hiring party and student

• Send to Office of Financial Aid in Allen Center, MS-12

(not Payroll)

• EITHER Federal Work Study or Rice Work programs are indicated on SPAF. Make sure student is completing correct SPAF for the program they are qualified for.

Please note that changes to this process are coming and will be clearly communicated to those impacted.

Student Personnel Action Form (SPAF)

Federal Work-Study

Please indicate the WTE ORG on the SPAF and contact person for this SPAF in case of questions.

Position Code: R00000 Position Code: S00000Rice Work

Time Sheetshttp://professor.rice.edu/Template_Controller.aspx?id=7013

Federal Work-StudyYELLOW

Link to FWS Timesheet

• Timesheet used by hourly student employees with Federal Work Study awards.

• Use YELLOW paper for FWS.

• Timesheets must be submitted by 10:00 AM CST on the Monday following the end of the pay period.

Time Sheetshttp://professor.rice.edu/Template_Controller.aspx?id=7013

Rice WorkBLUE

Link to Rice Works Timesheet

• Timesheet used by Rice Workhourly student employees.

• Use BLUE paper for Rice Work.

• Timesheets must be submitted by 10:00 AM CST on the Monday following the end of the pay period.

• MUST COME TO PAYROLL – all Non-Fellowship students must complete I-9 Form at Payroll Office.

• Non-fellowship students without SSN will be taxed 30% until SSN is received and all tax forms are signed.

• Substantial Presence Test will be determined by Rice payroll personnel.

InternationalStudents

Helpful Tips for Supervisors

• Ask all student hires if they have been awarded Federal Work Study

– If yes, confirm that they have only one FWS job

• Monitor hours worked

– Excessive hours

– Don’t overspend budget

• Evaluate job performance• Inform the Office of Financial Aid of termination• If interested in Web Time Entry, please email

payroll@rice.edu

RiskManagement

Risk Management

• Off-Campus Errands – use of personal vehicle

• Rice’s auto liability insurance

• Rice’s liability

• Worker's Compensation– Notify your supervisor immediately if injured at work– Complete a First Report of Injury Form and send to the

Risk Management Office, MS-670– Form is located at:

http://riskmanagement.rice.edu, workers compensation

Risk Management

Link to Report of Injury Form

Student EmploymentCampus Contacts

Fin Aid Workshop 2009

Payroll DepartmentMS-71O: 713.348.3410 F: 713.348.5181 E: payroll@rice.edu

Name Title Extension EmailDewana Arceneaux Payroll Tax Accountant 2532 da18@rice.edu Aanal Bhuta Payroll Specialist 4396 aanal.bhuta@rice.eduSandra Burton Payroll Specialist 3797 slburton@rice.eduKevin Rivas Payroll Specialist 3139 kbrivas@rice.eduTim Reiland Payroll Specialist 3431 tim.reiland@rice.eduTammy Lewis Assistant Director of Payroll 3444 tel2@rice.eduTim DeFosse Director of Payroll 2576 tdefosse@rice.edu

Name Title Extension EmailPaul Negrete Assistant Director (Work Study) 5905 paul.negrete@rice.eduJohn Buck Financial Aid Assistant (Rice Work) 4181 jjbuck@rice.eduDebby Lassus Quality Control Analyst (Job Board) 8038 dslassus@rice.edu

Office of Financial AidMS-12O: 713.348.4958 F: 713.348.2139 E: fina@rice.edu

Name Title Extension EmailRenee Block Director 4751 rab@rice.edu

Office of Risk ManagementMS-670http://riskmanagement.rice.edu/

Questions & Answers

How May We Help?