2017 FYLI PEER TA HIRING & PAYROLL CHANGES

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1 2017 FYLI PEER TA HIRING & PAYROLL CHANGES

2 THE CURRENT SYSTEM Course receives one 10hr/per week peer TA per section each semester Peer TAs are paid on a stipend of $1300 per semester (for 10 hrs/week) No changes since 2011 (when FYLI began) Hourly rate at 8.13 with limited ability to customize for sections, divide differently, or adjust workload over the semester Faculty select own peer TAs, hiring process & EPAR done centrally by FYLI administrative staff Faculty are responsible for directly supervising peer TAs work. Fall 2016 Peer TAs report hours worked via unofficial online form Peer TAs are limited to a combined total of 20 hours per week for paid NAU positions. FYLI staff monitor using Human Resources Tools/timesheets

3 WHAT WILL CHANGE STARTING SPRING 2017? Departments will have allocated FYLI funding for Fall & Spring Peer TAs, based on past semester use. All peer TA hiring will be processed by departments Coordinators provide FYLI with a spreadsheet listing: who will be hired for which courses/sections, how many hours per week, and how allocation will be used for each semester Peer TAs will be paid 9.00 / hr Peer TA time will be put into the LOUIE Hourly Timesheet system and on paper timesheets biweekly Courses can allocate their peer TA funds differently across different sized sections for the same course, if they wish

4 WHAT IS NOT CHANGING? Peer TAs are still limited to 20 hours per week in any combination of NAU positions They must be full time undergraduate students at NAU Faculty continue to choose their own peer TAs & directly supervise them FYLI will not impose any additional eligibility requirements Funding levels will remain the same overall. No additional funds for large sections

5 WHY ARE THE CHANGES BEING MADE? NAU Human Resources leadership has determined FYLI s stipend system is out of compliance with their current requirements Addressing the compliance issues ensures FYLI s continued viability as a funded program and ability to continue providing Peer TAs. FYLI is unable to ensure students across campus are not working more than what they are paid for FYLI s current wage has needed to be raised; moving to an hourly system allows us to raise wages

6 SOME BENEFITS TO DEPARTMENTS AND STUDENTS Added flexibility to adjust hours across sections or if not all hours are needed Added flexibility for students to work fewer hours during times of the semester when they have other obligations Do not need to re-hire each semester; positions can carry over from fall to spring if needed Students have a more direct, familiar route to getting help with hiring and compensation questions (local department versus FYLI)

7 WHAT DO WE NEED TO DO?

8 FYLI WILL By Mid November Course Coordinator (with cc to Admin staff & Chair) allocated funding amount for peer TAs for Spring 17 & Fall 17 peer TA spreadsheet template department specific position number the hourly wages will be paid from a FYLI speedchart Provide each department with an electronic version of the timesheet with the department FYLI peer TA position number. The timesheet is the standard NAU HR timesheet.) Provide resources on our website, and training as needed for coordinators, staff, faculty, students Start of semester and throughout FYLI Director- will provide approvals to each Coordinator after submission of their peer TA & budget spreadsheet FYLI Admin- will create interdepartmental transfers (IDT) for any costs required for background checks that were needed by the department to hire a peer TA. The department will contact to FYLI@nau.edu to initiate this process. Monitor all expenditures of payroll for the peer TA by departments through Business Object Reports. Questions, overages, or discrepancies will be brought to the Coordinator. Overages will be the responsibility of the department to remedy.

9 FYLI PEER TAS WILL Provide all hiring information as needed to designated department staff to initiate hiring packet & complete all necessary hiring documents in order to be paid. Including background checks as required by HR. Submit to the faculty supervisor a paper timesheet to be signed off for verification by the faculty supervisor for each pay period. Submit the signed paper time sheet to the designated staff for filing with all other FYLI paper timesheets Submit all hours worked biweekly into the online NAU Hourly Timesheet system in LOUIE, in order to be paid for work as a FYLI Peer TA. Peer TAs will work no more than their assigned total hours in one pay period. (For example: Sara normally works 10 hours a week. Week one of the payroll week she only worked 8 hours. Her time sheet will reflect 8 hours for week one. Week two of the payroll week she would be allowed to work 12 hours. This will total 20 hours in the payroll period and is allowable. It is not allowable for Sara to work 22 hours in the two week pay period to make up for 2 hours she missed due to a holiday or other time not working prior to the current pay period.

10 FACULTY SUPERVISORS WILL Communicate with the peer TA to make sure they have completed all hiring requirements and that they have access to resources on how to enter time into NAU Hourly Timesheet system (FYLI website will have link to the HR resources). This may require referring the peer TA back to the designated department staff who do the hiring and approves time online. Verify all hours submitted by peer TA for payment. This will be done by signing a paper time sheet for hours reported each pay period (biweekly). The peer TA will provide this timesheet to the supervisor, the supervisor will review, sign off and return the document to the student.

11 FYLI COORDINATORS WILL Provide the FYLI Director with a spreadsheet of peer TA name, ID #, course & section number, faculty supervisor, student address and summary of budgeted funding prior to or within two weeks of the start of the semester for approval by the director. (Template will be provided by FYLI) Ensure the department/course stays within their allowed budget for the FYLI peer TAs. Work with department to determine how funds will be monitored internally. Ensure all parties (Dean, Chairs, faculty, business managers, and administrative staff) understand any overages will be paid for by the department. Provide to the FYLI Director and FYLI@nau.edu information on any resignations or new hires throughout the semester using the same Peer TA spreadsheet originally submitted. The peer TA resignation date and the replacement peer TA information or the peer TA that takes on the additional hours will need to be noted. Discuss any payroll discrepancies or issues that arise with the FYLI Director and TLDA Fiscal Operations Manager

12 DEPARTMENT ADMINISTRATIVE STAFF WILL Liaise with FYLI as needed for clarification, training, support. Collect information from the potential Peer TA to initiate hire packets as needed ( the Coordinator s spreadsheet can assist) Create EPARS using the FYLI position number assigned to the department. (Example: PHI will have one position number to be used by both courses, funds come from a FYLI speedchart) Collect and file the FYLI Peer TA paper timesheet signed off by the faculty supervisor. The timesheet is the standard NAU HR timesheet Communicate to all faculty supervisors, coordinators, & students if time sheets need submission or approval within the designated HR time frames of approval. (FYLI encourages incorporating the peer TA into the same process your department student wage workers are using) Approve Peer TA time in the NAU hourly time system. This can be done by using the signed off time sheet for verification Initiate back pay to peer TA via the HR back pay process, if time is not submitted or approved. Initiate background checks and provide documentation for inter-departmental transfer (IDT) to FYLI, if this is applicable. The department will need to initiate the IDT request to FYLI@nau.edu. Provide the paid invoice for the background check the same semester they are hired. This will be cross checked with the spreadsheet submitted by the coordinator. (FYLI has averaged 2-3 background checks per semester for the past 6 semesters with the hiring of 250 peer TAs.)