Human Resources and Payroll Training Session

Human Resources and Payroll Training Session

Human Resources Types of Employees I-9 Completion Background Checks Deadlines Example of Personnel Action Forms and Personnel Data Sheet Worker s Compensation Qualifications for a Student Employee Completing a Graduate Assistant Assignment Form Completing a Work Study Assignment Sheet Payroll

Types of Employees Temporary Employees with No Benefits Work < 40 hours for 3 months Work < 19 hours intermittently *up to one year at a time Regular (Staff/Faculty) Employees with Benefits Work 20 hours on an ongoing basis Students Work Study or Wage Considered Temporary Employees work < 20 hours a week Graduate Assistants Considered Regular Employees work < 20 hours a week

I-9 Completion: The I-9 is a form that is required by the Department of Homeland Security. The Government requires that the person completing this form must see the ORIGINAL documents of their forms of identification. Therefore, Human Resources will not accept copies of documents from departments. The employee or student employee will need to bring these forms of ID with them to the HR Office and one of our staff members will make the copies and fill out this form accordingly. No one, other than Human Resources staff (unless given permission) should be filling out the I-9 form. This should be done in our office. The I-9 must be completed and documents verified on or prior to the first day of employment or we are in violation with the Department of Homeland Security. If you have any questions regarding appropriate documentation for the I9, please go to http://www.usm.edu/sites/default/files/groups/employmenthr/pdf/i-9_03_2013.pdf

Background Checks 1. If a regular or temporary employee is new or last worked prior to July 1, 2013, the person must clear a background check before they can begin the work. 2. The employee should submit a completed and signed Background Check Form to the department in a sealed envelope. 3. The department should complete a Personnel Action Form (PAF) or Personnel Data Sheet (PDS), attach (staple) the sealed envelope, obtain the necessary signatures, and submit it to Human Resources (HR). 4. Once the background check has cleared, HR will notify the contact name for the department that the employee may begin work. **It is a violation of State law for an employee to begin work before the background check is completed.

Deadlines The Human Resources office will follow the guidelines below for the submission of paperwork and payroll cut-off: All MONTHLY paid employees must have paperwork turned in to the office by the 10 th of the month All BIWEEKLY paid employees (including student employees) must have paperwork turned in to HR by the pay period end date, 5:00pm. Plan ahead! If the paperwork requires signatures other than your department, this takes time! Deadlines are now CRITICAL, as HR is no longer the last stop in the process. **If you have paperwork that is sent past these deadlines, there will be no special processing. Payment will be added to the next check.

Required Fields Complete all fields in example If this employee is INTL, must check this box Always include specific hours per week Ending date no more than one year out for temporary and student employees At least 2 signatures required BOX NUMBER!

Required Fields Complete all fields on both sides of example Always include hours per week Always put Posting # and attach the application BOX NUMBER! At least 2 signatures required

Be sure to indicate with pay or without pay BOX NUMBER! Expected Return Date

A PAF must be done in a timely manner to bring the employee back from FMLA. Actual Return Date BOX NUMBER!

Required Fields Effective date and Termination date must match Complete all Fields in termination section A reason for termination is required in the Remarks section At least 2 signatures required

Terminations: All termination PAF s should be turned in as soon as possible to avoid overpayment. Employees both Faculty and Staff must complete the clearance form before the final paycheck will be released. This form is on the HR website. If you have old forms on file please update. Last check does not go direct deposit and all final checks will be mailed to the employees address on the clearance form.

