Riding the Waves of the Student Employment Process

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Riding the Waves of the Student Employment Process

• Presented by
• Student Employment Work Experience Center
• Payroll Office
• College of Graduate and Professional Programs
• International Student Services

James Madison University July 28, 2004
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Objectives

• SWEC as resource for recruitment
• Understanding of required paperwork and paper
  flow available templates
• Resolve existing confusion
• Answer questions

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The Process

• Create the position
• Advertise the job
• Make selection
• Submit paperwork deadlines!!

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A. Create the position

• Departmental funding verify exists
• Position Description
• It lets candidates/employees know whats expected
• Serves as a tool in establishing selection
  criteria
• Identify responsibilities
• Identify KSAs required
• Determine pay rate

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B. Advertise the Job
Partner with the Student Work Experience Center
(SWEC) to meet your student employment needs

• Benefits for posting on SWEC website
• Promote your opportunity to entire JMU community
• Connect with a resource that is consistently used
  by JMU students to search for on-campus positions
• Work directly with SWEC representative to tailor
  your job postings
• Use entire SWEC website, including the student
  employment application, to streamline your hiring
  process for student employees
• To post a position, use the online job postings
  form at http//www.jmu.edu/stuemploy/supervisors.s
  html
• For additional information, contact
• Denise Meadows at 568-3269 or meadowdr_at_jmu.edu

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C. Make Selection

• Evaluate apps using selection criteria
  established from PD KSAs
• Decide which candidates are to be interviewed
• Establish set of interview questions to ask each
  candidates
• Select and notify successful candidate(s)
• Inform other interviewed candidates

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D. Submit paperwork

• New Hire not in Payroll System
• PAR/Student Contract - GA Contract
• New Hire and Personal Information form (not
  required for GA Contract)
• Signed Position Description
• Photocopy of Student's Social Security Card
• I-9 Employment Eligibility Verification (on
  purple or lavender paper)
• W-4 Federal Withholding Certificate
• VA-4 State Withholding Certificate
• Direct Deposit Form

• Re-Hire already in Payroll System
• PAR/Student Contract - GA Contract
• Signed Position Description
• New Payroll forms are not required if the student
  was a JMU employee within the last 6 months, or
  unless the employee wishes to change their direct
  deposit or withholding information.
• W-4 Federal Withholding Certificate
• VA-4 State Withholding Certificate
• Direct Deposit Form

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PAR -- Personnel Action Request

• Use template/link on website to assure use of
  most current format.
• Prefer that they are typed.
• Use drop-down menus!
• Problem fields
• Ids EMPL ID vs. Student ID vs. SSN
• Start/End Dates FWS end date cant extend past
  the end of the spring semester IE employment
  period cant be longer than one year
• Position can be found on old timesheet
  (except for GAs)
• Action Reason New Hire (Concurrent?), Rehire,
  or other? Use drop-downs!

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New Hire Form

• Does name match SS card?
• Have you listed the HOME address?
• Did you include DOB?

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Signed Position Description

• Why signed?
• Employee knows what duties, responsibilities have
  been assigned to the job
• Gives supervisor basis for evaluation
• Required by JMUs auditor

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Other documents

• New Hires
• copy of SS card (Payroll)
• I-9 (Delo Blough, Intl Student Office)

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I-9s

• Timing
• Department vs. ISSS Completion

I attest, under penalty of perjury, that I am
(check one of the following) ? A citizen or
national of the United States ? A Lawful
Permanent Resident (Alien A_______________) ?
An alien authorized to work until
____/____/____ (Alien or Admission
)________________________
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Step-by Step I-9 Procedures

• Employee Completion of Section 1
• Provide Employee with Lists of Acceptable
  Documents
• Review documents for genuineness
• Keep copies of documents IF you do so for
  everyone
• Complete the Certification

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a) Employee completion of Section 1

• The employees signature holds him/her
  responsible for the accuracy of the information
  provided. The employer is responsible for
  ensuring that the employee completes Section 1 in
  full. No documentation from the employee is
  required to substantiate Section 1 information
  provided by the employee.
• USCIS Website, About Form I-9, Employment
  Eligibility Verification

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b) Provide Employee with Lists of Acceptable
Documents

• One document needed from List A or One each
  needed from List B and List C
• Employers CANNOT specify which document(s) they
  will accept from an employee I-9 Instructions
• .only original documents (not necessarily the
  first document of its kind ever issued to the
  employee, but an actual document issued by the
  issuing authority) are satisfactory, with the
  single exception of a certified photocopy of a
  birth certificate.
• USCIS Website, About Form I-9, Employment
  Eligibility Verification

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c) Review documents for genuineness

• Employers are not required to be document
  experts. In reviewing the genuineness of the
  documents presented by employees, employers are
  held to a reasonableness standard.
• USCIS Website, About Form I-9, Employment
  Eligibility Verification

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d) Keep copies of documents

• Only if copies are kept for everyone
• It is permissible (to attach photocopies of
  documentation submitted to satisfy Form I-9
  requirements to the employees Form I-9), but not
  required. Where this practice is undertaken by an
  employer, it must be consistently applied to
  every employee, without regard to citizenship or
  national origin.
• USCIS Website, About Form I-9, Employment
  Eligibility Verification

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e) Complete the Certification

• Remember the employment start date
• Must be on or after the date of the I-9 to avoid
  potential penalties
• Review sections for completeness
• Sign and date under CERTIFICATION

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Why is the I-9 important?

• Employer sanctions
• 100 - 1100 per employee
• Missing I-9
• Omission of information (i.e., date of hire)
• Incorrect completion of document information
• Incomplete Sections
• Lack of Updating or Reverification where
  necessary

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Payroll Forms
International Students MUST contact Sherry Willis
in Payroll for completion of these forms

• Virginia Withholding
• Federal Withholding
• Direct Deposit

• These forms must be submitted if the employee
• is a New Hire OR
• has not worked for JMU within the last 6 months
  OR
• is someone who wishes to change tax withholding
  or banking information.

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Additional Information Resources

• Who qualifies for the student FICA exemption?
• Students that are citizens and enrolled at least
  ½ time (6 credits undergrad 5 credits grad)
• What is the maximum number of hours a student may
  work each week?
• Even if a student has more than one on campus
  job, they cannot work more than 20 hours total
  while enrolled up to 40 during periods of
  non-enrollment
• Student Employment Handbook
• Guidelines for process, supervisor and employee
  responsibilities, conduct sanctions

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Review of Student Employment Programs

• Federal Work Study (FWS) on and off campus work
  program subsidized by feds eligibility
  determined by results of FAFSA
• Institutional Employment (IE) on campus,
  non-FWS employment
• Job Location and Development (JLD) - Program is
  designed to assist students in securing
  off-campus employment regardless of their
  financial aid eligibility.

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Supervisory Training for Supervisors of Student
Employees

• Schedule
• October 12, 2004 - Welcome / Introduction and
  Review of Program
• October 19, 2004 - Hiring Practices
• October 26, 2004 - Student Development in
  College
• November 2, 2004 - Effective Communication
• November 9, 2004 - Motivating Employees
  Challenge vs. Support
• November 16, 2004 - Performance Management and
  GraduationAll times are from 830 AM until
  1200 NoonAll sessions will be held in USB 102.
  
• www.jmu.edu/humanresources/management/train
  ingnew.shtml

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Questions?