Bridget Schwartz The GW Career Center Student Employment 1922 F Street NW Suite 204 Washington, DC 20052 (202) 994 – 8046 gwired.gwu.edu/career fws@gwu.edu Mon ‐ Thurs 8:30am – 6:00pm Friday 8:30am ‐ 5:00pm
FWS Contracts FWS Program Dates Hiring Students Paying Students Terminating Students Questions???
FWS program for 09-10 ended May 1, 2010 FWS Participation Agreements for 10-11 have been mailed out to all departments that participated in 09-10 and are due ASAP. Forms are also available off of our website: http://gwired.gwu.edu/~career Email fws@gwu.edu with additional ???
1. Not discriminate on the ground of race, color, sex, national origin, or disability in accordance with Title IV of the Civil Rights Act, Title IX of the Educational Amendments Act and Section 504 of the Rehabilitation Act 2. Provide proper working conditions… 3. Not pay any student more or less than would be paid to any other person doing the same work… 4. Ensure that students keep you apprised of changes to FWS awards… 5. Monitor students’ FWS awards to avoid exceeding limits… 6. Terminate a student when FWS award limit is reached… 7. Receive EAF + I ‐ 9 receipt before initiating Hire form 8. Submit requests for student hires using the online Student Hire Application accessible through http://my.gwu.edu. Contact Student Employment or visit http://gwired.gwu.edu/career if you are unsure about how to make online hiring requests. Hiring online is mandatory.
9. Not allow any student to begin working until the departmental representative who initiated the hiring request and/or the student receive(s) an e ‐ mail confirmation from the Oracle system confirming that the student’s hire has been completed. 10. Provide professional direction and staff… 11. Assume complete responsibility for the conduct of employees… 12. Have a full ‐ time employee administer the FWS program… 13. Process payroll as instructed by GW Payroll Services (KRONOS) * Work weeks runs Sunday � Saturday… 15. Not pay less than minimum wage ($8.25) 16. Pay students only for hours actually worked… 17. Reimburse GW 25% of students’ wages… 18. Reimburse GW any legal fees for your failure to comply with applicable laws… 19. Maintain records for five years, including I ‐ 9 receipts, time and attendance records, and follow fiscal procedures prescribed by GW…
� FWS Student Jobs begin the first day of classes. (M) August 30, 2010 • � FWS Student Jobs are terminated on the last day of the pay period that includes that last day of class. (S) April 30, 2011 •
• On the surface: none, students work for you. • To the students: none, paycheck every other Friday. • Hiring processes differ : Account 51225 v. Account 51229 • Behind the scenes: Funding & accounting differs • To your department: amount you pay differs • With wage you pay 100% of student earnings • With FWS you pay 25% + 100% of “excess”
• Student prints & brings you the EAF • Student comes to the Career Center to fill out paper work • Student brings you copy of I ‐ 9 receipt • You & student sign EAF, copy for student and original for your files. • You initiate online Student Hire Application through your myGW portal • All necessary dept. approvals are electronically obtained. Application electronically routes to Student Employment. • WE ENTER DATA INTO BANNER • Online system e ‐ mails you that student hire is complete. • At this point the student is hired and can begin work.
• Student comes to the Career Center to fill out paper work • Student brings you copy of I ‐ 9 receipt • You initiate online Student Hire Application through your myGW portal • All necessary dept. approvals are electronically obtained. Application electronically routes to Student Employment. • WE ENTER DATA INTO BANNER • Online system e ‐ mails you that student hire is complete. • At this point the student is hired and can begin work.
• Accessed through myGW portal • Initiator + approvers must have Banner access • ISS will help you set up Approver Groups • ISS has developed a 13 ‐ min. online training module • SE will answer questions about the hiring process • ISS Help Desk will handle technical issues • Banner Security will handle Banner access issues
I-9 1. Hired Date versus Start Date 2. RETRO ACTIVE hiring. 3.
• Students MUST complete I-9 before starting work. o Only one exception: Student has worked for GW in the past three years. o Do not check the I-9 RECEIPT box online unless you have the seen the receipt. o Three days to file with Department of Homeland Security – University is audited annually.
� Students MUST MUST be hired BEFORE BEFORE working!!! Submitting the online hire is not enough. • Allowing student to work before official hire puts the University • and YOUR department at risk. System will send an email to the initiator and student to alert • that the hire has been completed. Pay checks are already delayed up to four weeks for new hires. • Allowing students to work before they are hired in Banner creates more work for everyone – Payroll, Timekeeper, Student Employment.
� Eliminate RETRO ACTIVE hiring. Students need to be hired in the Online Hire • Application within the current pay period or a future pay period. Be conscious of the Bi-weekly Payroll Calendar • http://www.gwu.edu/~payroll/calendar.html
• Fair Labor Standards Act (FLSA) o Must be paid within 10 days of the Pay period. o Current University Pay Schedule is set up at the 10 day mark. o Late time sheets exposes the University to unnecessary risk and delays pay to student. o Payroll is beginning to crack down on departments that are not fully utilizing KRONOS; i.e.: submitting paper timesheets and supplemental timesheets.
• Online Application: http://my.gwu.edu “Change In Status – Terminations” • Terminations are limited to “last date paid” or end of most recent pay period. • Term Reasons for Students: • End of Temporary Appointment • Resignation: Voluntary • If student committed a flagrant violation of University policy: Department must contact Employee Relations before terming for Cause… 994-9600.
GENERAL HIRING/PAYROLL Bridget Schwartz, x46459, baschwa@gwu.edu SPECIFIC/DETAILED HIRING or REPORTING TIME: Heidi Nielsen, x47978, hnielsen@gwu.edu Overall FWS program CHRIS ROY x46452, chrisroy@gwu.edu – but NOT hiring and payroll STUDENT EMPLOYMENT LINE: x48046 STUDENT EMPLOYMENT FAX: x46011 E ‐ MAIL INQUIRIES: fws@gwu.edu
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