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Qualifications for Student Employees Student employees do not pay FICA, do not require a background check (unless a Graduate Assistant), and some may qualify for work study. In order to be hired as a Student Employee, the student must: Be enrolled at least 12 hours if they are an Undergraduate Student Be enrolled at least 9 hours if they are a Graduate Student Be enrolled at least 1 hour and have applied for graduation Maintain full time status throughout the entire semester Work NO MORE than 20 HOURS PER WEEK (or 40 hours per pay period)

GA form action definitions: Graduate Assistantship Assignment Forms Initial Appointment: has never been hired as a GA with any department--- will need a background check Rehire: has worked as a GA before, but maybe not with the current hiring department---- will not need a background check Reappointment/Continuation-Same Department or Reappointment/Continuation-New Department: No break in service, just a continuation of employment. Example: bringing a student back after the summer assistantship has ended, for the new academic period Budget String Change: funding has changed keep in mind that whatever date you put as the termination date on the most recent GA form will be the one used for the student s actual term date, regardless of what was on the first GA form at the beginning of the year Pay Rate Change: increase or decrease in the rate of pay Assignment Change: job responsibility changes--- if changing to an Instructor of Record you must route through the Provost office and all credentialing and original transcripts must be attached. Termination: employment will stop before date on previous GA form(s) MAKE A COPY FOR YOUR RECORDS, no copies will be sent back to the department.

Select the appropriate action for this hire, can be initial or rehire. All other changes to current GA must be on the maintenance form. Must have Graduate School signature or HR will not accept the form! Save Link!

Completing a Work Study Assignment Sheet This sheet serves the purpose just like that of a PAF. A complete WS Assignment Sheet will include the following: Student Name and ID number is filled in by Human Resources. The portion with the award amount per semester, approximate hours per week according to award amount and the rate of pay is filled in by Human Resources office. The department will fill in Effective Date of Action, Department name and budget string, box number, contact name and number. Description of work: Community Service, Community Service Read, Community Service Math or Other must be checked. Friendly reminder: these forms are not a carbon copy sheet, so if you want a record of this form you will need to make a copy PRIOR to sending to HR because they are filed when received. Any questions regarding a student s award amount will need to be directed towards Financial Aid.

HR will fill in this section of the form HR will fill in this section for the student Department must fill in ALL information in this section and obtain required signatures

Work Study: Good to Know In the past, Human Resources has run the report and contacted departments regarding work study, now the departments will be responsible for monitoring the report and knowing when and if the student needs to be switched to a wage position. Contact David Williamson for access to this report. If your student employee goes over the award amount, it is the department s responsibility to process a payroll correction. Encourage your student employee to renew their FAFSA yearly and early. Also, to make sure they mark on their FAFSA they are interested in work study. Work-study is not a guarantee to a student each year; just because they received it the year prior does not mean they will receive it again Work Study Students can only begin work study work 5 days from the first day of classes, no earlier. If you wish to pay your student more, just know that they will run out of federal funds sooner in the semester and at that point you will have to switch them to wages.

Important Reminders: Never allow employees to begin work unless all paperwork has been completed and submitted to Human Resources. All temporary employees must have an end date. If they are working 19 hours per week, they can be renewed annually. *Student Employees must have an end date on paperwork and this can not be more than one year out. HR will not hold paperwork for student employees. All hiring paperwork and tax packets should be sent to the HR office TOGETHER. If the student is a new hire and there is not a tax packet with the PAF, the PAF will be returned to the department. If the student is a rehire and it has been less than a year, the department needs to only send the PAF with required signatures. No corrections will be made to submitted PAFs, GA forms, or Work Study Assignment sheets via email or phone. The form will need to be resubmitted with the corrections or the incorrect form entered as is and then a revision sent to the HR office. A Concurrent Job Form must be submitted with paperwork if the student employee is working more than one job. Paperwork requiring this form will not be accepted if not attached.

Payroll Types Monthly Paysheets created automatically Paid last work day of the month Annual leave entered in SOAR Biweekly Time and Attendance Forms 26 paychecks per Year Leave entered on T&A Forms

Special Checks Emergency Situations Only 65% of Gross for Faculty and Staff 80% of Gross for Students Form and Instructions may be found on the Office of the Controller Website

Direct Deposit Mandatory effective 7/01/2010 Generally available the day before payday View paychecks online via Self Service

Information Deadlines HR different from Payroll If you would like to sign up for the Human Resources/Payroll News list serv, Please go to https://mailman.usm.edu/mailman/listinfo/ human-resources-payroll-news Questions