Student Employee Payroll Processors and Supervisors Training Series Hiring Student Employees and Student Employment Policies Part I September 22, 2015 Office of Student Employment Wingate Hall, Room 100
Introductions • Jessica Hickernell JLD Coordinator/Assistant Director Student Employment/Financial Aid • Connie Smith Manager of Student Employment Senior Associate Director of Financial Aid
Overview • Hiring/Re-Hiring Student Employees Student Employment Policies: • Promotions/Raises • Break Policy • Child Labor Laws • Confidentiality Policy • Lump Sum Forms **INFORMATION INCLUDED IN PACKET**
Hiring/Re-hiring Student Employees • Determine Eligibility • In order to be considered a student employee, student must be enrolled or accepted in a degree- granting program AND • Enrolled at least half time Undergraduate Students Graduate Students 3 credits or more 6 credits or more OR 1 thesis credit
Hiring/Re-hiring Student Employees • Determine Eligibility • Exceptions: • Students that are enrolled less than half-time in order to complete graduation requirements may work as student employees • Special permission is required for these students • Non-UMaine Students • Required to still be enrolled half time at whatever institution they are attending • Department is required to have student’s enrollment verification on file
Hiring a Student Employee • Checking to see if a student is eligible for Federal Work Study – If students are eligible for FWS, they will be awarded in their Financial Aid – Students can verify that they were awarded by checking their Financial Aid Award on MaineStreet – You can send names and MS IDs to Student Employment and we can confirm if they were awarded, and if so how much they were awarded
Hiring/Re-hiring Student Employees • Choosing the correct Job Classification – Generic Job descriptions available at umaine.edu/studemp – As Pay level increases, responsibilities increase
Hiring/Re-hiring Student Employees • Choosing the Correct Wage – Once you have chosen the appropriate Job Classification, you must now choose the appropriate wage Step I Step II Step III Step IV Pay Level I 7.50 7.65 7.75 8.00 Pay Level II 7.60 7.75 7.90 8.15 Pay Level III 7.75 7.90 8.05 8.30 Pay Level IV 8.10 8.35 8.60 8.85 Pay Level V 9.45 9.70 9.95 10.20 Pay Level VI 11.25 12.25 13.25 15.50
Hiring/Re-hiring Student Employees • Choosing the Correct Wage – New Hires: • Depending on the pay level associated with the job classification, should start students at either Step I or Step II – Returning Students: • Need to take into consideration what the student’s wage the last time they worked for you
Hiring/Re-Hiring a Student Employee • Required Paperwork – As soon as a department hires a student employee, an authorization form needs to be completed – An authorization form is required for all new and returning students, each academic year and each summer that a student is working for a department – Multiple Positions • If a student has multiple positions within a department, an authorization for each position is required
Hiring/Re-Hiring Student Employees • Items that the Student Employment Office Verifies: • Enrollment • Work Study Award and Amount • Free Match • Community Service • Accounting Information • Job title/Job Code/Step/Wage • Signatures • Last paycheck/I-9 status If any of these items are missing or incorrect, Student Employment will call the Payroll Processor listed on the authorization. Once the Student Employment Office verifies this information, the authorization is sent to the Payroll Office, for the job to be Entered in MaineStreet.
Hiring/Re-Hiring Student Employees Change Forms • If a employer needs to make a change to the student’s current position and a Student Employee Authorization Form has already been submitted, a Student Change Form will need to be completed. • Effective Date: Adjust this if you need to make retro changes • Departments complete this form, not students
Hiring/Re-Hiring Student Employees • Federal I-9 Form – The Federal I-9 form MUST be completed in person at the Office of Student Employment – Who needs to complete it: • All new, first-time employees of UMaine • Students who have not worked for the University in the past 12 months – Students who must complete the I-9 must provide official documents proving identity and employment authorization (list of acceptable documentation) – The Federal I-9 Form must be completed within 3 business days of the student’s first day of employment
Hiring/Re-Hiring Student Employees **INFORMATION INCLUDED IN PACKET** • Federal W-4, State of ME W-4, and Direct Deposit – Students will be directed to complete these items on MaineStreet – Once a student is able to enter time for their job, they can go to Employee Self-Service and update their information – Students not enrolled in Direct Deposit will receive notification throughout the semester – Note about Direct Deposit: It usually takes 1 full pay period before a student’s Direct Deposit is set-up (once they set it up OR make a change) – usually a student’s first paycheck is a paper check
Hiring/Re-Hiring Student Employees Required Student Employee Trainings • All Student Employees are required to complete three separate trainings Training Name How Often it Must How to Access be Completed New Student Once, Upon Hire Blackboard, Office Employee Training of Equal Opportunity Basic Safety Annually sem.umaine.edu/safety-training , Training Safety and Environmental Management Information Annually Blackboard, Office Security Awareness of Student Training Employment
Hiring/Re-Hiring Student Employees • A note about trainings: – Once the student’s job has been set up in MaineStreet they will automatically be added to the New Student Employee Training and the Information Security Awareness Training on Blackboard. – If students are not seeing it, they can manually enroll in the trainings, similar to how they would courses.
Student Employment Policies • Promotions and Raises – It is the employer’s responsibility to give their students pay increases – A student is eligible to receive a pay increase after working in the same department under the same job title for either: 2 consecutive semesters or the entire summer semester. – Once a student has worked for either of these durations, they are eligible for a step increase in pay. – The first increase in pay is considered the student’s Anniversary Date. The student is then eligible for a pay increase every year on their Anniversary Date.
Student Employment Policies • Promotions and Raises – EXAMPLE: • Sally started working for the Financial Aid Office in Fall 2014 • Her starting wage was at Pay Level 1, Step 2 • She worked the entire academic year and was asked to come back in the Fall 2015 • When the employer completes Sally’s authorization for Fall 2015 on August 30th, they will automatically step increase Sally to Pay Level 1, Step 3 • August 30 th is now Sally’s Anniversary Date • Every year Sally continues to work for Financial Aid, on August 30 th she will receive a step increase
Student Employment Policies • Promotions and Raises – All student employees are entitled to step increase if they continue with the same employer – Step increase means that the student is fulfilling their job description – If, as an employer, you don’t feel that the student has earned a step increase – bigger discussion should be had – If you have a question about the required step increase for a student, please call Jessica or Connie in Student Employment
Student Employment Policies Break Policy When a student is scheduled to work for four or more hours, they are entitled to a break # of hours Paid Breaks Unpaid Lunch scheduled to work (15 min) (30 min) Less than 4 - - 4-6 (1) - 6.5 – 8* (1) (1) (2 options) (2) - 8.5+ (2) (1) **INFORMATION INCLUDED IN PACKET**
Student Employment Policies • Paid breaks are 15 minutes long and are mandatory for any student employee working over 4 hours in one shift • Multiple breaks cannot be scheduled back-to-back • Supervisors should work with student to schedule breaks and lunches at the beginning of a student’s shift • A student can voluntarily opt to not take their 30- minute lunch break – if this happens then the employer MUST have a signed break waiver on file
Student Employment Policies • Maine Child Labor Laws must be followed when employing high school students – Specific guidelines for • When Work Permits are required • How many hours high school students are allowed to work • How many days per week they are allowed to work • The types of jobs that that high school students are prohibited from doing **INFORMATION INCLUDED IN PACKET**
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